External E-mail Notice Microsoft 365

There are a few reasons why you might want to add a notice,

when receiving an e-mail.

Consider a clever phishing e-mail that pretends to be your boss or maybe your accountant looking to transfer funds?

It could easily happen, we even wrote a book on this exact scenario.

So how can we add an external notice to Microsoft 365?

The best way would be to either speak with your IT Department / IT Provider

or follow the steps below:

Login to the Microsoft 365 Admin Portal

Open your Web browser and go to https://office.com and select Sign-In

Microsoft 365 Sign-in

Select Admin

Select the nine dots from the top left and choose Admin.

Admin Screen Microsoft 365

Go to Exchange

Select Show All and then select Exchange from the left-hand pane.

Mailflow – Rules

Select Mailflow and go to Rules.

Mailflow Rules

Create a rule

Select the + sign to select a new rule and give it a name.

Under Apply this rule if choose the sender is located – Outside the organisation.

And then select the recipient is located – Inside the organisation.


Microsoft 365 Rules

Prepend the message

Choose the option Prepend the subject of the message with – Type in a choice.

I chose an easy identifier which is [External] and this will appear at the beginning of every subject line.


Prepend the subject of the message

Once completed select ‘Save’ and then this will then automatically happen.

If you would like to discuss Microsoft 365 or other rule possibilities,

call us on 01423 423068 or get in touch via our form.

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Carl Matthew Hamilton

Carl has the experience required to solve any IT queries & manage your IT infrastructure.

With over 20 years in the IT industry and a vast amount of experience and author of 344 posts and many more waiting to be published.

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