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Server Side Configuration for Microsoft Exchange Follow

By:
Noam Sharkany

This article describes how to configure your Exchange Server to support WiseStamp’s Server-side solution. The configuration is done in the following sequential phases:

Additional steps for enhancing efficiency and security are presented in the Post Configuration Procedures section.

We recommend using the automatic way to configure the server side to avoid typos. To do so, log in to your WiseStamp account, go to Integrations -> Connect -> Office 365, and stay on Automatically.

Getting Started

All procedures are performed from the Microsoft Exchange admin center. To get started, log in and expand the Mail flow node.

ExchangeCenter_MailFlow.png

Adding Required Connectors

The first phase of the configuration involves adding outbound and inbound connectors to enable transport of emails to and from the WiseStamp Server-side host.

Adding the Outbound Connector

This connector allows your emails to route to WiseStamp’s Server-side signatures. Before you begin, make sure you have access to the routing code provided by WiseStamp. You will need it during the configuration. To locate your unique code, navigate to the left-side menu and click on Integrations, then select Connect to Office 365. This action will trigger a pop-up window to appear, which will display your unique code. You can refer to the accompanying screenshot for guidance:


WiseStampDeployment_CopyCodeO365.png

To add the outbound connector:

  1. Navigate to Mail flow > Connectors.
    Then, click Add a connector.

    AddAConnector.png
  1. On the New connector page, configure the following settings:
    • Connection from: Select the Office 365 radio button
    • Connection to: Select the Your organization’s email server radio button

Then, click Next.

OutboundConnector_NewConnector.png

  1. On the Connector name page, enter the following text in the Name field:
    outbound ms.smtp.wisestamp.net

    Then, click Next.

    OutboundConnector_ConnectorName.png

  2. On the Use of connector page, select the Only when I have a transport rule… radio button.

    Then, click Next.

    OutboundConnector_UseOfConnector.png

  3. On the Routing page, enter the routing code provided by WiseStamp (e.g., RFw0rAriJyW) followed by this text: ms.smtp.wisestamp.net

    OutboundConnector_Routing.png

    Click + and then click Next.

  4. On the Security restrictions page, select the Add the subject name… checkbox.
    In the field below, enter the following text:     *.ms.smtp.wisestamp.net

    OutboundConnector_Security.png

    Then, click Next.

  5. On the Validation email page, enter your email address and click +.
    Then, click Validate to initiate a validity test.
    Note: You should expect a "Validation failed" error message, simply ignore it.

    OutboundConnector_Validation.png
  1. Click Next.

  2. On the Review connector page, check your settings and then click Create connector.
    A confirmation message appears upon successful creation of the connector. 
  1. To exit the wizard, click Done.

Adding the Inbound Connector

This connector allows emails to route from the WiseStamp Server-side host to Exchange.

To add the inbound connector:

  1. Navigate to Mail flow > Connectors.
    Then, Add a connector to open the Add a connector wizard. 
  1. On the New connector page, configure the following setting:
    • Connection from: Select the Your organization’s email server radio button

Then, click Next.

Inbound_NewConnector.png

  1. On the Connector name page, enter the following text in the Name field:
    inbound outbound.smtp.wisestamp.net

    Then, click Next.

    Inbound_ConnectorName.png

  2. On the Authenticating sent email page, select the first radio button. Then, enter the following text in the field below:
    outbound.smtp.wisestamp.net

    Inbound_AuthenticatingMail.png

  3. Click Next.

  4. On the Review connector page, check your settings and then click Create connector.
    A confirmation message appears upon successful creation of the connector.

  5. To exit the wizard, click Done.

Creating Transport Rules

This phase involves configuring rules for determining which emails are sent to the WiseStamp Server-side host.

Creating a Rule for Out-of-office Messages

Follow the steps below to add a rule that prevents out-of-office messages from being sent to the WiseStamp Server.

To configure the OOO message rule:

  1. Navigate to Mail flow > Rules.

    MailFlow_Rules.png
  1. At the top of the Rules page, click Add a rule. Then, select Create a new rule.

    AddARule.png

  2. On the Set rule conditions page, enter the following text in the Name field:
    Prevent Out of Office messages being sent to WS SMTP

    OOO_Name.png

  3. Under Apply this rule if, configure the following settings:
    • From the dropdown list on the left, select The message properties.
    • From the list on the right, select include the message type.

      ApplyRuleIf.png

The select message type pane opens.

  1. From the dropdown list, select Automatic reply. Then, click Save.

    SelectMessageType.png

  2. Under Do the following, configure the following settings:
    • From the dropdown list on the left, select Modify the message properties.
    • From the list on the right, select set a message header.
    • Under Set the message header, enter:
      X-Wisestamphostedsignatures-Messageprocessed to the value true

      DoTheFollowing.png
  1. Click Next.

  2. On the Set rule settings page, click Next. (Do not change any settings.)

    SetRuleSettings.png

  3. On the Review and finish page, check your settings and then click Finish.

Creating a Rule to Identify Messages to Send to WiseStamp

The next rule controls which email messages are sent to the WiseStamp Server-side host. Follow the procedure below to create rule conditions and four exceptions to the rule.

To configure a rule to identify which messages to send:

  1. From the Rules page, click Add a rule. Then, select Create a new rule.

  2. On the Set rule conditions page, enter the following text in the Name field:
    Identify messages to send to WS SMTP.

  3. Under Apply this rule if, configure the following settings:
    • From the dropdown list on the left, select The sender.
    • From the list on the right, select is external/internal.
  1. From the dropdown list in the pane that opens, select inside the organization, and then click Save.

    IdentifyMsg_ApplyThisRule.png

  2. Under Do the following, configure the following settings:
    • From the dropdown list on the left, select Redirect the message to.
    • From the list on the right, select the following connector.
  1. From the dropdown list in the pane that opens, select
    outbound ms.smtp.wisestamp.net, and then click Save.

    IdentifyMsg_Condition1.png

  2. To the right of the condition you just created, click + to add another condition.

  3. Configure the following settings:
    • From the dropdown list on the left, select Modify the message properties.
    • From the list on the right, select set a message header.
    • Under Set the message header, enter X-Wisestamphostedsignatures-Auth 
    • Set the value to the routing code provided by WiseStamp (e.g., RFw0rAriJyW).

      IdentifyMsg_Condition2.png
  1. Under Except if, configure the first exception:
    a. From the dropdown list on the left, select The message.
    b. From the list on the right, select size is greater than or equal to. 
    c. In the pane that opens, enter 26624 and click Save. 

    Exception_1.png

  2. To the right of the exception you just created, click + to add another exception.

  3. Configure the second exception:
    a. From     the dropdown list on the left, select The message headers.
    b. From     the list on the right, select includes any of these words.
    c. Click Enter text.     In the pane that opens, enter X-Wisestamphostedsignatures-Messageprocessed Then, click Save. 
    d. Click     Enter words. In the pane that opens, enter true. Click Add, and then click Save. 

    SecondException_2.png
  1. Configure the third exception:
    a. From the dropdown list on the left, select The sender. 
    b. From t    he list on the right, select address matches any of these text patterns.
    c. In     the pane that opens, enter <> Click Add, and then click Save.

    ThirdException.png
  1. Configure the fourth exception:
    a. F    rom the dropdown list on the left, select The sender.
    b. From     the list on the right, select is external/internal.
    c. From     the dropdown list in the pane that opens, select Outside the organization. Then, click Save.

    FourthException.png
  1. Click Next.
  2. On the Set rule settings page, click Next. (Do not change any settings.)
  3. On the Review and finish page, check your settings and then click Finish.

Enabling the Rules

After creating rules, they need to be manually enabled. Follow these steps to enable the rules:

  1. From the Rules page, click in the row of a rule that you created.
  2. At the top of the pane that opens, under Enable or disable rule, click the toggle to change the status to Enabled.

    EnableRulesToggle.png
  1. Repeat the procedure for the second rule that you created.

Performing a Validity Check

After configuring the required connectors and rules in the Microsoft Exchange admin center, go back to WiseStamp to test your settings and complete the setup.

To test connections and set up your environment:

  1. Send a test email to yourself or a colleague, and verify that the WiseStamp signature displays as expected.
  2. From the Connectors page, click Connect.

    ConnectButton_O365.jpg
  1. IMPORTANT: Make sure that several selected people in your organization have access to the login credentials for the Microsoft Exchange admin center. Quick access to the admin center is critical for rapid troubleshooting if email delivery becomes interrupted.

Post Configuration Procedures

The following sections describe additional procedures that should be done to help ensure maximum efficiency and security.

Disabling RTF Messages

Follow these steps to ensure that email messages are sent in HTML format:

  1. In the Exchange admin center, navigate to Mail flow > Remote domains.
  2. On the Remote domains page, select Default (or your domain name). Then, in the pane that opens, click Edit text and character set.

    EditTextAndCharacterSet.png
  1. In the Text and character set pane, under Use rich-text format, select the Never radio button. Then, click Save.

    TextAndCharacterSetPane.png

Configuring Your SPF Record

For protection against spoofing and phishing and to help prevent your messages from being marked as spam, we recommend adding Sender Policy Framework (SPF) records to your domain.

For more information and instructions, please check our article How to Set UP SPF Records for Your WiseStamp Signature.

 

Troubleshooting

In the event that new outgoing emails are not being sent or are being rejected, it is recommended to disable the Identify messages to send to WS SMTP rule until the source of the interruption is identified.

To disable the Identify messages rule:

  1. Log into the Exchange admin center and navigate to Mail flow > Rules.
  2. On the Rules page, click in the row of the Identify messages rule.
  3. At the top of the pane that opens, under Enable or disable rule, click the toggle to change the status to Disabled.

    IdentifyMessagesRuleToggle.png

 

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