How to add custom branding to Office 365 Message Encryption

By | 15th May 2017

In an earlier post I wrote how you can setup and enable Office 365 message encryption.

In this post I will explain how you can apply custom branding to customize the Office 365 Message encryption email messages and the look of the message viewing portal using PowerShell cmdlets.

You can customize the following items of the Office 365 Message Encryption email and viewing portal:

  • Introductory text of the email that contains the encrypted message
  • Disclaimer text of the email that contains the encrypted message
  • Portal text that will appear in the message viewing portal.
  • Logo that will appear in the email message and on the viewing portal.

I have highlighted the areas that you can customize in the below screenshots. You can however only insert plain text (i.e. no html code for url links but some mail client will detect URL’s and make them clickable).

The parts that are not highlighted you cannot change the text but you can influence the language used in the outgoing e-mail message which I will explain further down this post.

screenshot 1 – This first screenshot shows the mail message the recipient receives in his or her mailbox.

screenshot 2 – This second screenshot shows the content of the HTML attachment.

Steps to customize

    1. Connect to Exchange online using Remote PowerShell

    2. Use the Set-OMEConfiguration cmdlet to customize the message and / or viewing portal. In the table below I have outlined how to customize the area’s
Feature Windows PowerShell command
Default text that accompanies encrypted email messages

(screenshot 1 – text block 1)

Set-OMEConfiguration -Identity <OMEConfigurationIdParameter>  -EmailText “<string of up to 1024 characters>”

Example: Set-OMEConfiguration -Identity “OME Configuration” -EmailText “Display your custom message for the recipient here.”

Disclaimer statement in the email that contains the encrypted message
(screenshot 1 – text block 2)
Set-OMEConfiguration -Identity <OMEConfigurationIdParameter> -DisclaimerText “<disclaimer statement, string of up to 1024 characters>”

Example: Set-OMEConfiguration -Identity “OME Configuration” -DisclaimerText “Possibility to enter your own disclaimer at the bottom………”

Logo
(screenshot 1 & 3 – block 3)
Set-OMEConfiguration -Identity ” <OMEConfigurationIdParameter> -Image <Byte[]>

Example: Set-OMEConfiguration -Identity “OME configuration” -Image (Get-Content “D:\image\yourlogo.png” -Encoding byte)
Supported file formats: .png, .jpg, .bmp, or .tiff
Optimal size of logo file: less than 40 KB
Optimal size of logo image: 170×70 pixels

Text at the top of the encrypted mail viewing portal.
(screenshot 2 – text block 4)
Set-OMEConfiguration -Identity <OMEConfigurationIdParameter> -PortalText “<portal header, string of up to 128 characters>”

Example: Set-OMEConfiguration -Identity “OME Configuration” -PortalText “your company secure e-mail portal”

 

Non-editable text area’s
e-mail message
In screenshot 1 you can see a text block which is not highlighted and starts with the heading: “to view your message”. You cannot change the content or directly influence the language of this part. The language of this text block is based upon the language setting of the senders mailbox.

This is something to keep in mind especially in organisations operating Internationally.
for example: if one of your users has chosen to set the mailbox language to Italian and then sent an encrypted message to a person in Finland, the recipient in Finland will see that part of the message in the Italian language.

That means you either need to educate the users about the impact of changing the mailbox language or add custom text into text block 1 explaining the recipient what to do.

HTML Attachment
The language displayed when opening the HTML Attachment (screenshot 2) is based upon the language setting of the senders mailbox. This is obviously a real downside of this product especially if the language setting of your users mailbox isn’t English.

Viewing portal
The language used in the viewing portal is based upon the language setting in the browser of the recipient opening the message. This in theory should automatically be the preferred language of the recipient.

Tip:
Create a web page on which you explain to the recipient that you use secure mail and how he/she can use this. Perhaps add a short manual for the recipient.
And add a link to this page in either the first text block or the disclaimer text.

 

Steps to remove the custom branding

    1. Connect to Exchange online using Remote PowerShell

    2. Use the Set-OMEConfiguration cmdlet to remove the custom branding. In the table below I have outlined how to customize the area’s
Feature Windows PowerShell command
Default text that accompanies encrypted email messages

(screenshot 1 – text block 1)

Set-OMEConfiguration -Identity <OMEConfigurationIdParameter> -EmailText “<empty string>”

Example: Set-OMEConfiguration -Identity “OME Configuration” -EmailText “”

Disclaimer statement in the email that contains the encrypted message
(screenshot 1 – text block 2)
Set-OMEConfiguration -Identity <OMEConfigurationIdParameter> -DisclaimerText “<empty string>”

Example: Set-OMEConfiguration -Identity “OME Configuration” -DisclaimerText “”

Logo
(screenshot 1 & 3 – block 3)
Set-OMEConfiguration -Identity <OMEConfigurationIdParameter> -Image <“$null”>

Example: Set-OMEConfiguration -Identity “OME configuration” -Image $null
Supported file formats: .png, .jpg, .bmp, or .tiff
Optimal size of logo file: less than 40 KB
Optimal size of logo image: 170×70 pixels

Text at the top of the encrypted mail viewing portal.
(screenshot 2 – text block 4)
Set-OMEConfiguration -Identity <OMEConfigurationIdParameter> -PortalText “<empty string>”

Example: Set-OMEConfiguration -Identity “OME Configuration” -PortalText “”

 

I hope this was informative. For questions or comments you can always give a reaction in the comment section or contact me.




I hope this was informative. For questions or comments you can always give a reaction in the comment section or contact me:

7 thoughts on “How to add custom branding to Office 365 Message Encryption

  1. Jacob

    Hello
    I am rebranding our OME emails so I find myself back on your page. Do all of these commands still apply to OMEv2 or do you have a separate blog post for that?

    Thanks

    Reply
    1. Xander Bikbergen Post author

      Hello Jacob, the commands haven’t changed for the rebranding in OMEv2.

      Reply
  2. Pingback: Setup and enable Office 365 Message Encryption (OME) – xanderbikbergen.com

  3. Jacob

    Thanks for the instructions. We are a healthcare organization and we must send out many encrypted emails. It is amazing how many people cannot understand simple instructions to check an encrypted email.
    Is it possible when doing your instructions for (screenshot 1 – text block 1) in PowerSHell to add a line break in powershell when adding text in the initial encrypted email?

    Thanks

    Reply
    1. Xander Bikbergen Post author

      Hi Jacob, thank you for your comment. I’ve seen the same issues where the recipients seem to struggle understanding the instructions how to check an encrypted mail.

      Microsoft only allows for plain text in these fields and therefore you can’t insert a line break which is very unfortunate since this would give you some flexibility to give clearer instructions.

      When the functionality changes I will post it here.

      Reply
      1. Shawn

        Xander:

        Thank you for posting these instructions. It will help me explain the options to create custom branding as well as the limitations of custom branding. Before I begin sharing the latter, I wanted to ask if the ability to format text (add line breaks or carriage returns) is still unavailable? Also, I like your Tip regarding the use of a web page to help explain to the recipient what secure mail is, why we use it, and a user manual for the recipient. As people learn to be more cautious about opening links in email, I could see them being reluctant to click on the link intended to help them. Do you have an example of what a customized message which includes a URL to the information webpage might look like?

        Reply
        1. Xander Bikbergen Post author

          Shawn, thank you for your feedback.

          Unfortunately formatting the text is not an option and I would assume that it won’t become available anytime soon.
          In text block one and/or two you can add an URL but don’t use HTML formatting, most mail clients will recognise an URL make it “clickable”. So you can include a short URL to a website with more instructions for the recipients. In an hospital we used this page with instructions for the recipients: https://www.radboudumc.nl/over-het-radboudumc/secure-mail

          Hope this helps, if you’re looking for more info than feel free to contact me.

          Reply

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