Thursday, July 01, 2004

Rights Management in Office 2003

In one of the talks of the Architect Day meet, the speaker asked a question. How many of you know that in Outlook you can block the ability to forward an email? I was surprised to see that except for one or two people, the majority did not know about this feature.
So, how does one go about ensuring distribution rights etc. for an email In Outlook?
Here it goes, ladies and gentlemen, please welcome Information Rights Management...

Lets first restrict some rights on an email.
Start composing a new email in Outlook 2003.
1. On the Email's File Menu , select Permission->Restrict Permission As...
2. This brings up a dialog, prompting you to install Windows Rights Management client. Select Yes to start the download and then the install.
3. Once the installation is complete, after restarting Outlook, open the same mail and select the same menu option, say, File->Permission->Restrict Permission As…This will prompt you to sign up with the Free Trial Service provided by Microsoft using your Passport ID.
4. Signing up with the Service will provide you with an RM Account Certificate. You can sign up for either a Temporary certificate which is like use and throw (you can view restricted content for 15 minutes) or a Standard Certificate, which is computer dependent and valid up to 6 months. FAQs about the certificates can be found here.
5. Once you select an option it will contact the server and download an RM Account certificate
6. Now you are all set to create "Restricted Content." ;)
7. If all the steps above were successful, the email on which you were working will now show a header which states, Do Not Forward - (recipients can read this message, but cannot forward, print, or copy content)
8. Permission granted by: (Passport) <-- This could be your Windows RM server too (Topic of another post :-)

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