Send an e-mail message with restricted permission by using IRM

Information Rights Management (IRM), available in Microsoft Office Outlook 2007, allows individuals to specify access permissions to e-mail messages. By using IRM, it helps prevent sensitive information from being printed, forwarded, or copied by unauthorized people. Your organization must install and deploy IRM before you can use it.

For more information about IRM in Office Outlook 2007, see Introduction to using IRM for e-mail messages.

What do you want to do?

Send an e-mail message with restricted permission by using IRM

Change the Windows user account used to send rights-managed e-mail messages

Send an e-mail message with restricted permission by using IRM

  1. Start Outlook, and then open a new message.

  2. Click the Microsoft Office Button Office button image , and then point to Permission.

    Permission

    If you do not see the Permission button, verify that your company has IRM enabled. If IRM is enabled, see Introduction to using IRM for e-mail messages to verify that IRM is configured correctly on your computer or check with your e-mail administrator.

  3. Click a custom permission policy on the menu.

    I don't see the permission level that I want

    Custom permissions are those created by your e-mail administrator and based on company policies. If you do not see a specific permission setting on the Set permission on this item menu, it might be because one of the following:

    The following InfoBar of the new message displays Do Not Forward, indicating that the message is rights managed. This means that recipients cannot forward, print, or copy the message content. Only the person initiating the message, known as the conversation owner, has no restrictions.

    InfoBar

  4. Address and send the message.

    Each recipient can view additional content when replies are sent by anyone on the conversation thread.

Tip: You can also restrict permission to a new message by doing the following: In the new message, on the Message tab, in the Options group, click Permission Button image .

Note: 

  • If you attach a document, workbook, or presentation to a message that uses restricted permission, Office Outlook 2007 automatically applies the same restricted permissions to the attachment.

  • If the attached document, workbook, or presentation has already been rights-managed in its originating program, such as Microsoft Office Word 2007, Microsoft Office Excel 2007, or Microsoft Office PowerPoint 2007, those permissions remain in effect.

  • When you attach a message (.msg) file to a rights managed e-mail message, the attached message is not rights managed. IRM does not rights manage .msg file types.

Set an expiration date for a message

Even though it is not an IRM feature in Office Outlook 2007, you might want to set an expiration date for the new message so that its content can no longer be viewed after a specified period of time.

  1. In the new message, on the Message tab, in the Options group, click the Options Dialog Box Launcher Icon image .

  2. In the Message Options dialog box, under Delivery options, select the Expires after check box, and then select a date and time.

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Change the Windows user account used to send rights-managed e-mail messages

  1. Open the message.

  2. Click the Microsoft Office Button Office button image , click the arrow next to Permission, and then click Manage Credentials.

  3. In the Select User dialog box, do one of the following:

    • Select the e-mail address for the account you want to use, and then click OK.

    • Click Add, type your credentials for the new account, and then click OK two times.

      Select User dialog box

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