Using Information Rights Management

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Using Information Rights Management

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Using Information Rights Management To protect your message with IRM, choose the Permission button sometime before sending it.

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  1. [ Team LiB ] Using Information Rights Management To protect your message with IRM, choose the Permission button sometime before sending it. The Permission button is the envelope icon with the red circle on it, as shown in Figure 8.15. Figure 8.15. Select the Permission button to enable IRM. The InfoBar message reminds you that the message has restricted permissions. The first time you use IRM, either to send a restricted message or to read one, the IRM software is downloaded from the Microsoft Office Web site and installed. It's about 340KB in size and shouldn't take more than a few minutes to download, even on a dial-up connection. After the client software is installed, a .NET passport is required to send or read messages with restricted permissions. If you don't have a passport for your email address, you must get one to use IRM. The first time you use IRM, the Passport Wizard opens and you can get a passport for your email address or associate your existing passport with the service and receive a rights management (RM) certificate.
  2. If you don't have a passport account for your email address, the wizard leads you through signing up for a passport and associating it with the rights management service. If you use several different email addresses, you'll need a .NET Passport and certificate for each address with which you send or receive protected messages. After the RM certificate is installed and you open the message, you'll receive a warning that the Office program needs to connect to the RM servers to verify your identity (see Figure 8.16). If you aren't signed in to the Passport service, the passport logon dialog displays. Figure 8.16. Before opening an RM-protected message, your credentials must be verified. If the address doesn't match the address used on the message, Outlook will display a message asking whether you want to open it using a different set of credentials. Answering Yes opens the Select User dialog for you to choose a different passport. When you need to associate a new address with an RM certificate, you can get a new passport using the Add button. Choosing No closes the dialog and the RM-protected message is not opened. You need to sign in to the licensing service using a .NET Passport associated with the same email address used on the message. After you get the RM certificate, you must open the message to read it because the Reading Pane is disabled along with the Copy, Forward, and Print commands. Corporations might have a rights management server available. Instead of using a passport, you'll follow the instructions to log on to your corporate server. As always, speak with your administrator if you have any questions.
  3. If you use Outlook to add restricted permissions to an attachment, the attachment can be read but not edited. When attachments are assigned restricted permissions in Word, Excel, or PowerPoint, you'll have more control over the permissions that readers have. The File, Save menu option is disabled, but you can right-click on the attachment in the opened message and choose Save As. You can enable permissions on a message at any time before sending the message. The message is signed using the passport with which you're currently signed in. If it doesn't have an RM certificate, Outlook guides you through the required steps. If you have an RM certificate associated with a different passport account, select the passport using File, Permission, Restrict Permission As. The Select User dialog opens for you to select the passport account to use. If you have a Word, Excel, or PowerPoint document attached to the message, you'll receive a warning that the attachment will also have restricted permissions. If you don't want permissions assigned to the attachment, choose Cancel and the send operation will be canceled. You must disable permissions or remove the attachment if you don't want it to be protected. Don't use IRM as a matter of routine and enable it on every message you send. It's annoying when it's used on unimportant messages because the recipient can't read the message without first connecting to the certificate server. [ Team LiB ]  
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