When sending someone a private or confidential email and you want to make sure they don’t accidentally (or intentionally) forward it, Outlook 2010 has a feature for that. By using Permissions Settings, you can adjust emails to make them harder to copy, print, share, or forward. RMS (Rights Management Services) even disables the built-in Windows screen print feature (although Snagit and other screenshot apps still work.)
RMS or IRM (Information Rights Management) as Microsoft calls it isn’t necessarily something new. However, with Outlook 2010 Microsoft is making it easier and simpler to use RMS at home. All you need is MS Office and Outlook 2010 (or 2007.) Let’s take a look at the basics.
How To Make Email Harder To Share Forward, Copy, Print, or Share In Office Outlook 2010
1. In Outlook 2010 Click the Home tab, then Click the New E-mail button as when you typically compose a new message.
2. From the new message window, Click File > Info > Set Permissions > Do Not Forward.
3. If this is the first time you have done this, you’ll see the Information Rights Management Service (IRM) pop-up. To use this feature, you will need a Windows Live account; you can set one up at https://signup.live.com/. The instructions are all on screen as you set up the Information Rights Management Service. Just click through while selecting the options that describe you.
4. The last step of the IRM process is to sign in using your Windows Live credentials. Though less secure, you can avoid the hassle by Selecting the Save my email address and password option. Click Sign in to continue.
5. Click Windows Live User you just signed in with; for convenience Click Always use this account and then Click OK to finish. Head on back over to the permissions tab to make sure that Do Not Forward is checked, which it should be since we attempted to select it earlier.
That’s all there is to it. Now whenever you send an email, you can quickly go back in, and change the Do Not Forward option from Step 2. You are the conversation owner and hold full use rights, but Microsoft describes it the best:
Recipients can read this message, but cannot forward, print, or copy content. The conversation owner has full permission to their message and all replies. Permission granted by: email@example.com(Passport)
Keep in mind this won’t 100% prevent people from sharing information from what you email them; it will just make it more difficult. Also, note that when the recipient receives the email, they will be required to create or log in using a Windows Live account since that’s how Microsoft is using RMS to assign use rights for the RMS protected emails.