Rights Management Overview
Instructions for Protecting Documents Document Permissions: Create Word, Excel, and PowerPoint documents that users can only read, preventing them from extracting your content to re-use without your permission. How to Set Basic Document Permissions 1. Start Word, Excel, or PowerPoint. 2. Create a new, blank document, workbook, or presentation. 3. Click the “Permission” icon (part of the “Standard” tool bar, click “View” and then “Toolbars” if you don't see the icon).
4. In Permission dialog, click the “Restrict permission to this document” checkbox to begin restricting access to this document. Type the names or e-mail addresses of people to whom you want to give permissions in the “Read” and “Change…” boxes. You can also give all users access by clicking the “Give all users access button”.
5. Click “OK”. 6. Click “Save”. 7. Distribute the document to the people with permission.
Content Expiration: Specify how long your content is accessible. After the expiration date has passed, users will no longer be able to view the protected content. 1. Start Word, Excel, or PowerPoint. 2. Create a new, blank document, workbook, or presentation. 3. Click the “Permission” icon (part of the “Standard” tool bar, click “View” and then “Toolbars” if you don't see the icon).
4. In Permission dialog, click the “Restrict permission to this document” checkbox to begin restricting access to this document. Type the names or e-mail addresses of people to whom you want to give permissions in the “Read” and “Change…” boxes. You can also give all users access by clicking the “Give all users access button”.
5. Click the “More Options” button.
6. Select the “This document expires on:” check box, and then select a date. 7. Click “OK”. 8. Click “Save”. 9. Distribute the document to users with permission. click “OK." Note: This document will expire on the date you specified, and all users without an “Access Level” of “Full Control” will no longer be able to access this content.
Advanced Features: If you want more control over your document, click the "More Options" button on the Permissions dialog to open the advanced Permission dialog. This dialog has all the functionality of the basic Permission dialog plus much more. 1. Start Word, Excel, or PowerPoint. 2. Create a new, blank document, workbook, or presentation. 3. Click the “Permission” icon (part of the “Standard” tool bar, click “View” and then “Toolbars” if you don't see the icon).
4. In Permission dialog, click the “Restrict permission to this document” checkbox to begin restricting access to this document. Type the names or e-mail addresses of people to whom you want to give permissions in the “Read” and “Change…” boxes. You can also give all users access by clicking the “Give all users access button”.
5. Click the “More Options” button.
Access Level: By opening the drop-down box under Access Level, you can give users Read and Change access, as you did in the simple Permission dialog; however, you can also give users Full Control access to the document. Full Control gives a user complete permission to read, change, and even modify other people's permission for the document Print Content: Selecting this option allows all users to print a paper copy of the document, but users cannot “Print to file”. Allow users with read access to copy content: Selecting this option allows all users to copy content (right-click | Copy, Edit menu | Copy or Ctrl-C) out of this document. By default, only users with “Change” access can copy content. Access content programmatically: When a document is protected, the entire object model is disabled. By selecting this option, users can use VB scripts or VBA macros to modify content, regardless of their permission for the document. Require a connection to verify a user's permission: Selecting this box makes it necessary for users to connect to the DRM server every time they open the document. Since the DRM server logs requests made to it, selecting this option allows the DRM server to log all accesses to the document. View content in trusted browsers: Selecting this option will allow users who do not have Office 2003 to view protected content in IE if they have the Rights Management Add-on for IE. The user must have permission even though Office 2003 is not installed. When this check box is cleared (default setting), only those users with Office 2003 installed, and permission for the document will be able to view it. The drawback of including the viewer stream is that it increases file size and saves time. Users can request additional permissions from: You can specify an e-mail address or URL for users to request additional permissions. When a user who doesn't have permission to view or edit a document tries to open a document, they can request additional permission from the specified URL. When you grant someone permission, you will have to send them a new copy of the document with the updated permissions. After making your choices... 7. Click “OK”. 8. Click “Save”. 9. Distribute the document to users with permission. click “OK”.
When viewing a protected document, information will appear in the Shared Workspace pane. Each tile provides different information about the protection status of the document and clicking on the various tiles will give you access to different functionality.
My Permission Dialog The “My Permission” dialog shows the permissions granted and allows the user to request additional permission. The following options will access this dialog:
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