Microsoft Office Tutorials and References
In Depth Information
Setting Message Importance and Sensitivity
An email message can be flagged as having low importance or high importance. Low is the default.
The recipient’s email program may indicate the importance of a message in some way. For example,
Outlook displays an exclamation point next to the message in the Inbox if it is marked as having
high importance. Many email clients, including Outlook, also allow recipients to sort their received
messages by importance.
To mark a message with high importance, click the High Importance button (a red exclamation
point) in the Options section of the Message ribbon. To return a message to the default setting of
low importance, click the Low Importance button (a downward-pointing arrow).
Setting Message Restrictions
Message restrictions, or permissions, let you restrict who can view your email messages and what
they can do with them (for example, can the message be forwarded?). This feature, which is
applicable to all Office documents as well as email messages, is part of Information Rights Management,
or IRM.
IRM is based on the concept of credentials . To create rights-restricted content, such as an email
message, you must possess appropriate credentials to associate with the message. The recipient
must also possess the appropriate credentials to view or take other actions with the content.
IRM requires that both the creator and the recipient of restricted content be subscribed to an IRM
server. Many people use the Windows Right Management (WRM) service, which at present is free
(but with no guarantee that Microsoft will continue the service indefinitely). WRM uses .Net
Passport as a means of verifying identities and validating credentials. Some companies use their
own IRM server or one provided by a third party.
The steps described in this section assume that you have a rights management client installed on
your computer and have set up the necessary credentials.
By default, email messages are created with no restrictions. You can add a Do Not Forward
restriction by clicking the Permissions button on the Message ribbon and selecting Do Not Forward from
the menu. This button will be displayed only if you are set up for IRM. This restriction permits the
recipient to view the message if they have the required credentials, but not to forward, print, or
copy the message.
You may be asked which credentials to use for this message (it’s possible for an individual to
possess multiple credentials). When a message you are composing is restricted it displays a banner
below the ribbon describing the restrictions, as shown in Figure 7.6.
If you attach a document, workbook, or presentation to a message, the restricted permissions of
the message will be applied to the attachments as well. If the attachment has already had restrictions
set in the originating program (Word, Excel, or PowerPoint) those restrictions also remain in effect.
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