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1 råáîéêëáíó=çñ=pçìíüéêå=`~äáñçêåá~ Academic Information Services INFORMATION RIGHTS MANAGEMENT - OFFICE 2007 Information Rights Management allows you control access to files and s based upon the user s Marshall address and login. Note that access will be problematic if you send to addresses outside of Marshall. Files For files, you can specify who has access to the file and what they can do with it. You can give users read only access or the ability to read and edit and save but not print or copy content. If they are opening the file while at work, the system will use their Marshall PC login to verify their identity. If they are opening the file on a non Marshall PC, they will be prompted to type their Marshall login and password. Users you have not set any permissions for will not be able to open the file at all. Because the permissions are stored within the file, if anyone copies or s the file to another location, the contents will still be secure. s For s, you can prevent the intended Marshall recipient from forwarding, printing, or copying the s content. Further, any attached Word, PowerPoint, or Excel files will be protected automatically. Limitations IRM does not prevent third party programs such as Snagit from talking screenshots of an open document or message although it will prevent the usage of the PrintScreen button. IRM cannot prevent content from being captured and transmitted by malicious programs such as Trojan horses, keystroke loggers, and certain types of spyware IRM does not prevent users from deleting a file or . Requirements As IRM pertains to , the following is required: o If using the web version of Outlook, your web browser must be Internet Explorer 7 or higher. Other web browsers will not work with IRM. o If using the client (software) version of Outlook, you must be using Outlook 2003 or 2007 and you must be connected to the internet. You cannot access restricted s offline and other clients will not work with IRM. You must be connected to the internet to access any files whose access has been restricted through IRM. This includes files stored on your computer s local drive, a network drive, or in an . (When opening an IRM restricted file, the IRM system must be able to connect to Marshall s IRM server to verify your access.) This will not work on a MAC. Marshall School of Business USC 2/6/09 Marshall_IRM.docx Page 1 of 6

2 INSTALLING THE IRM SOFTWARE ON A WINDOWS XP COMPUTER If your PC s operating system is Windows XP and this is the first time you have used IRM on your PC, you will need to install the Windows Rights Management client. Note that you only have to perform these steps once on your PC and you do not have to perform them at all if your operating system is Windows Vista. Note also that if you do not have administration rights to your computer, you will need to contact the Marshall Help Desk to perform the installation. 1. Start Word, PowerPoint or Excel. 2. Click the MS Office button. 3. Click Prepare Restrict Permissions Restrict Access. 4. Click Yes to install the Windows Rights Management client on your PC. 5. Click Run at Do you want to run or save this file? 6. Click Run again at Do you want to run this software? 7. Click Next to proceed to the next step in the setup wizard. 8. Click I Agree and then click Next. 9. Click Next to confirm the installation. 10. When prompted, click Close. Marshall School of Business USC 2/6/09 Marshall_IRM.docx Page 2 of 6

3 RESTRICTING ACCESS TO AN OUTLOOK AND ITS ATTACHMENTS If you are sending an using Outlook to another Marshall Outlook address, you can restrict the s access. When you set permissions on an , the recipient can read it but they will not be able to forward, print, or copy its contents. Further, if the has a Word, Excel, or PowerPoint attachment, it will be protected as well; however, other file types will not be. To send a restricted , follow the steps below. 1. If you have not done so already, install the IRM software on your PC (see page 2.) 2. In the software (client) version of Outlook, create a new message addressed to another Marshall Outlook user. 3. If desired, attach a file. (Only Word, PowerPoint, and Excel files will be protected automatically.) 4. Click the MS Office button in the upper left corner. 5. Click Permissions then Do Not Forward. A bar should appear above the message indicating that it cannot be forwarded, printed, or copied. 6. Once the is complete, click Send. 7. Click OK if you receive the file attachment message shown below. Receiving a Restricted Marshall Outlook If a restricted is sent to your Marshall Outlook account, you can read it using either the client or web version of Outlook. If you are using the client version of Outlook (2007 or 2003); you will need the IRM software to read the message. (See page 2.) If you are using the web version of Outlook, you will need to install the Rights Management Add on for Internet Explorer before you can view the message. The link to install the add in is contained in the . Once you have installed the RM Add in, you can view the message by clicking the message.rpmsg link. Marshall School of Business USC 2/6/09 Marshall_IRM.docx Page 3 of 6

4 RESTRICT PERMISSION TO A WORD, EXCEL OR POWERPOINT 2007 FILE This section covers how to restrict access to a Word, Excel, or PowerPoint file regardless of where it is stored. Only the Marshall users that you specify can access the file and even then, their level of access is defined by you. To function with Marshall s IRM Server, you must use Marshall addresses when setting restrictions. 1. Open the Word, Excel, or PowerPoint file whose access you wish to restrict. 2. Click the MS Office button. 3. Click Prepare Restrict Permissions Restrict Access. 4. Click Restrict permission to this document. 5. Read Only Access To give users read only access, type their addresses in the Read box or click the Read button to open Outlook s global address book and browse for addresses. Change Access To give users read, edit, and save permissions, use this box. Note that the person who sets permissions has full access by default. Everyone You can use these buttons to grant all users access. Check Names Verifies Outlook addresses. Setting More Permissions If desired, you can give a selected user the ability to print or copy a document or set an expiration date for a user s access. 6. Click More Options. 7. Make the desired settings. 8. Click OK to set the permissions. Changing Permissions If you need to change permissions you have set for a document: 1. Open the document. 2. Click the MS Office button. 3. Click Prepare Restrict Permissions Restrict Access. 4. Change the permissions as desired. Marshall School of Business USC 2/6/09 Marshall_IRM.docx Page 4 of 6

5 OPENING A RESTRICTED FILE Regardless of how you received a restricted file ( , memory stick, shared network drive etc.); you will only be able to open it if you were given permission. If you are logged into a Marshall PC using your Marshall login, the IRM server will use your PC login to grant you access to the file. If you are opening it from home, you will need to provide your Marshall username and password. Note also that the PC you are opening the restricted file on must have the IRM software on it. Opening a Restricted File While at Marshall If the file was restricted using your Marshall address and you are currently logged into a Marshall PC with your Marshall username and password, the file will use your login credentials to grant you access automatically. 1. Open the file using whatever means you please (double click it or open it from within its application.) Note that if the IRM software is not install on your PC, you will be prompted to install it at this point. See page 2 for instructions on how to install the IRM software. Once install, continue to step 2 below. 2. Click OK at the pop up. 3. The fine should open. Opening a Restricted File from Home If the file was restricted using your Marshall Outlook address and you are at home, you will need to type your Marshall username and password at the prompt. 1. Open the file using whatever means you please. (Double click it or open it from within its application.) Note that if the Information Rights Management software is not install on your home PC, you will be prompted to install it at this point. See page 2 for instructions on how to install the IRM software. Once install, continue to step 2 below. 2. Because your home PC is not on the Marshall domain, you will need to provide your Marshall username and password before opening the file. a. In the Username box, type your Marshall username preceeded by: marshall.edu\ For example, if your username was ttrojan, you would type: marshall.edu\ttrojan b. Type your password in the password box. c. Click OK. marshall.edu\ttrojan 3. The file should open. Marshall School of Business USC 2/6/09 Marshall_IRM.docx Page 5 of 6

6 Viewing Your Permissions for a File / Requesting Further Permissions When you open a restricted file, you are able to view what permissions you have been granted and request more permissions if needed. 1. Open the file you have been given restricted access to. 2. Click the View Permissions button located at the top of your screen. A box similar to the one shown to the right will open listing all of the permissions you have within the file. If you would like to request more access, click the Request additional permissions button. This will open an addressed to the author. Simply type out your request and click Send. Note that if the file arrived originally as an , the author will need to resend the latest version with the new permissions. If it is a shared file on a network drive, then the author need only update the shared file. Marshall School of Business USC 2/6/09 Marshall_IRM.docx Page 6 of 6

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