For those who already played used Right Management Services, you already know it is difficult either not possible to share document secured by RMS with someone outside of your company.

Now, with Windows Azure Right Management it’s becoming easier to share protected document outside of the company.

All you need is an Office 365 tenant (as it comes with RMS) and the updated client for Windows – http://www.microsoft.com/en-us/download/details.aspx?id=40857 – you can also download additional client from the RMS portal here – http://go.microsoft.com/fwlink/?LinkId=303970 (take a look at my blog post for the RMS client for Windows Phone http://blog.hametbenoit.info/Lists/Posts/Post.aspx?ID=559)

Install the client

The installation process is very simple, just extract the ZIP package relevant for your Windows version (Windows 7 or Windows 8, x86 or x64 bits) and run the executable

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After a reboot, it is ready for use

Protect and Share

This RMS client does not integrate with Outlook, only Word, Excel or PowerPoint; Outlook keeps his own settings.

You can also use the Windows Explorer to protect document.

The following table shows file type supported for protection

File Extension Protected File Extension

.txt

.ptxt

.xml

.pxml

.jpg

.jpeg

.pjpg

.pjpeg

.png

.ppng

.tiff

.ptiff

.bmp

.pbmp

.gif

.giff

.pgif

.pgiff

.jpe

.pjpe

.jfif

.jif

.pffif

.pjif

Office 2007, 20010 and 2013  
.pdf  

Protect an Office document

After the installation of the RMS client, a new button appears in Excel, PowerPoint or Word client

The Share Protected Protection button is available below the Home tab

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When hitting it, you may be asked to enter your Office 365 credentials – or the one you enter from the RMS Azure Portal https://portal.aadrm.com/home/

Then you just have to enter recipient’s email address and level of protection; additionally you can also ask for authentication prompt each time the document is opened as well as an expiration date

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Protect from Windows Explorer

Open your Windows Explorer and browse to the location where the document is stored (any supported file type)

Right click on it and choose the protection option

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  • Share Protected will launch the same configuration window than in Office client
  • Protect in place will secure the document locally
    • If you choose Company defined Protection it will use the RMS settings defined by your Office 365/Azure RMS administrator

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    • If you choose Custom Permission, it will launch the same configuration window than with the Office client

To remove a protection, just repeat the same operation: browse to the protected document, right click and choose Remove protection

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After you protect your document, you will noticed that the Windows Explorer doesn’t display the preview as before

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With Windows Explorer, you can protect multiple document at a time

Opening protected document

When opening a protected document, the user will be prompt to allow the application to connect to the RMS service to check his permission

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