Protect your documents in Office365

 

In Last article, We discussed how to encrypt emails in Office365, In this article I am going to share how to send protected documents. If your organization has compliance requirement to send protected documents, Rights Management is the best option to achieve.

To configure Azure RMS (Right Management ) all you need is the Enterprise E3 or above or Azure Premium Subscription. For more details refer to Requirements for Azure Rights Management 

Azure Rights Management services (RMS) can be purchased with Office 365, with the Enterprise Mobility Suite (EMS), or as a standalone subscription. There are differences in Azure RMS capabilities when purchased through these offerings. The following table shows these differences and might be subject to updates. Source : Microsoft Technet

 

Feature RMS for Office 365 EMS or Azure RMS Premium
Users can create and consume protected content by using Windows clients and Office applications yes yes
Users can create and consume protected content by using mobile devices yes yes
Integrates with Exchange Online, SharePoint Online, and OneDrive for Business yes yes
Integrates with Exchange Server 2013/Exchange Server 2010 and SharePoint Server 2013/SharePoint Server 2010 on-premises via the RMS connector yes yes
Administrators can create departmental templates yes yes
Organizations can create and manage their own RMS tenant key in a hardware security module (the Bring Your Own Key solution) yes yes
Supports non-Office file formats: Text and image files are natively protected; other files are generically protected yes yes
RMS SDK for all platforms: Windows, Windows Phone, iOS, Mac OSX, and Android yes yes
Integrates with Windows file servers for automatic protection with FCI via the RMS connector yes
Users can track usage of their documents yes
Users can revoke access to their documents yes

 

Below is diagram of workflow for RMS configuration:Image1

Step 1: Activate Azure Rights Management License

  1. Login to Office365 Portal
  2. Service Settings on Left Pane- > Rights Management-> Manage
  3. Click on “Activate”

Below is the screen, You will see post activation.

RMS1

Step 2 : Install RMS Sharing APP

 

Just Click here to download & Run Setup.exe files, you are done. Refer to screenshots below:

Image2 Image3

After installing your outlook will configure this Plug in (Share Protected) as below, If not you can add using add-in console from outlook.

Image4

Step 3: Email the Confidential Document:

Now, that you have configured RMS with sharing app, Next we are going to send a email with protected documents.

Image5

Image6

Step 4: Recipients reads the document

Recipients will be notified with below message:

The sender has protected the attachments with Microsoft RMS. You must sign in to open them.

When they click Sign in, it takes them to instructions to install the RMS sharing app and if necessary, sign up for a free account. The free account grants them a subscription for RMS for individuals, which ensures that authorized users can always read a protected document, even if their organization does not have Azure RMS. They are then ready to read the protected attachment.

Step 5: Track your Document

You can track your document using this option, It requires azure premium license or paid enterprise versions.

Step 6: Stay Protected

Conclusion : Office365 has got lot of in-built security features can be utilized which can ensure compliance for your organization.

You can also create multiple templates in Azure AD Console as mentioned below & Manage existing template or create new template.

Image7

Image8

You can also enable this feature for SharePoint Online by following this

Stay protected 🙂

Feel free to comment for questions or suggestions.

 Category: Azure Exchange Office365
About Kingson Jebaraj

<p>Microsoft MVP, Blogger, Owner and Publisher for Cloudexchangers.com, Microsoft TechNet Author, Solution Architect, Former Office365 Technical Lead for Microsoft(Partner) </p> <p>Extensive knowledge and experience in Microsoft Exchange and Cloud Messaging Services and has got more exposure on Messaging environment deployment,migration,designing and other project management activities, I have earned real time experience in handling multi-site distributed critical large environment of messaging system.</p> <p>Been awarded as an MVP (Microsoft Most Valuable Professional) for Office Servers and services from Microsoft for an exceptional real world contribution made through Microsoft forums and other Microsoft communities.</p> <p>Currently working as “Solution Architect” on Private/Public cloud and SaaS environment for Pacific Controls, UAE, Dubai. One of the largest TIER III certified green data center campus in the middle east.</p>

Leave a Reply