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File protection with RMS sharing application in Windows

  1. Share Protected
  2. Protect in-place
  3. Remove protection

Share Protected

If you would like to send a protected copy of your document using email tools such as Outlook 2013 or Outlook 2016, you may following the steps below. 

  1. In File Explorer, right-click you want to protect, and then select "Protect with RMS" -> "Share Protected...".
    Note: You can only protect one file at a time. If you want to send multiple protected files by email, please protect the files one by one using Protect in-place before composing the email.
    share protected
     
  2. The RMS sharing application will be opened for permission setup. Please input the @hku.hk email address(es) of person(s)s you would like to grant permission to. There are 4 different permission levels you can configure, including:
    • Viewer – View Only
      Users can view the attachments, but cannot print, edit, or copy content.
    • Reviewer – View and Edit
      User can view and edit the attachments, but cannot print or copy content.
    • Co-Author – View, Edit, Copy and Print
      Users can view, edit, copy, and print the attachments, and unprotect the file.
    • Co-owner – All permission
      Users have full control for the attachments; they can view, edit, print, and unprotect the content.
      available permissions
       
  3. In RMS sharing application, there are 3 additional options you can choose when you setup permission.
    • Expire these documents
      The permission will be denied after the expiry date.
    • Email me when someone tries to open these documents
      You will receive email notification from RMS when someone access the protected file.
    • Allow me to instantly revoke access these documents
      Choose this option if you might need to revoke access to the documents later by using the document tracking site, and revocation needs to take effect immediately. However, setting this option means that recipients always need an Internet connection to read the document, each time they access it. Please refer to HERE for detail procedure.
      permission options
       
  4. After the permission is configured, please click "Send".
     
  5. After the file protection is setup, a new email window will be opened for you to send the protected file. You can further amended the email if necessary.
    NOTE: If you are protecting a Microsoft Office file, the RMS sharing application will generate 2 attachments. The file with file name extension .ppdf/.pjpg/.ppng/.pgif/.ptxt/.pfile allow recipients to access the protected file by RMS sharing application if they don't have Microsoft Office 2013/2016.
    new email with protected file

NOTE:

After you setup file protection with "Protect in-place" or "Share Protected", you will receive a notification email that your file has been protected and shared.
email notification


Protect in-place

If you would like to protect a file on your hard disk, you may following the steps below on "Proteced in-place". Besides, if you want to send multiple protected files by email, please follow the procedure to protect the files one by one first. After protection is setup, you can attach protected files in your email and then send them out.

NOTE: Please notice that when you protect a file in-place, it replaces the original unprotected file.

  1. In File Explorer, right-click you want to protect, and then select "Protect with RMS" -> "Protect in-place".
    Note: You can only protect one file at a time.
    protect in-place
     
  2. Select "Custom Permissions..." from RMS menu.
    custom protection
     
  3. The RMS sharing application will be opened for permission setup. Please input the @hku.hk email address(es) of person(s) you would like to grant permission to. There are 4 different permission levels you can configure, including:
    • Viewer – View Only
      Users can view the attachments, but cannot print, edit, or copy content.
    • Reviewer – View and Edit
      User can view and edit the attachments, but cannot print or copy content.
    • Co-Author – View, Edit, Copy and Print
      Users can view, edit, copy, and print the attachments, and unprotect the file.
    • Co-owner – All permission
      Users have full control for the attachments; they can view, edit, print, and change protection permission.

      available permissions
       

  4. In RMS sharing application, there are 3 additional options you can choose when you setup permission.
    • Expire these documents
      The permission will be denied after the expiry date.
    • Email me when someone tries to open these documents
      You will receive email notification from RMS when someone access the protected file.
    • Allow me to instantly revoke access these documents
      Choose this option if you might need to revoke access to the documents later by using the document tracking site, and revocation needs to take effect immediately. However, setting this option means that recipients always need an Internet connection to read the document, each time they access it. Please refer to HERE for detail procedure.
      permission options
       
  5. After the permission is configured, please click "Apply" to complete the setup.
     
  6. You may quickly see a dialog box telling you that the file is being protected. Please notice that the file extension will be changed to .ppdf/.pjpg/.ppng/.pgif/.ptxt/.pfile if the protected file is not a Microsoft Office document.

Remove protection

  1. If you want to remove the protection from a file, right-click the file, click Protect in-place, and then click Remove Protection (Note: You must be an owner of the file to remove the protection).