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In business, not all messages are for all eyes. When confidentiality and security are a concern, you can limit actions that your recipient can take on your email. Please note that these techniques will only work on email accounts on corporate Exchange Server. The Information Rights Management options in this video will be grayed out on regular email accounts. Let's start by creating a blank email message. I will click on the Email button in the toolbar. I will type "Dear Raul, For your excellent work and loyalty to our company, we are rewarding you with $1000 bonus. Please do not share this information with any of your colleagues. Congratulations, Judith." Now to ensure that Raul does not print this message or forward it to any one, let's restrict his permissions.
Up at the top click on this Options tab, and then on the Permissions drop down. Change it from No Restrictions to Do Not Forward. A yellow bar will appear at the top of the message. Recipients can read the message but cannot forward, print, or copy the content. However, the sender still has full permission to the message and replies. So the only thing that this employee can do is reply to me or keep the message for himself. If you are working on a company network you may also have the authority to use the second command, Manage Credentials.
However it's likely that this setup will be performed by your IT department and probably won't be something that you'll need to worry about. The second button, Security, allows you to digitally sign and encrypt your documents that way the receiver can be certain that you are the authentic sender of the message, that the contents of your message were not altered in transit, and that your email address hasn't been spoofed by a spammer. To use this feature you'll need to obtain an official digital signature from a third-party web service and store it in your Keychain, the utility that your Mac uses to store your passwords.
The Security button also allows you to encrypt your message. To encrypt a message you need to store the recipient encryption key in the Keychain on your computer and your encryption certificate is used by other people to send encrypted messages to you. If you're on a Microsoft Exchange Server, the recipient's certificate is published to the Directory service unavailable to you along with all their other content information. Once that initial setup is complete Outlook will scramble your content using the recipient's encryption code before sending the message.
When the message is received, as long as the certificates match, they will then be unscrambled. Now notice that you can only access these features from the Draft menu that appears in your open email. Now in order to set up your own digital certificates, go up to your Tools menu and click on Accounts. Choose the account that you would like to set up the encryption keys and go down to the Advance button. Then head to the Security tab. for the digital signatures where it says in Certificate: None Selected choose the name.
Again this certificate was previously saved to your Keychain utility according to the instructions provided by the company that you purchased the digital signature from. Encryption works the same way. Choose the certificate and the authentication as well. Now this level of security isn't something that everyone needs, but when confidentiality is essential Outlooks' Information Rights Management tools are up to the task.
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