Background
Microsoft Rights Management Services (RMS) is an information protection technology. It is aimed at reducing information leakage and seamlessly integrated with VTC Staff Email System, VTC Document Portal (SharePoint) and more. RMS protects data at rest, in transit and in use.
To cope with the Information Security Policy and Data Classification and Handling Guideline, the Rights Management Services provides an Email Encryption Platform to allow VTC Staff to handle and send classified email in a secured and convenient way.
Features
- Secure: Email and attachment encryption
- Ease of Use: One-click Action, easy to secure
- Integrated: Supported in Outlook and Webmail
- Data Leakage Prevention: Avoid unauthorized access from external
- Wide-coverage: Supported by Microsoft Office Document and all files type in email envelope
News & Announcements
2 Feb 2021
 Applicable to Staff ONLY Microsoft recently updated Microsoft RMS and an unnecessary permission template of RMS was created in Microsoft Office such as Outlook, Word and Excel after updates. It was a bug and ITSD is working with Microsoft to remove the unnecessary permission template.
You can refer to following instruction to select correct RMS permission template.
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RMS - General ( Applicable to Staff ONLY)
Q1: Why there is no options in the [Permission] drop down list ?
Applicable to Staff ONLY
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If this is the first time you sending an encrypted email, you have to click on [Connect to Rights Management Server and get templates] option for setup.
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Q2: How to send Purview Information Protection (PIP) protected email via Webmail ?
Applicable to Staff ONLY
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To send protected email,
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Compose a new message as usual,
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Click on the [Sensitivity] icon from Message button.
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Select either [VTC - Confidential-Restricted] and [VTC - Confidential-Restricted (Ready Only)] option from the drop down box.
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A mail tips will appear on the top of the message header showing the selected protection option.
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Send the message.
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Q3: How to send Purview Information Protection (PIP) protected email via Outlook ? (For Migrated users)
Applicable to Staff ONLY
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To send encrypted email,
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Compose a new message as usual,
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Click on the Message Tab and select [Sensitivity].
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Select either [VTC - Confidential-Restricted] , [VTC - Confidential-Restricted (Ready Only)] option from the drop down box.
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A mail tips will appear on the top of the message header showing the selected protection option.
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Send the message.
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If you have any questions or need assistance with using Purview Information Protection (PIP) protected email via Outlook, please contact the helpdesk for further support.
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Q4: How to send RMS encrypted email via Outlook ?
Applicable to Staff ONLY
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To send encrypted email,
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Compose a new message as usual,
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Click on the Options Tab and select [Permissions].
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Select either [VTC - Confidential/Restricted] , [VTC - Confidential/Restricted (Ready Only)] option from the drop down box.
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A mail tips will appear on the top of the message header showing the selected protection option.
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Send the message.
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Q5: How to classify the email being sent ?
Q6: How to encrypt email attachment via Outlook or Webmail ?
Applicable to Staff ONLY
Supported file attachment is encrypted automatically if it is attached in an RMS encrypted email.
Below are the supported file type:
Word: doc, docx
Excel: xls, xlsx, xlsm
PowerPoint: ppt, pptx, pptm
For others file types, the attachment will remain encrypted if it is within the mail.
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Q7: What is the difference between [VTC - Confidential/Restricted] , [VTC - Confidential/Restricted (Ready Only)]?
Applicable to Staff ONLY
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Q8: Can external recipients read the encrypted email messages ?
Applicable to Staff ONLY
No.
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Q9: Can VTC student read the encrypted email ?
Applicable to Staff ONLY
No.
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Q10: Can I read encrypted email on Mac OS ?
Applicable to Staff ONLY
Yes, you can install Microsoft Outlook 2016 for Mac or use webmail.
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Q11: When I open a document, it shows "You have not been granted the rights necessary to complete the specified operation. Contact the content owner for additional rights." ?
Applicable to Staff ONLY
It is indicated you don't have the access right, please contact the sender.
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Q12: What is the software requirements to read RMS encrypted email on different platforms ?
Applicable to Staff ONLY
Please refer to the following software requirements.
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Windows
(7 or above) |
Mac OS X
(10.10 or above) |
iOS
(8.0 or above) |
Android
(4.0.3 or above) |
| Reading RMS encrypted email |
Microsoft Outlook 2010, 2013, 2016 |
Microsoft Outlook 2016 for Mac |
Microsoft Outlook for iPad and iPhone |
Microsoft Outlook for Android |
| Reading Word, Excel, PowerPoint in RMS encrypted email |
Microsoft Office 2010, 2013, 2016 |
Microsoft Office 2016 for Mac |
Microsoft Office for iPad and iPhone |
Not Supported |
| Reading PDF file in RMS encrypted email |
Adobe Acrobat Reader |
Adobe Acrobat Reader |
Microsoft Outlook for iPad and iPhone |
Adobe Acrobat Reader App |
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Q13: How to edit Microsoft Office document (Word, Excel, PowerPoint) in RMS encrypted email via Outlook in the desktop PC?
Applicable to Staff ONLY
Microsoft Office document in RMS encrypted email is opened in read-only mode. Please save a copy to edit the content of document.
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RMS - Advanced ( Applicable to Staff ONLY)
Q1: How to send encrypted email via mobile phone ?
Applicable to Staff ONLY
It is not supported but you can read encrypted email. For details please refer to FAQ General Question 2.
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Q2: Can I read encrypted email on desktop computer without Microsoft Outlook ? How ?
Applicable to Staff ONLY
You may check encrypted email through webmail.
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Q3: Can I read encrypted email on mobile device ?
Applicable to Staff ONLY
Yes, you can read encrypted email through Outlook App on mobile device
iOS user: Please refer to App Store.
Android user: Please refer to Play Store
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Q4: If I attached RMS unsupported documents(eg. pdf, jpeg), can my email be encrypted ?
Applicable to Staff ONLY
Yes, but the document will not be encrypted once they are saved to the computer.
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Q5: What should I do if I want to encrypt PDF file ?
Q6: How to read Microsoft Office document (Word, Excel, PowerPoint) in RMS encrypted email on mobile device?
Q7: How to encrypt Word file by RMS?
Applicable to Staff ONLY
1. Select File tab in the MS Office word document.
2. Select Info tab, and you may found the Protect Document buttom.
3. Press the Protect Document buttom and select Restrict Access on the drop-down list.
4. Under VTC setting, you may select Confiential/Limited or Confiential/Limited (Read-Only).
Please watch the below demonstration video.
Demo Video: How to encrypt Word file by RMS?
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Q8: How to encrypt outlook mail by RMS?
Applicable to Staff ONLY
1. Select File tab in the MS Outlook E-Mail.
2. Select Info tab, and you may found the Protect Document buttom.
3. Press the Protect Document buttom and select Restrict Access on the drop-down list.
4. Under VTC setting, you may select Confiential/Limited or Confiential/Limited (Read-Only).
Please watch the below demonstration video.
Demo Video: How to encrypt outlook mail by RMS?
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