Much has been made of Information
Rights Management in Outlook/Windows 2003. But for years,
organizations with 100% Outlook users have been capable of achieving a small level
of the same functionality with custom Outlook forms.
First, create the custom form:
1. Create a new message
2. Tools | Forms | Design This
3. Click on the Actions tab
4. Double click on “Forward” and “Reply to All” and disable them
5. Click on the Properties tab
6. Check “Send form definition with item”
7. Tools | Forms | Publish Form As
8. In the “Look In” field, choose your personal forms library and give it a name such
At step 7, you could also File | Save As and save the
form as an OFT in the filesystem.
Then, send mail to others using the custom
1. Tools | Choose Form (or double-click
the OFT you saved on your hard drive)
2. In the “Look In” field, choose your personal forms library
3. A new mail message will come up. If you went to Tools | Forms | Design This Form,
the changes you made above would be visible.
4. Type in the recipients/subject/body/etc and send the message
Now when the people you sent the mail to open it, the
“Reply All” and “Forward” buttons will not be available on the toolbar. Similarly,
the keyboard shortcuts like Ctrl+F will not work.
Of course this doesn’t go nearly as far as true IRM,
since the recipient could still copy the contents from the mail and paste it into
a new one and forward that around. This is more useful as a “gentle reminder” not
to ”me too” reply all to a large mailing list, or not to forward something semi-private.
Note: This tip only works if the recipients
are using Outlook. Outlook Web Access, Outlook Express and other mail clients don’t
understand Outlook’s custom forms.