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Dialog box options for the Rights Management sharing application

Updated: August 1, 2014

Applies To: Windows 7 with SP1, Windows 8, Windows 8.1

Use this information to help you specify the options in the RMS sharing application add protection dialog box or the share protected dialog box. You will see this dialog box when you protect a file in place and choose custom permissions, or you protect a file to share.

If the options you see are different from those documented here, you probably don’t have the latest version of the sharing application installed. You can download the latest version from the Microsoft Rights Management page.

How do you know if you have the latest version? Look for Microsoft Rights Management sharing application listed in Programs and Features, and check the corresponding version number. It should be at least 1.0.1516.0.


Option Description


Type the email addresses of the people that you want to be able to open the file. These can be email addresses inside your organization, or outside.

For example: janetm@contoso.com; p.dover@fabrikam.com

Allow consumption on all devices or Enforce usage restrictions

Choose Allow consumption on all devices when you want users to be able to open the file on mobile devices such as an iPad. CO-OWNER (all permissions) is automatically selected and generic protection is used to protect the file.

This option is not available if you share protected (email attachment) for a file that has a .pdf file name extension, or file types that are supported by Word, PowerPoint, and Excel. In this scenario, the RMS sharing application creates a .ppdf file as an attachment, which automatically ensures that users can read the file on mobile devices.

For more information, see What’s the .ppdf file that’s automatically created? in this topic.

Choose Enforce usage restrictions when you want to apply native protection. REVIEWER (Edit) is automatically selected and you can change this setting for more restrictive permissions (VIEWER) or less restrictive permissions (CO-AUTHOR or CO-OWNER).

For more information about generic protection vs. native protection, see What’s the difference between generic protection and built-in (native) protection? in this topic.


Move the slider to the permission that you want for this file.

In some cases, the permissions are automatically set to CO-OWNER and cannot be changed. This happens if you select Allow consumption on all devices. And it also happens if you are protecting a file that cannot be natively protected by RMS, and so must be generically protected. The RMS sharing application makes this determination, based on the file name extension.

You can use the Microsoft Rights Management page on the Microsoft website to quickly check which applications support RMS built-in protection.

Content expires on

Select this option only for time-sensitive files that the users that you selected should not be able to open after a date that you specify. You will still be able to open the original file.

Email me when somebody tries to open this document

This option is currently in preview.

Select this option if you want to receive email notifications whenever somebody tries to open the document that you’re protecting. The email message will say who tried to open it, when, and whether they were successful.

This option works only if your organization uses Azure RMS. It does not work with AD RMS.

  • When you generically protect a file, unauthorized people cannot open the file. But after authorized people open the file, they could then forward it unprotected to other people or save it in a location that others could access. They do, however, see a message that tells them what permissions they have for the file, and they are asked to honor these, but this protection cannot be enforced. In addition, when you generically protect a file, you cannot restrict the permissions further than authorization. For example, if you use custom permissions, the slider in the RMS sharing application automatically selects CO-OWNER and you cannot change this for more restrictive permissions, such as VIEWER or CO-AUTHOR.

    A generically protected file always has a file name extension of .pfile.

  • In comparison, when you use the built-in (native) protection of Rights Management with applications that support this (for example, Office files), the protection applies to the file even if the file is then sent to somebody else or saved in another location. And, when you protect these files, you can use restrictive permissions such as read-only, or the permission to edit but not print or copy. For example, if you use custom permissions, the slider in the sharing application automatically selects REVIEWER for the permissions, which you can then change to be more or less restrictive.

For additional technical information, see the Levels of protection – native and generic section in the Rights Management sharing application administrator guide.

  • When you share a protected file by email (share protected), the RMS sharing application automatically creates a .ppdf version of the file for Word, Excel, PowerPoint, or PDF. This is a read-only protected version of the file that only authorized people can open, and it ensures that the recipients can always read the attachment, even if they are using a mobile device that doesn’t have an application that natively supports Rights Management. Providing these people have the RMS sharing app installed, they will be able to read the attachment.

    In this scenario, unlike a generically protected file, usage restriction is enforced. The recipient will not be able to save this version of the file and if they forward the attachment to somebody else, the original restrictions remain with the document. Only people that were authorized for the protected document will be able to open it.

    A .ppdf file is automatically created when you share protected (share by email) but is not created when you protect in-place.

For examples for how you might use the Rights Management sharing application, and how-to instructions, see the following sections from the Rights Management sharing application user guide:

See Also

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