Outlook 2010: Prevent Other Outlook Recipients from Forwarding, Printing, or Copying Content from Your Message

If you are sending out an email message to a contact and prefer that it isn’t forwarded to someone else, printed, or any of the content copied, Outlook 2010 allows you to do this by following these steps.

First, you need to sign up for Microsoft’s Information Rights Management (it’s free)

1. Go to the Ribbon and click New E-mail to compose a new message.

2. Go to the Ribbon, find the Permission section.

3. Click the Permission button.

4. The Service Sign-Up window will appear, select the Yes, I want to sign up for this free service from Microsoft radio button.

5. Click the Next button.

6. You will need a Windows Live ID to use this service, if you have on select the Yes, I have a Windows Live ID radio button. (if not, select the No, I want to register for a Windows Live ID now radio button. This will take you to a page to sign up for a Windows Live ID.)

7. Click the Next button.

8. Input the credentials to sign into Windows Live.

9. Select the proper radio button identifying whether you are using a private or a public computer.

10. Click the I accept button.

11. Click the Finish button.

To Mark a New Message as Do Not Forward:

1. Go to the Ribbon and click New E-mail to compose a new message.

2. Go to the Ribbon, find the Permission section.

3. Click the arrow beneath the Permission button.

4. Select Do Not Forward from the resulting menu.

5. Compose your email as usual and send it.

Recipients using Outlook will not be able to forward, print or copy content from the message.

 

About Rob Rogers

Once a prolific author here on Tech-Recipes, Rob has moved on to greener pastures.
View more articles by Rob Rogers

The Conversation

Follow the reactions below and share your own thoughts.

18 Responses to “Outlook 2010: Prevent Other Outlook Recipients from Forwarding, Printing, or Copying Content from Your Message”

  1. August 25, 2009 at 12:03 pm, Anonymous said:

    What happens for non Outlook users?

    Reply

    • August 25, 2009 at 1:10 pm, HasanH007 said:

      great point – I’m sure this would be useless when accessing the protected message through web based mail.

      Reply

  2. August 25, 2009 at 8:53 am, HasanH007 said:

    can you press printscreen and take a snap shot of the email as it is displayed? Then just print or forward that?

    nice idea though – will stop most users from printing and forwarding…

    Reply

  3. August 25, 2009 at 10:27 pm, Anonymous said:

    Thanks for highlighting this exciting feature! I’m sure the folks over on the Office and Outlook Pages on Facebook would really appreciate you sharing your thoughts, tips, and tricks on the Walls! There are some cool videos…

    Editor: Spam Links Removed.

    Cheers,
    Kate
    MSFT Office Outreach Team

    Reply

    • August 31, 2009 at 12:04 pm, Anonymous said:

      Kate: Thanks for visiting, but please don’t abuse our comments.

      Reply

  4. August 26, 2009 at 7:30 pm, Anonymous said:

    Hmmm, this must be different for Outlook users on Windows Vista? First of all, I don’t see a Ribbon. Thoughts?

    Reply

  5. August 26, 2009 at 11:43 pm, Anonymous said:

    This is a pretty pointless feature that will only stop the dumb computer users that don’t know anything about Windows and are also using the same version of Outlook (i.e. internal corporate mail environment). Anyone smart enough who really wants to copy your message will be able to by simply pressing printscreen or using 3rd party programs to take a screenshot as someone else also pointed out. Lotus Notes also has that feature and it’s as useless for the same reasons.

    Reply

    • June 17, 2011 at 12:37 pm, Alexw1000 said:

      In the corporate environment particularly this is very useful to prevent casual forwarding by accident. People rarely read or adhere to taglines such as ‘Confidential, please to not forward’, so if they click the forward button and get a blank screen, they are reminded that this is not meant to be distributed more widely.
      This will not prevent anyone from maliciously spreading confidential information as the message can be retyped or photographed, but I don’t thik that is the intent.

      P.S. I think the Lotus Notes version was easier to use as it did not require sign up to a separate service.

      Reply

  6. June 21, 2011 at 11:10 am, Shyambab30 said:

    Thanks for good points…….

    Reply

  7. June 21, 2011 at 11:10 am, Shyambab30 said:

    Thanks for good points…….

    Reply

  8. September 11, 2011 at 2:56 am, Anup john said:

    kindly build the provision for restricting mail.

    Reply

  9. March 03, 2012 at 7:35 am, edna trimm said:

    I could not get the ribbons to open so I could sign up for managing forwarding of e-mail. Please help by sending e-mail with further help.

    Reply

  10. May 30, 2012 at 4:07 pm, Luciano said:

    Thank you for the article. Unfortunately it seem not working since the wizard encountered problems in accepting certificates during installation. How can I manage this problem? Thank you

    Reply

  11. June 20, 2012 at 8:24 pm, Mary said:

    My permission is set to “No Restrictions” yet anyone using Lotus Notes is unable to reply or forward any of my original emails from Outlook 2010. How do I resolve this?

    Reply

  12. June 28, 2012 at 9:41 pm, Chayadi said:

    Absolutely useless feature. You will waste your time creating forms and making sure to disable ‘forward’ but user can still click reply and type in email address manually. Voila, it’s forwarded only without ‘FW:’ in the subject.

    Reply

  13. November 06, 2012 at 10:21 am, Srinivas said:

    even print screen / windows snipping tool wont work when outlook with protected email is open .
    Nor we can add aother email id during reply , ie to ,cc and bcc icon is also grayed out .

    iam still figuring how to …

    Reply

  14. January 21, 2013 at 2:45 pm, Jess said:

    Is there a way to forward or print screen these restricted emails in outlook?

    Reply

  15. August 27, 2013 at 9:51 am, M2004 said:

    Thanks for the insight. At least colleagues will need to take extra efforts to override the request not to forward restricted messages. Consequently, any forwards and information disclosure will have been done intentionally.

    Reply

Leave a Reply