University of Southampton


Office 365 What is Information Rights Management (IRM)?

Information Rights Management (IRM) is a way for users to protect sensitive information contained inside emails It allows users to control rights, actions, and permissions on this content, including who can view the message and restrictions on forwarding and printing.

How to use IRM

  • Open New email from Outlook and Outlook Web App > IRM can be applied by going to Options, and then Permissions.
  • From here, you can choose one of the four permission policies listed.  The four policies are:
    • Encrypt Message Encryption that enable users to seamlessly collaborate on protected emails with anyone.
    • Do Not Forward: Recipients of these emails can Reply, Edit and Save the email but cannot forward to internal or external users. The forward button on the email will be greyed out.
    • University of Southampton– Confidential: This message will be intended for users inside the organisation only. The recipients will have full permissions to the email.
    • University of Southampton– Confidential View Only: This message will be intended for users inside the organisation only, and they can only view it. The recipients cannot save, edit, reply, or forward the email.


Additional resources to help you make the most of Office 365

  1. Lynda
  2. Microsoft Training Center

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