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Use RMS to safely share files with External Users RRS feed

  • Question

  • Hi,

    How can I share documents SAFELY with external uses when using Azure RMS?

    I want to use SharePoint Online or/and One Drive for Business to upload files, make sure they get protect with RMS or IRM when being uploaded to SPO/OD4B and share those libraries or sites with external users (make sure that when external users download the documents on SPO/OD4B, these documents are protected with RMS/IRM).

    How can I do this?

    Regards

    Tuesday, December 6, 2016 1:29 AM

All replies

  • Hi helpakari,

    You can share protected your documents with external users using Azure RMS. Now, if external users have Azure RMS subscirption (O365/EMS) they would be able to receive and read without issues. If external users do not have Azure RMS and no Microsoft subscription licenses, they will receivieinvitation to register in a free of charge Azure RMS for individuals (ref. https://docs.microsoft.com/en-us/information-protection/understand-explore/rms-for-individuals )

    To get more or less idea how it works you may see https://blogs.technet.microsoft.com/klince/2014/10/01/azure-rms-for-individuals-user-experience-outside-of-your-domain/

    If it comes to your question - I haven't tested it but I would say that if you want to use SPO/OD4B with external users, you would need them to be created and managed in your Azure AD and it work for 100%. Also, I have found following article saying that it may be possible to use SPO to share protected library document to external user, and if the user is using Azure AD (organization account) and not Microsoft Account (live id), they would be able to fully access document - ref. http://www.concurrency.com/blog/w/office-365-%E2%80%93-rms-irm-external-sharing . So for me it seems that the scenario with SPO would be possible if

    1. External user registers with RMS for individuals and lets you know the email used for registration

    2. You use SPO with Azure RMS protected library to share with that user's email

    If you tried, please let me know if that worked :)


    • Edited by Andrzej Kazmierczak Sunday, December 11, 2016 10:51 PM Grammerly addon messed my comment, had to fix the content
    Sunday, December 11, 2016 10:47 PM
  • One of the challenges with this scenario, in the past, has been support for PDF files on SharePoint. To read these files after they are protected by Azure RMS required a separate PDF reader (such as Foxit Reader or Nitro Pro). Now, you can read them natively with the fairly recently released (October) Azure Information Protection app for iOS and Android, and the very recently released (December - and still in preview) Azure Information Protection client for Windows.

    So my tip, if you store and will share PDFs on your protected libraries, is to make sure your external users know about these:

    Tuesday, December 13, 2016 8:57 PM