Prevent e-mail message recipients from using Reply All or Forward

Applies to
Microsoft Office Outlook® 2003

This feature requires both the sender and recipient to be using Outlook. Recipients using Microsoft Outlook Express or Microsoft Outlook Web Access (Outlook Web Access: If you are away from your computer, or if you share a computer with other people, you can use Outlook Web Access to gain access to your Microsoft Exchange server information securely from any browser.) to retrieve their e-mail messages can use Reply All or Forward.

Microsoft Office 2003 introduced Information Rights Management (IRM) that provides a way to help restrict recipients from copying, printing, or forwarding e-mail messages. You can learn more about IRM in Office Help. If IRM is not available in your organization, you can achieve similar functionality by using custom Outlook forms.

 Important   Custom forms are a basic way to add restrictions to what e-mail recipients can do with a message. However, custom forms are not as secure as IRM. Opening the message with other e-mail applications or even using different types of accounts might result in recipients having full permissions to forward or reply all to a message.

Create a custom e-mail message form

  1. On the Tools menu, point to Forms, and then click Design a Form.
  2. In the Standard Forms Library, select Message, and then click Open.
  3. Click the (Actions) tab.

Custom message form

Callout 1 Use the (Actions) tab to configure the Reply All and Forward commands for the recipients.
Callout 2 Under Enabled, change the Reply to all action to No.
Callout 3 Under Enabled, change the Forward action to No.
  1. Under Action name, double-click Forward.
  2. In the Form Action Properties dialog box, clear the Enabled check box, and then click OK.
  3. Under Action name, double-click Reply to All.
  4. In the Form Action Properties dialog box, clear the Enabled check box, and then click OK.
  5. Click the (Properties) tab.

Untitled form

Callout 1 Use the (Properties) tab to configure form definitions.
Callout 2 Select the Send form definition with item check box. When you send your e-mail message, the actions that you customized on the Actions tab will be sent to the recipients, preventing them from using Reply All or Forward.
  1. Select the Send form definition with item check box.
  2. On the Tools menu, point to Forms, and then click Publish Form As.
  3. In the Publish Form As dialog box, in the Look In box, click Personal Forms Library.
  4. In Display name box, type a name that you can easily recognize, such as No Reply Alls or Forwards.
  5. In the Form name box, type a unique name with no spaces, such as NoReplyAllNoForward.
  6. Click Publish.
  7. On the forms design window, on the File menu, click Close.

When prompted to save changes, click No. Your custom form has already been saved. This prompt is asking if you want to save changes to the Outlook default message form. You should only save changes to this form.

Send a message by using a custom e-mail message form

  1. On the Tools menu, point to Forms, and then click Choose Form.
  2. In the Look In box, click Personal Forms Library.
  3. Select the name of the custom form that you created, and then click Open.

A new e-mail message appears.

  1. Compose and send your message as you usually would.

The Reply All and Forward buttons will not be available to the recipient on the toolbar in the e-mail message. Similarly, keyboard shortcuts, such as CTRL+F, or clicking Reply on the Standard toolbar will not work.

 
 
Applies to:
Outlook 2003