Set permissions for an XPS document

You can decide who can view, print, copy, or digitally sign an XPS document by using the options in the XPS Viewer. For enhanced security, you can also decide how long each person can view or make changes to the document. The XPS Viewer uses Windows Rights Management Services (RMS) technology to apply document permissions. RMS-based permissions are stored with the document and are in effect regardless of where the document is stored, viewed, or with whom it is shared. For more information about RMS-based permissions, go to the Windows Rights Management Services website.

To set permissions for an XPS document, you need to download a Windows Rights Account Certificate (RAC) to your computer. If your computer is connected to a network at work, you might already have a certificate. If you do not, contact a network administrator to obtain one.

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To see if you already have a Rights Account Certificate

  1. Locate an XPS document on your computer, and then double-click the file to open it. The document opens in the XPS Viewer in Internet Explorer.

  2. Click the Edit menu, point to Permission, and then click Restrict Permission As.

    If you don't see the Edit menu, press ALT.

  3. If you have a certificate, it is displayed in the User Accounts dialog box.

    If you do not have a certificate, contact a network administrator or, if your computer is connected to a home network or if it is connected directly to the Internet, you can obtain a certificate online from Microsoft by using Windows Live credentials. In the User Accounts dialog box, click Add, and then in the Rights Management Configuration dialog box, click .NET Passport account. The wizard will walk you through the process of creating Windows Live credentials and obtaining a certificate.

    Notes

    • .NET Passport accounts have been replaced with Windows Live IDs, so although you’re clicking the .NET Passport account option in the XPS Viewer, you’ll be redirected to a Windows Live ID website to obtain your certificate.

    • Rights Account Certificates obtained using Windows Live credentials can only be used to view XPS documents that have been sent to you, not to digitally sign or set permissions for a document you’ve created.

    • Rights Account Certificates obtained using Windows Live credentials apply only to XPS documents created in the Microsoft Office system. Documents created in other programs can only be accessed and protected using a corporate Rights Account Certificate.

    For more information about Windows Live credentials, go to the Windows Live ID website.

To download a Rights Account Certificate

  1. Locate an XPS document on your computer, and then double-click the file to open it. The document opens in the XPS Viewer in Internet Explorer.

  2. Click the Edit menu, point to Permission, and then click Restrict Permission As.

    If you don't see the Edit menu, press ALT.

  3. In the User Accounts dialog box, click Add, and then follow the prompts on the screen.

After you acquire a Rights Account Certificate, you can set permissions for an XPS document by following the steps in the next procedure.

To set permissions for an XPS document

  1. Open Documents by clicking the Start button Picture of the Start button, and then clicking Documents.

  2. Locate the XPS document that you want to sign, and then double-click the file to open it. The document opens in the XPS Viewer in Internet Explorer.

  3. On the XPS viewer toolbar, click the Permissions button, and then click Apply permissions.

  4. Under Details, type the e-mail address of someone for whom you want to set permissions, and then click Add User. Repeat this step for each e-mail address that you want to add.

  5. Under User, click an e-mail address, and then select the check box under each action that you want to allow the person to take for the XPS document: Read, Copy, Print, Sign, or All. Repeat this step for each person that you've added to the User list.

  6. To determine how long each person can view or change the document based on the permissions that you've selected, select the Permissions expire on check box, and then click the calendar button Picture of the calendar button to select an expiration date.
  7. When you're finished, do one of the following:

    • To apply the permissions to the document you opened, click Save.

    • To create a copy of the document and apply permissions to the copy (but not to the original), click Save as. Then, in the Save As dialog box, type a new file name and select the location where you want to save the copy of the XPS document.