HOW TO: Prevent Users from Sending Clip Organizer Files as E-mail Attachments in Office XP

This step-by-step article describes how you can create a system policy in Microsoft Office XP to prevent users from mailing clip art files as attachments.

Clip Organizer contains many large graphics files that can consume system resources when they are mailed over the network as attachments.

NOTE: Even if you disable the ability of users to send clips as attachments, users can still send a clip art image as a link that is embedded in an e-mail message.

Prevent Users from Sending Clips as E-mail Attachments

The System Policy Editor enables you to use the templates that are provided with the Microsoft Office XP Resource Kit to enforce system policies globally for users of Office on a network. By using system policies, an administrator can quickly enforce a user configuration on users' computers when users, groups, or computers log on to the network.

The Microsoft Office policy templates (ADM files) describe all of the policy settings that you can set for Office. These ADM files can be used with the System Policy Editor and Group Policy snap-in tools in Microsoft Windows operating systems to apply policies to users' computers.

To prevent users from sending clips as e-mail attachments, follow these steps:

1. Obtain the System Policy Editor from the Office XP Resource Kit, which is located at the following Microsoft Web site:
   http://www.microsoft.com/office/ork/xp/appndx/appa18.htm
   On the Web site, click OrkTools.exe. You will be prompted to click either Open or Save. If you click Open, the ORK Tools will be installed. If you click Save, browse to a location to save the file. After the file is saved to the location that you specify, double-click OrkTools.exe, and then follow the instructions on the installation screens.
2. To locate the System Policy Editor, click Start, point to Programs, point to Microsoft Office Tools, point to Microsoft Office XP Resource Kit Tools, and then click System Policy Editor. By default, the policy templates (ADM files) are installed in the \Windows\INF folder or the \WINNT\INF folder on your computer.
3. In the System Policy Editor, click Options, and then click Policy Templates. In the Policy Templates Options, click Add. In Open Template File, browse to the \WINNT\INF folder. Select the GAL10.adm file, click Open, and then click OK.
4. In the System Policy Editor, on the File menu, click New Policy. Double-click the Default User icon.
5. Click to expand the Microsoft Office XP Clip Organizer node.
6. Under the Microsoft Office XP Clip Organizer node, select the Disable menu item: File | Send to Mail Recipient (as Attachment) check box. In order for this policy to work, it must be enforced. To enforce the policy, select the Check to enforce setting on; uncheck to enforce setting off check box.NOTE: To verify that the policy is enabled, examine the following registry key and DWORD value:
   HKEY_CURRENT_USER\Software\Policies\Microsoft\Office\10.0\Clip Organizer "DisableMailAttach"=dword:00000001

MORE INFORMATION

For more information about how to apply system policies, browse to the Microsoft Office XP Resource Kit Web site: