Microsoft Purview Sensitivity Labels

Overview

Microsoft Purview provides a powerful way to classify and protect data using sensitivity labels. These labels help ensure that sensitive information is handled appropriately, whether it's shared internally or externally. This guide explains the purpose and behavior of each label available to users, how they are applied, and what to expect when working with labeled content.

Purpose

This document is intended for all users who handle organizational data. It will help you:

  • Understand the available sensitivity labels.
  • Know when and how to apply them.
  • Recognize the automatic protections that come with each label.
  • Stay compliant with data protection policies.

Sensitivity Labels and Their Uses

Label Purpose Protections
Personal For personal use only. No encryption or restrictions.
Public For public consumption (e.g., press releases, public reports). No encryption. Helps streamline FOIA requests.
General (Default) Internal documents like memos, project updates, and meeting invites. No encryption. Default for emails and meetings.
Confidential Contracts, negotiations, financial data. Automatically encrypted.
Highly Confidential HIPAA, PHI, PII, PCI data. Automatically encrypted. Cannot be forwarded or printed.

Automatic Protections

  • Confidential is recommended when financial data is detected.
  • Confidential and Highly Confidential labels apply automatic encryption to protect sensitive content.
  • Highly Confidential documents:
    • Cannot be forwarded or printed.
    • Are automatically suggested when content includes HIPAA, PII, or credit card (PCI) data.

Email & Meeting Behavior

  • All emails and meetings are automatically labeled as General unless changed.
  • If any attached document has a higher classification (e.g., Confidential), the email or meeting will inherit the highest label.
  • Users must provide a reason if they attempt to lower a label from Confidential or Highly Confidential.

How to Apply or Change a Label

  1. In Word, Excel, or PowerPoint:

    • Go to the Home tab.
    • Click Sensitivity.
    • Select the appropriate label from the dropdown.Uploaded Image (Thumbnail)

  2. In Outlook:

    • Click General Shield.
    • Select the appropriate label from the dropdown.Uploaded Image (Thumbnail)

  3. In Teams or SharePoint:

    • Files inherit the label from the document or email they were shared from.
    • You can also label files directly in SharePoint if permissions allow.

  4. To change a label:

    • Select a different label.

Tips for Users

  • When in doubt, label up — it's safer to overprotect than underprotect.
  • Use General for most internal communication.
  • Use Confidential for anything involving money, contracts, or negotiations.
  • Use Highly Confidential for anything involving personal or regulated data.

Additional Resources

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