Apply Information Protection Label

Questions

  • How do I apply a sensitivity label to a Microsoft 365 document?
  • Where is the Sensitivity button in Word, Excel, or PowerPoint?
  • How do I label an email with a sensitivity classification in Outlook?
  • What is the difference between Public, Sensitive, and Restricted labels?
  • Why should I add a sensitivity label to my document?
  • How do I change the sensitivity label on a file or email?

Environment

This article applies to all Bowdoin faculty and staff using Microsoft 365 with a Bowdoin account. Sensitivity labels are available in Word, Excel, PowerPoint, and Outlook on Windows, macOS, and the web.

Resolution

Sensitivity labels help classify documents and emails according to Bowdoin's Data Classification Policy, making it clear to anyone working with the content how it should be handled and shared.

  1. Open the document or compose the email in the relevant Microsoft 365 application (Word, Excel, PowerPoint, or Outlook).
  2. In the top ribbon, locate and click the Sensitivity button. It typically appears in the main toolbar area. In Outlook, it may appear in the message toolbar when composing.
  3. From the dropdown, choose the label that best reflects the content:
    • Public: For information that can be shared broadly with no restrictions. Use for content approved for general external distribution.
    • Sensitive: For information that should be handled with care. Unauthorized or over-sharing could have adverse effects. Use for internal or limited-distribution content.
    • Restricted: For highly confidential information with strictly limited access. This label applies encryption and may block external sharing.
  4. Save the document or send the email. The sensitivity label is applied and travels with the file.
Not sure which label to apply? See Information Protection Frequently Asked Questions in the Related Articles section for full definitions of each label and guidance on choosing the right one.
Restricted labels cannot be removed. Once a Restricted label is applied, it cannot be downgraded or removed. Choose your label carefully before sharing. If you need the document without the label, you must contact the original data source.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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Related Articles (3)

Add or Change Sensitivity Labels for Files and Teams in Microsoft 365
How to add, apply, or change sensitivity labels for files in Word, Excel, PowerPoint, and OneDrive, and for Teams and SharePoint sites in Microsoft 365. Covers the three Bowdoin label types, how labels affect channels and files, and troubleshooting tips.
Information Protection Frequently Asked Questions (FAQ's)
Frequently asked questions about Microsoft 365 information protection labels at Bowdoin. Covers what labels are, what the three label types do, how labels affect documents and emails, and whether labels can be removed.
Managing Data Loss Protection (DLP) Alerts
Explains Bowdoin's Data Loss Prevention (DLP) policies in Microsoft 365, what sensitive data DLP detects, what users will see when content is flagged across Outlook, OneDrive, Teams, and Copilot, and how to respond to or override DLP warnings.