Add or Change Sensitivity Labels for Files and Teams in Microsoft 365

Tags m365

Questions

  • How do I add a sensitivity label to a Microsoft 365 document (Word, Excel, PowerPoint)?
  • What do sensitivity labels do in Microsoft Teams and its channels?
  • Where is the Sensitivity button in Office and when should I use it?
  • Can I change or remove a sensitivity label from a file or a team later?
  • Why can’t I share a labeled file or team with people outside Bowdoin?

Environment

For Bowdoin community members using Microsoft 365 with a Bowdoin account on Windows, macOS, the web (Office on the web), and Microsoft Teams. Applies to documents stored in OneDrive or SharePoint, and to Teams, Microsoft 365 groups, and their channels.

Resolution

What sensitivity labels do

  • Help you classify and protect Bowdoin information in Microsoft 365.
  • May add headers, footers, or watermarks to documents.
  • Can limit who can open, edit, print, or forward content.
  • Control how Teams, groups, and SharePoint sites handle privacy, external sharing, and device access.

Bowdoin sensitivity labels (see full definitions in the Data Classification Policy):

  • Restricted: Highest sensitivity. Strictly limited access; external sharing is generally blocked. May require encryption and prevent downloading on unmanaged devices.
  • Sensitive: Internal-only or limited sharing. Moderate restrictions; external sharing may be limited or require additional controls.
  • Public: Approved for broad external distribution. Minimal restrictions once approved for release.

Learn more: Bowdoin College Data Classification Policy and Overview of Sensitivity Labels (Microsoft Learn)

Label a document (Word, Excel, PowerPoint)

  1. Open your file while signed in with your Bowdoin account.
  2. On the ribbon, select Sensitivity.
  3. Choose the label that best fits the content:
    • Use Restricted for the most sensitive information.
    • Use Sensitive for internal or limited-sharing content.
    • Use Public for content approved for external distribution.
  4. Continue working. You may see headers, footers, or a watermark added automatically.
  5. Select Sensitivity again anytime to change the label. Some labels may prevent downgrading or sharing outside Bowdoin.
  6. Save the file. The label travels with the file in OneDrive and SharePoint and is respected by supported apps.

Details for Office apps: Apply Sensitivity Labels in Office.

Set a label when creating a team (recommended)

  1. In Teams, select Create or join a team, then choose Create a team.
  2. Before you finish creation, find the Sensitivity setting (it may appear on the creation form or under Privacy/Advanced options).
  3. Select the appropriate label:
    • Restricted: Private by default; external sharing typically disabled; tight device/access controls.
    • Sensitive: Internal collaboration; limited external sharing if permitted by policy.
    • Public: Intended for information approved for broad sharing.
  4. Complete team creation. Files and the connected SharePoint site will follow the team’s label.

Learn more: Use Sensitivity Labels with Teams, Groups, and Sites.

Change a label for an existing team (if allowed)

  1. In Teams, open the team name, select More options (…), then choose Manage team or Edit team.
  2. Look for Sensitivity or Team details. If the setting is available, pick a new label (Restricted, Sensitive, or Public).
  3. Confirm the change. The team’s privacy and sharing behavior may update to match the new label.

How labels work with channels and files

  • Standard and private channels inherit the team’s label. You can’t set a different label per channel.
  • Files stored in a team’s SharePoint site inherit the team/site label. You can still label individual documents (Restricted, Sensitive, or Public) as needed.
  • Restricted and some Sensitive labels may block external sharing or restrict downloads on unmanaged devices. If sharing is blocked, choose a label that allows it (e.g., Sensitive or Public, per policy) or remove external access to sensitive content.

Troubleshooting and tips

  • If you don’t see the Sensitivity button, make sure you are signed in with your Bowdoin account and that Office is up to date.
  • If you are prompted to add a label, choose Restricted, Sensitive, or Public based on the content. See the Data Classification Policy if unsure.
  • If you cannot lower or remove a label, that action may be restricted. Choose the correct label before sharing.
  • Labels and protections apply in Microsoft 365 apps and services that support sensitivity labels.

More guidance: Bowdoin College Data Classification Policy and Sensitivity Labels in Office Apps (Microsoft Support).

Additional Help

If you need further assistance, you can chat with Bowdoin Bot or contact the Bowdoin College Service Desk by phone at (207) 725-3030 or in person at the Tech Hub in Smith Union.

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