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Questions
- What are information protection labels in Microsoft 365?
- What is the difference between Public, Sensitive, and Restricted labels?
- What happens when I apply a sensitivity label to a document or email?
- What does it mean when a document is encrypted with a Restricted label?
- Why is Microsoft 365 recommending that I apply a label to my content?
- Can I remove or change a sensitivity label once it is applied?
- Where do sensitivity labels appear in Microsoft 365 apps?
Environment
This article applies to all Bowdoin faculty and staff using Microsoft 365. Sensitivity labels are available in Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.
Resolution
What are information protection labels?
Information protection labels — also called sensitivity labels — are used to classify emails and documents according to Bowdoin's Data Classification Policy. They signal to anyone working with the content how sensitive the information is and how it should be handled and shared.
Where do labels appear?
The Sensitivity button appears in the top ribbon of all major Microsoft 365 applications, including Outlook, Word, Excel, and PowerPoint. Select the button to choose or change a label.
What are the three label types and what do they do?
- Public: Applies a header to the document or email indicating it is approved for broad external distribution. Minimal restrictions.
- Sensitive: Applies a header and a watermark to indicate the content should not be over-shared. Use for internal or limited-sharing content.
- Restricted: Applies a header, a watermark, and forces encryption. The most protective label — access is strictly controlled and external sharing is generally blocked.
What does encryption mean for a Restricted document or email?
When a Restricted label encrypts content, anyone you share it with must be signed in to a Microsoft 365 account to access it. Recipients will either open it directly in Outlook or Office apps, or receive a link to sign in to Microsoft 365 to view the content. Encryption also makes it easier to revoke access if a file is accidentally shared with the wrong person.
Why is Microsoft 365 recommending a label?
Microsoft 365 automatically detects content that appears to contain legally protected information — such as personal identifiers or financial data. When this is detected, it will prompt you to apply a Restricted label to help ensure the information stays protected. Follow the recommendation when it appears.
Can I remove or change a label?
- Public and Sensitive labels can be changed or removed if you provide a reason for doing so.
- Restricted labels cannot be removed once applied. If you need the content without the label, you must contact the original data source.
Choose carefully before applying a Restricted label. Because Restricted labels cannot be removed, make sure the label is appropriate for the content before saving or sending.
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.