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.

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 apps and when should I use it?
• Can I change or remove a sensitivity label from a file or a team?
• Why can't I share a labeled file or team with people outside Bowdoin?
• Do sensitivity labels apply to files stored in Teams or OneDrive?

Environment

This article applies to Bowdoin faculty and staff using Microsoft 365 with a Bowdoin account on Windows, macOS, 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

Sensitivity labels help you classify and protect Bowdoin information in Microsoft 365. Depending on the label applied, they may add headers, footers, or watermarks to documents; limit who can open, edit, print, or forward content; and control how Teams, groups, and SharePoint sites handle privacy, external sharing, and device access.

Bowdoin sensitivity labels

See full definitions in the Bowdoin Data Classification Policy (linked in Related Articles).

• 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.

Label a document (Word, Excel, PowerPoint)

1. Open the 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, Sensitive for internal or limited-sharing content, and Public for content approved for external distribution.
4. Continue working. Headers, footers, or a watermark may appear automatically depending on the label chosen.
5. Select Sensitivity again anytime to change the label. Note that some labels prevent downgrading or external sharing.
6. Save the file. The label travels with the file in OneDrive and SharePoint and is respected by supported apps.

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Set a label when creating a Team

1. In Teams, select Create or join a team, then choose Create a team.
2. Before completing creation, locate the Sensitivity setting (it may appear on the creation form or under Privacy/Advanced options).
3. Select the appropriate label: Restricted for private collaboration with tight access controls, Sensitive for internal collaboration with limited external sharing, or Public for broadly shareable content.
4. Complete team creation. Files and the connected SharePoint site will follow the team's label.

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Change a label for an existing Team

1. Open the team, click the team name, select More options (…), then choose Manage team or Edit team.
2. Look for the Sensitivity or Team details setting.
3. If available, select a new label and confirm the change. The team's privacy and sharing behavior will update to match the new label.

How labels work with channels and files

• Standard and private channels inherit the team's label. You cannot set a different label per channel.
• Files stored in a team's SharePoint site inherit the team/site label. You can still apply individual labels to specific documents if needed.
• Restricted and some Sensitive labels may block external sharing or restrict downloads on unmanaged devices. If sharing is blocked, choose a label that permits it (per policy), or limit access to internal users only.

Troubleshooting

• If you do not 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. Refer to the Data Classification Policy if unsure.
• If you cannot lower or remove a label, that action may be restricted by policy. Choose the correct label before sharing — some label changes are irreversible.

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.

Additional Resources

• Apply sensitivity labels in Office apps — Microsoft Support
• Use sensitivity labels with Teams, groups, and sites — Microsoft Learn