Sensitivity labels
Sensitivity labels are a tool in Microsoft 365 that make working with information safer and easier. Think of them like a tag. They show you briefly how information should be handled and who you can share it with.
Labels reduce the risk of sensitive information being shared with unauthorised people or stored in the wrong place. They also indicate how to handle and protect sensitive information such as address details, banking information, passwords and IP addresses.
Below, we explain what each label means, the type of information it relates to, and how to apply them to files and emails that you save or share in SharePoint, Teams, OneDrive and Outlook.
Which sensitivity labels are there?
There are four types of labels:
- Secret: highly sensitive information that should only be accessed by specific, named individuals.
- Confidential: sensitive information that should only be accessed by authorised people who need it to carry out their duties.
- Internal: information which does not contain sensitive data, and can be shared with defined groups of staff, students, researchers and guests.
- Public: information which can be freely shared without restrictions.
More information about sensitivity labels and how to use them can be found in this flowchart.
Practical questions and answers
Are sensitivity labels applied automatically?
As soon as you open a document or start writing an email, Microsoft 365 applies the sensitivity label it feels best fits the content. It does this by recognising certain number and letter patterns, like how a spellchecker identifies possible spelling mistakes.
Do I need to double check the label?
Yes! Microsoft applies labels automatically based on its scan of the content. However, not all sensitive information can be detected automatically. Think, for example, of a new contract, or minutes of a confidential meeting, or a report with sensitive company information that is not always recognised by the system. That's why it is important to always double-check if the correct label has been applied.
How can I manually apply or change a label?
Look for the shield icon in the top ribbon, next to the document title. You can activate one of the four labels by clicking on the shield. In Outlook, the ‘Sensitivity’ button is to the right of the message window.
My sensitivity label recommends encrypting the data. How do I do that?
Encrypting data can be done by using 7-Zip File Manager, which is available on all laptops. Also, most files can be stored with an added password, adding a layer of protection to your document.
My sensitivity label recommends logging data for traceability. How do I do that?
Logging data for traceability can be done by using version history and track changes or using Teams File History.
Why does dual-use information require the 'secret' label?
Dual-use information refers to knowledge or technology that can be used for both civil and military purposes. It could be harmful if accessed by the wrong people. Want to learn more about what dual use is, including the relevant legislation and examples of dual-use research in the context of the university? See our Knowledge Security Tools and Tips page for a link to a short e-learning course.