FAQs: Sensitivity Labels in Microsoft 365

1. What is a sensitivity label in Microsoft 365?
A sensitivity label is a classification tool used to protect and manage content. It can apply encryption, restrict access, and add visual markings to documents and emails based on organizational policies.

2. Why should I use sensitivity labels?
Sensitivity labels help ensure that sensitive information is handled appropriately. They enforce compliance, prevent data leaks, and support secure collaboration both inside and outside the organization.

3. How do I apply a sensitivity label to a document?
You can apply a label from the title bar or the Sensitivity button in the Home tab. Click the label area next to the file name or use the Sensitivity button, then select the appropriate label from the dropdown menu.

For more details you can visit these articles:

How To Apply Sensitivity Labels to Your Documents

How To Apply Sensitivity Labels to Your Emails in Outlook

4. Can I change a sensitivity label after it's been applied?
Yes. You can change a label by selecting a different one from the same menu where it was originally applied. The new label will override the previous one. A justification for changing the label may be required.

5. How do I remove a sensitivity label from a file?
You can remove a label by choosing the active label from the sensitivity label menu. When you do this, you'll be asked to provide a reason for removing the label. Once you enter the reason, the label will be removed.

6. How do sensitivity labels affect document sharing?
Labels may restrict who can view or edit a document. For example, a label might prevent external sharing or require recipients to authenticate before accessing the content.

7. What does encryption mean in the context of sensitivity labels?
Encryption ensures that only authorized users can access the content. When a label applies encryption, it protects the file even if it's shared outside the organization.

8. Who defines the sensitivity labels in my organization?
Sensitivity labels are created and managed by PWCS's IT team. They determine the label names, descriptions, and associated protections.

9. What do the different sensitivity labels mean?
Each label corresponds to a level of sensitivity, such as "Public," "Internal," or "Confidential," or the different "Protected" labels. The meaning and behavior of each label are defined by IT.

10. How do I know which label to choose?
Hover over each label to view its description. If you're unsure, contact the Help Desk.

You can also refer to this article:

Understanding PWCS Sensitivity Labels

11. What should I do if I don’t see the sensitivity label options?
Ensure you're signed in with your PWCS account and that your app is updated. If the issue persists, contact the Help Desk to verify label availability and permissions.

12. What if my document is getting labeled Protected/Internal Users Only but I need to share it outside the county for my job?
If your document contains sensitive information and is labeled Protected/Internal Access, you can change the label to Protected/Specified Users Only (Internal and External) before sharing. This label still encrypts the document but allows access for recipients outside PWCS, so you can share it as needed without it getting automatically relabeled. If the person you are sharing it will need to copy, forward or print the information, make sure you select the Unlimited Actions variant of the label.

13. How come I am not able to view PDFs that are encrypted with a Protected label?
If you are unable to view Protected PDFs and are using an unsupported browser, you may see an error screen like this:

If you come across this, attempt to open the PDF in Edge. If this does not resolve the issue make sure you have an up-to-date version of Edge and restart your computer. Contact the Help Desk for assistance.

Microsoft article about opening up a Protected PDF in Edge: View protected PDFs using Microsoft Edge on Windows or Mac

You can also download the Microsoft Purview Information Protection client: MPIP Client Download Link. This client gives you more control over your protected PDFs than other tools do.

14. How do I report a problem with sensitivity labels?
Report issues the Help Desk. Provide details such as the application used, the file type, and the specific problem encountered to assist with troubleshooting.