How To Apply Sensitivity Labels To Documents In Microsoft 365

Summary

This guide helps you troubleshoot and resolve: How To Apply Sensitivity Labels To Documents In Microsoft 365. Follow the steps below to fix the issue.

Common Causes

Microsoft 365 sensitivity labels allow your organisation to classify and protect documents containing confidential information. For not-for-profit and community organisations, this is particularly useful for grant submissions, financial statements, donor records, and board meeting minutes. Applying a label can enforce encryption, restrict access, and add visual markings such as headers or footers to help your team handle sensitive data appropriately.

Applying Sensitivity Labels

1. Open the document in Microsoft Word, Excel, or PowerPoint.
2. Select the Sensitivity button from the ribbon.
3. Choose the appropriate label from the dropdown menu.
4. Save the document to apply the label.

Detailed Instructions

Before You Begin

Sensitivity labels must be created and published by your Microsoft 365 administrator before they appear in your Office applications. If you do not see any labels in the Sensitivity menu, your organisation may not have configured them yet, or your user account may not have the required permissions.

Applying a Sensitivity Label in Microsoft Word

1. Open the document you want to protect in Microsoft Word.
2. Go to the Home tab on the ribbon.
3. Click the Sensitivity button in the ribbon.
4. Select the label that matches the classification of your document, such as Confidential or Internal Only.
5. If prompted, enter a justification or reason for applying the label.
6. Select File > Save or press Ctrl + S to save the changes.

Applying a Sensitivity Label in Microsoft Excel

1. Open the workbook containing sensitive financial or donor data.
2. Go to the Home tab on the ribbon.
3. Click the Sensitivity button.
4. Choose the appropriate label from the list.
5. Save the workbook using File > Save or Ctrl + S.

Applying a Sensitivity Label in Microsoft PowerPoint

1. Open the presentation containing board meeting material or sensitive content.
2. Go to the Home tab on the ribbon.
3. Click the Sensitivity button.
4. Select the correct sensitivity label for the presentation.
5. Save the file using File > Save or Ctrl + S.

Removing or Changing a Label

1. Open the document in the relevant Office application.
2. Click the Sensitivity button on the Home tab.
3. Select a different label to change the classification, or choose Remove Label if available and permitted.
4. Save the document to apply the update.

Troubleshooting

Sensitivity Button Is Missing

• Ensure you are using a Microsoft 365 subscription that includes sensitivity labels, such as Microsoft 365 Business Premium or E3/E5.
• Check that your organisation has created and published labels through the Microsoft Purview compliance portal.
• Restart the Office application and sign in again with your organisational account.

Label Does Not Appear in the List

• Confirm that your user account has been assigned to the label policy by your administrator.
• Wait up to 24 hours after a new label is published, as changes can take time to replicate.
• Sign out of Office and sign back in to refresh your label policies.

Cannot Remove a Label

• Some labels are configured to be permanent or require specific permissions to remove.
• Contact your organisation's IT administrator if you need a label removed but do not have the necessary rights.

Still Having Issues?