How to set up and use Microsoft Purview sensitivity labels to protect confidential documents in Microsoft 365

Summary

This guide helps you troubleshoot and resolve: How to set up and use Microsoft Purview sensitivity labels to protect confidential documents in Microsoft 365. Follow the steps below to fix the issue.

Common Causes

Microsoft Purview sensitivity labels allow Brisbane small businesses to classify and protect confidential documents by applying encryption and access restrictions directly within Microsoft 365. Once a label is applied, the protection travels with the file, ensuring that sensitive information remains secure whether it is stored in SharePoint, OneDrive, or sent via email.

Requirements

• Microsoft 365 E3, E5, Business Premium, or a compatible licence that includes Microsoft Purview
• Administrator access to the Microsoft Purview compliance portal
• Microsoft 365 Apps installed on user devices (Word, Excel, PowerPoint, Outlook)

Step 1: Create and publish sensitivity labels

Before users can apply labels, an administrator must create them in the Microsoft Purview compliance portal and publish them to the relevant users or groups.

1. Sign in to the Microsoft Purview compliance portal using an administrator account.
2. In the left navigation, select Information protection and then Labels.
3. Select Create a label.
4. Enter a name for the label (for example, Confidential or Highly Confidential), add a description for users, and select Next.
5. Choose the scope for the label. Select Items to protect documents and emails, then select Next.
6. To apply encryption, select Encrypt items and choose one of the following:
   • Assign permissions now: specify which users or groups can access the content and what they can do (view, edit, copy, print).
   • Let users assign permissions: allows the person applying the label to set access controls.
7. Configure any additional settings such as content marking (headers, footers, or watermarks), then select Next.
8. Review your settings and select Create label.
9. Select Publish labels, choose the label you created, and select Next.
10. Select the users or groups who should see the label in their Office applications, then select Next.
11. Complete the publishing wizard. It may take up to 24 hours for the label to appear in users’ applications.

Step 2: Apply a sensitivity label to a document

Once labels are published, users can apply them to files in Word, Excel, PowerPoint, or Outlook.

1. Open the document in Word, Excel, or PowerPoint.
2. Go to the Home tab on the ribbon.
3. Select the Sensitivity button.
4. Choose the appropriate label from the list (for example, Confidential).
5. If the label requires you to set permissions, enter the required email addresses or groups and select the access level, then select Apply or Save.
6. Save the document to apply the label and encryption.

Sensitivity labels can also be applied in Outlook when composing a new email. Select the Sensitivity button in the message ribbon before sending.

Step 3: Change or remove a sensitivity label

1. Open the labelled document.
2. Select the Sensitivity button on the Home tab.
3. Choose a different label to reclassify the document, or select Unlabel to remove the label and its protection.
4. Save the document.

Warning: Removing a sensitivity label may also remove encryption and access restrictions. Only remove labels from documents that no longer require protection.

Troubleshooting

The Sensitivity button is missing

1. Confirm that the label has been published to your user account or group in the Microsoft Purview compliance portal.
2. Wait up to 24 hours after publishing for the label to sync to your device.
3. Restart the Office application and sign in again with your Microsoft 365 account.
4. Ensure you are using a supported version of Microsoft 365 Apps and that your licence includes sensitivity labels.

Cannot open a labelled document

1. Confirm that you have been granted permission to access the file by the person who applied the label.
2. Sign in to Office with the same Microsoft 365 account that was given access.
3. Check your internet connection, as encrypted files may require online verification.

Label changes are not saving

1. Ensure the document is saved to a location you have permission to modify, such as OneDrive or SharePoint.
2. Close the document without saving, reopen it, and try applying the label again.
3. If the issue persists, contact your IT support provider for assistance.

Related articles

• Microsoft Purview overview

Still Having Issues?