Overview

Microsoft sensitivity labeling applies classification labels to data for better security and compliance. These labels help you mark and organize your data based on its data sensitivity, like marking files that contain personal information or financial details. These sensitivity labels will be visible in the cloud/web browser versions of Office (Word, Excel, PowerPoint, the "new" Outlook), OneDrive, SharePoint Online, and Teams. 

Audience

All CCBC users.

Content

1.0 Sensitivity Label Definitions:

1. Public:
   1. The default label when creating a document or email.
   2. This label has the lowest classification level – information that is public and/or has no access restrictions.
   3. Examples: course catalog information, CCBC website information, non-private emails, etc. 
2. Internal:
   1. Information that is for internal use only and generally not available to the public.
   2. Examples: agreements, budget documents, meeting notes, work schedules, source code, business plans, etc.
3. Sensitive:
   1. Data that includes personally identifiable information (PII) of a CCBC employee or student.
   2. Examples: full name + physical address, full name + birthday, or full name + physical address + birthday.
4. Restricted:
   1. Data that includes sensitive personal information (SPI) of a CCBC employee or student.
   2. Examples: SSN, Driver’s License Numbers, Passports, Financial Information.

1.1 What will labels look like?

• Labels in Word Online:

• Labels in Excel Online:

• Labels in Outlook (New):

• Labels in Teams files:

1.2 FAQ:

1. What are labels?
   1. Labels allow for data to be classified based on the content of the file.
   2. This is a purely visual change that does not change how you use your files at this time.
2. Does this have any impact on me as a user?
   1. No, labels are a visual representation of the data classification level.
   2. However, at this time, they won’t change the way you use and access your data.
3. Why are we labeling data?
   1. This allows us to gather more insights into CCBC data and how and where it is stored. It also allows us to find PII such as SSNs in CCBC data that may put your information at risk.
4. Will this happen automatically?
   1. Yes, your files will be scanned periodically and have a label assigned to it. There should not be any user input needed unless you are relabeling a file.
5. My personal (non CCBC files) got labeled! Can I remove it?
   1. No, you cannot remove the label. CCBC resources may only be used to complete CCBC related work.
   2. For example, you have personal financial information stored in OneDrive, this is not appropriate use of work resources. 
6. My files got labeled incorrectly! How do I label/relabel a file?
   1. Please see section 1.2 below. 
7. My files have SSNs or financial information in them but it didn't label automatically, why?
   1. The scanning process sometimes may take longer than normal depending on the device you are using.
   2. As a result, you can also label the file yourself by following section 1.2 below. This ensures that your file is labeled correctly. 
8. Can I change a label after it was applied?
   1. Yes, see section 1.2 below. 

1.3 Labeling/Re-labeling a File Manually

Office Applications - Word, Excel, PowerPoint (Excluding Outlook)

• In any Office application (cloud/web browser versions only), click on the top navigation bar where the title of your file is displayed:

• Click the Sensitivity drop down to view the sensitivity labels.
• Click on the desired sensitivity label based on the definitions above. 
• You may be asked to provide a justification if you are lowering a sensitivity. 
  • If so, please enter your justification, then click Save. 
• Save the document. 

Alternatively, you can also click on the Sensitivity button located at the right side of the Home ribbon as shown below:

Outlook (New)

• When composing a new email, click the label to view the drop down of the rest of the labels: 

• Alternatively, you can click the brush icon next to the printer to label while composing an email:

1.4 Additional Documentation from Microsoft

Microsoft provides additional documentation for labeling that be an additional resource. 

• Apply sensitivity labels to your files and email in Office
• Automatically apply or recommend sensitivity labels to your files and emails in Office