Issue/Question
How do I use the Sensitivity labels in Outlook when sending an e-mail or using a Microsoft application?
Environment
- Microsoft Information Protection
- Outlook
- Outlook 365 (web version)
- Word, Excel, PowerPoint
Resolution
Outlook:
- When creating a new e-mail you will see the Sensitivity label options in the ribbon.
- When creating a new e-mail in the web version of Outlook you will see the Sensitivity label options in the menu bar.
Options under Sensitivity
- The Public sensitivity label should be selected when the information in the e-mail is general and accessible to the public, or to a non-Macomb Community College employee. This label must manually be applied to e-mails.
Note: If you hover over the label name it provides a brief summary of what the label is/should be used for.
- When changing the label to Public there will be a small pop-up letting the user know the label was changed. The check mark next to Public in the drop-down menu lets you know that the label has successfully been applied.
- The Private sensitivity label will be selected by default for all new e-mails. This label should be used when the information in the e-mail is not generally available to non-Macomb Community College employees.
Note: If you hover over the label name it provides a brief summary of what the label is/should be used for.
- The Confidential sensitivity label should be selected when e-mails contain sensitive information, such as Personal Identifiable Information (PII). When sending an e-mail marked with the Confidential sensitivity label, content will automatically be encrypted when sent. This label must manually be applied to e-mails.
Note: If you hover over the label name it provides a summary of what the label is/should be used for.
- When changing the label to Confidential there will be a small pop-up letting the user know the label was changed. The check mark next to Confidential in the drop-down menu lets you know that the label has successfully been applied.
- The Secret sensitivity label should be selected when e-mails contain highly sensitive information. The disclosure of this information would likely cause material harm to the organization. When sending an e-mail marked with the Secret sensitivity label, content will automatically be encrypted when sent. The recipient(s) of the e-mail will not be able to copy, forward, or print the received e-mail, but will be able to reply to it. This label must manually be applied to e-mails.
Note: If you hover over the label name it provides a brief summary of what the label is/should be used for.
- When changing the label to Secret there will be a small pop-up letting the user know the label was changed. The check mark next to Secret in the drop-down menu lets you know that the label has successfully been applied.
Microsoft 365 Files (Word, Excel, PowerPoint, etc.)
- Sensitivity label in the ribbon in a Microsoft 365 Word document.
- The Private sensitivity label on the ribbon. All documents now have the default label as Private.
- In the bottom left you will also see the sensitivity label that is assigned to the document.
Downgrade a Sensitivity Label
- If users manually downgrade the label there will be a small pop-up asking for justification as to why they are changing this label. If the user selects Other (explain) they will be provided a small text box.
