Labelling Emails and Files with Microsoft Purview

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Label Levels and Protections

Understanding sensitivity labels before applying them is important. Each label helps protect university data at the appropriate level. Choose the label that best matches the type of information you are working with and who should have access to it.

Personal: Non-university data, for personal use only. Protections: None.
Level 3 – General: University data approved for public consumption. Protections: None.
Level 2 – Internal Use:
- Faculty and Staff: University data not approved for public consumption or sharing outside the organization. Protections: Files and emails accessible only to internal Chico State Faculty and Staff.
- Students: University data not approved for public consumption or sharing outside the organization. Protections: Files and emails accessible only to internal Chico State Students.
Level 1 – Confidential:
- Faculty and Staff: Sensitive university data that could cause damage if shared with unauthorized people. Protections: Files and emails accessible only to internal Chico State Faculty and Staff. Recipients cannot forward, copy, or print contents.
- Students: Sensitive university data that could cause damage if shared with unauthorized people. Protections: Files and emails accessible only to internal Chico State Students. Recipients cannot forward, copy, or print contents.

Applying Sensitive Data Labels in Outlook

Start a new email in Outlook.
In Outlook, the Sensitivity label appears in two places: the Options ribbon and as a shield icon at the top of the message window.
Select the appropriate sensitivity label. If you are unsure what to select, review the Label Levels and Protections.
Compose and send your email as usual.

Applying Sensitive Data Labels in Word, Excel, and PowerPoint

Open a new or existing document in Word, Excel, or PowerPoint.
In Word, Excel, or PowerPoint, the Sensitivity label appears in two places: on the Home tab or by selecting the document title.
Select the appropriate sensitivity label. If you are unsure what to select, review the Label Levels and Protections.
Next time you save your document, the label is applied.

Upgrading or Downgrading Sensitive Data Labels

Open the file or email.
Click the Sensitivity drop-down.
Select a new label from the list.
Save or send the file/email again.
If prompted for Justification, choose the correct reason from the list. After choosing, the label should be applied.

Important Note: Some highly sensitive labels may restrict downgrading or require justification. If you cannot change the label, contact the Microsoft Purview group chat in Teams.

Best Practices for Labelling

Know your options: Review label descriptions and protections before applying to make sure you choose the right one.
Be intentional: Always apply the lowest level of sensitivity needed to protect the data — this prevents unnecessary restrictions.
Verify before sharing: Double-check labels before sending emails or sharing files, especially when recipients are outside Chico State.
Get support when needed: Contact the Microsoft Purview group chat in Teams if you are unsure which label to apply.
Build your skills: Attend Lunch & Learn sessions with the Division of IT and review Knowledge Base articles to stay up to date.

Troubleshooting

If you cannot change a label, ensure you are signed in with your Chico State account and using a supported Microsoft 365 app.

For persistent issues, contact the Microsoft Purview group chat in Teams and provide:

File/email name
Current label
Intended label
Error messages
Screenshots

Still need help? Contact IT Support Services for further assistance.

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