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Agnella Caamano

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Jun 30, 2024, 7:56:09 AM6/30/24

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When you have published sensitivity labels from the Microsoft Purview portal or the Microsoft Purview compliance portal, they start to appear in Office apps for users to classify and protect data as it's created or edited.

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If you're not an E5 customer, use the 90-day Microsoft Purview solutions trial to explore how additional Purview capabilities can help your organization manage data security and compliance needs. Start now at the Microsoft Purview compliance portal trials hub. Learn details about signing up and trial terms.

To use sensitivity labels in Office apps, you must use a subscription edition of Office. Use the licensing link at the top of this page to identify eligible plans. Sensitivity labels aren't supported for standalone editions of Office, sometimes called "Office Perpetual".

For Outlook (Windows, macOS, iOS, Android, and on the web), the mailbox must be hosted in Exchange Online. Sensitivity labels aren't supported for mailboxes that are hosted on-premises. This also applies to shared mailboxes, even if the users accessing them have mailboxes in Exchange Online.

Use the tables in Minimum versions for sensitivity labels in Office apps to identify the minimum Office version that introduced specific capabilities for sensitivity labels in Office apps. Or, if the label capability is in public preview or under review for a future release.

The Windows Office add-in from the Azure Information Protection unified labeling client is now retired and no longer supported. It's replaced by sensitivity labels that are built into Office apps that support labeling.

Because the add-in is no longer supported, the Office policy setting Use the Azure Information Protection add-in for sensitivity labeling must be set to Not configured (the default), or Disabled. If this setting is configured for Enabled, you won't be able to use sensitivity labeling in Office apps.

The other labeling capabilities from this older labeling client are supported with the Microsoft Purview Information Protection client. For more information, see Extend sensitivity labeling on Windows.

If both of these conditions are met but you need to turn off sensitivity labels in Windows Office apps, use the Office policy setting Use the Sensitivity feature in Office to apply and view sensitivity labels. Set the value to 0 by selecting Disabled.

For Group Policy and Microsoft 365 Apps for enterprise administrative templates, navigate to this setting from User Configuration/Administrative Templates/Microsoft Office 2016/Security Settings. If you're using the Cloud Policy service for Microsoft 365, search for this setting by name. The setting takes effect when these Office apps restart.

If you later need to revert this configuration, change the value to 1 by selecting Enabled. You might also need to enable this setting if the Sensitivity button isn't displayed on the ribbon as expected. For example, a previous administrator turned this labeling setting off.

Because this setting is specific to Windows Office apps, it has no impact on other apps on Windows that support sensitivity labels (such as Power BI) or other platforms (such as macOS, mobile devices, and Office for the web). If you don't want some or all users to see and use sensitivity labels across all apps and all platforms, don't assign a sensitivity label policy to those users.

If you want to stop displaying built-in labels for Word, Excel, and PowerPoint, and display them just for Outlook, or the other way around, you can achieve this outcome with a per-label setting. For more information, see Scope labels to just files or emails.

Generally, Office apps that have built-in labeling for Word, Excel, and PowerPoint files support the Open XML format (such as .docx and .xlsx) but not the Microsoft Office 97-2003 format (such as .doc and .xls), Open Document Format (such as .odt and .ods), or other formats. When a file type is not supported for built-in labeling, the Sensitivity button is not available in the Office app.

Administrator-defined protection templates, such as those you define for Microsoft Purview Message Encryption, aren't visible in Office apps when you're using built-in labeling. This simplified experience reflects that there's no need to select a protection template, because the same settings are included with sensitivity labels that have encryption enabled.

Sensitivity labels that you configure to apply encryption remove the complexity from users to specify their own encryption settings. In Office apps, these individual encryption settings might still be manually configured by users by using Information Rights Management (IRM) options. For example, for Windows apps:

The latest Word, Excel, and PowerPoint apps for Windows and Mac no longer let users select Information Rights Management (IRM) options when they have sensitivity labels. Instead, users see a dialog box that prompts them to use a sensitivity label to apply information protection. The message also explains how to later access the sensitivity bar to select and change labels:

For Outlook and older Office apps that let users select Information Rights Management options, users can override settings from an applied sensitivity label with their own encryption settings. For example:

A user applies the Confidential \ All Employees label to a document and this label is configured to apply encryption settings for all users in the organization. This user then manually configures the IRM settings to restrict access to a user outside your organization. The end result is a document that's labeled Confidential \ All Employees and encrypted, but users in your organization can't open it as expected.

A user applies the Confidential \ Recipients Only label to an email and this email is configured to apply the encryption setting of Do Not Forward. In the Outlook app, this user then manually selects the IRM setting for Encrypt-Only. The end result is that while the email does remain encrypted, it can be forwarded by recipients, despite having the Confidential \ Recipients Only label.

A user applies the General label to a document, and this label isn't configured to apply encryption. This user then manually configures the IRM settings to restrict access to the document. The end result is a document that's labeled General but that also applies encryption so that some users can't open it as expected.

Instead of users manually removing encryption after selecting a label that applies encryption, provide a sublabel alternative when users need a label with the same classification, but no encryption. Such as:

If users manually remove encryption from a labeled document that's stored in SharePoint or OneDrive and you've enabled sensitivity labels for Office files in SharePoint and OneDrive, the label encryption will be automatically restored the next time the document is accessed or downloaded.

When a document has been encrypted with administrator-defined permissions, the encryption policy is embedded in the document. This happens independently from labeling. For example, when an Office attachment inherits encryption from an email message, or a user has applied a rights management template by using Information Rights Management (IRM) in their Office app. If a sensitivity label in the tenant matches that same encryption policy, Office apps will automatically assign that matching label to the document.

In this scenario, the matching sensitivity label can label an unlabeled document, and replace an existing label that doesn't apply encryption. For example, the General label is replaced with Confidential / All Employees. Content markings from the matching label aren't automatically applied.

The label applies encryption with permissions that are set by the administrator, rather than the Do Not Forward or Encrypt-Only options. For example, for the label configuration, the admin selects Assign permissions now, and specifies all employees have read access.

When a recipient in the same tenant opens the encrypted document, a matching label for the admin-defined permissions is automatically displayed for the document, and persists if the document is saved.

With RMS-enlightened apps: If you open a labeled and encrypted document or email in an application that supports the Microsoft rights management (RMS) technology but doesn't support sensitivity labels, the app still enforces encryption and rights management.

With the Microsoft Purview Information Protection client: You can view and change sensitivity labels that you apply to documents with Office apps by using the Microsoft Purview Information Protection client, and the other way around.

With other versions of Office: Any authorized user can open labeled documents and emails in other versions of Office. However, you can only view or change the label in supported Office versions or by using the Microsoft Purview Information Protection client. Supported Office app versions are listed in the previous section.

When you label a document or email, the label is stored as metadata that includes your tenant and a label GUID. When a labeled document or email is opened by an Office app that supports sensitivity labels, this metadata is read and only if the user belongs to the same tenant, the label displays in their app. For example, for built-in labeling for Word, PowerPoint, and Excel, the label name displays on the status bar. Users exclude guest accounts.

This implementation means that if you share documents with another organization that uses different label names, each organization can apply and see their own label applied to the document. Guest users won't see your labels in their apps.