What Are Data Sensitivity Labels?

Data Sensitivity labels are clickable electronic tags you apply to documents, emails, and other content in Microsoft 365 (Word, Excel, PowerPoint, Outlook). They help identify how sensitive the information is and apply the right protections automatically, which helps classify and protect University data, such as using encryption or restricted sharing—without disrupting your normal workflow. All files and emails will start with a default label of General, which is suitable for most everyday, non-sensitive content. If your file contains sensitive or confidential information or data, you’ll need to manually update the label to ensure its properly protected.

Check out the Data Labels Explained page for more information

Frequently Asked Questions

What labels does MU use?

How do I change the sensitivity level on a file or email? 

It only takes a click to make the change! View the How to Change Data Labels page to see where to click to make the change

Why is the university using them?

To better protect our data—like student records (FERPA), financial information, and personal details—and reduce the risk of accidental exposure or data breaches. 

Do I have to use these labels?

Yes—but they’re designed to be easy. Because every file starts with a General label, you’ll only need to change the label when the content requires additional protection.

When should I change the sensitivity label on a file or email?

By default, all emails and documents are labeled “General.” You should update the label if your content includes confidential, internal, or regulated information—like student records, contracts, or health data. See examples and guidance on the Understanding Data Labels page.

What if I’m not sure which label to pick?

Review the examples on the Understanding Data Labels page. It shows common scenarios to help you choose the right label based on the type of information you're working with.

What protections are applied?

Depending on the label, Microsoft 365 may apply:

• Encryption

• Restricted editing or sharing

• Watermarks or headers

These protections help keep data secure, even if a file is sent to the wrong person.

See more information on the Understanding Data Labels page.

If I apply a label to an email, does it also protect the attachments?

Yes—for Office file attachments (like Word or Excel). If they don’t already have a label, they will automatically inherit the label and protections of the email. Non-Office files (like PDFs or images) are not labeled automatically but are still protected within the encrypted message body.

What do the headers and footers mean on my document or email?

These are visual reminders of the sensitivity level.

• 🟡 Sensitive adds a footer: "University Sensitive Data"

• 🔴 Restricted adds a header: "Restricted University Data" or "RESTRICTED" in emails
  They help ensure you're aware of the content’s sensitivity and can’t be removed without changing the label.

How do I send a Sensitive or Restricted email to someone outside the university?

Emails labeled Sensitive or Restricted are automatically encrypted when sent outside of Millersville. Once you apply the appropriate label, you will send the email like normal. The recipient will get a secure message and must verify their identity before viewing it.

Someone I shared a file with says they can’t open it. What should I do?

If you shared a 🟡 Sensitive or 🔴 Restricted file externally, the recipient must verify their identity. They can do this by:

• Signing in with a Microsoft or Google account

• OR using a one-time passcode sent to their email
  Reassure them this is a standard security step and doesn't require any subscription.

See step by step instructions on the Sending Sensitive or Restricted Emails Outside MU page.

Do external users need Microsoft 365 to open labeled files?

No. External recipients don’t need a subscription—just a web browser and access to their email. They can verify their identity and view or edit the document online.

See step by step instructions on the Sending Sensitive or Restricted Emails Outside MU page.

Can I collaborate with people outside the university on Sensitive or Restricted files?

Yes, as long as they can authenticate their identity. These protections allow secure collaboration with partners, vendors, or researchers at other institutions, without compromising the data.

I’m seeing a “Restricted” header on a document someone sent me. Can I remove it?

No. The header is part of the label and can’t be removed unless the sensitivity level is changed—which only some users have permission to do. It’s a built-in security feature.

Explore Further

• Understanding Data Labels

• Changing Data Labels

• Sending Sensitive or Restricted Emails Outside MU