This article explains how to apply data classification labels to files stored or created in Microsoft 365 apps.

Data sensitivity labels are digital tags used to classify and protect SUNY Geneseo’s information in alignment with our security policies.

Applying these labels in Microsoft 365 (Word, Excel, PowerPoint and SharePoint/OneDrive) ensuring institutional data is handled with the appropriate level of security.

Before You Start

image created in gemini to represent microsoft data sensitivity labels

You must be signed in with your Geneseo Microsoft 365 account.
Review SUNY Geneseo’s Data Classification and Protection Policy.
Ensure you're using the desktop or web versions of Microsoft 365 apps

Summary of classification levels

🔒 Confidential - Highest security.
Data regulated by law, contract, or policy that requires strict controls. Unauthorized disclosure could cause legal, financial, or identity‑theft harm. (SSNs, bank account numbers, health records, driver’s license numbers)

🛡️ Sensitive
Internal data with reputational, operational, or privacy risk. (Grades, G‑numbers, performance evaluations)

📁 General - default label
Internal college information not intended for public release but not regulated. (Syllabi, meeting agendas, internal procedures)

📢 Public
Approved information intended for external audiences. (Press releases, recruitment materials, published research)

Not sure which to use? Start with General and check the [full policy matrix] for details.

1 Before You Start
- 1.1 Summary of classification levels
2 Quick Reference Decision Helper
3 Related articles

Quick Reference Decision Helper

Regulated data? → Confidential.
Not regulated, but would be damaging if leaked? → Sensitive.
Internal but routine? → General (Default).
Meant for anyone outside Geneseo? → Public.

Avoid over-labeling! The General label will be sufficient for most files.

Steps

1. Open your document in Word, Excel, or PowerPoint

You can apply a label to:

New or existing documents
Files stored in OneDrive
Files shared or stored in SharePoint sites

2. Click the Sensitivity button

You’ll find it on the Home menu ribbon or next to the file name in the title bar.

3. Hover over each label to view its definition “hint”

When you hover your mouse over a label (e.g., Public, General, Sensitive, Confidential), Microsoft 365 displays a short description explaining what that classification means.
This helps quickly choose the correct label without leaving the app to lookup the definitions.

The home menu at the top of Microsoft Word showing the sensitivity button.

4. Select the appropriate label

Once selected, the label:

Travels with the file, across devices and services.
Applies any pre-programmed protections.
Displays in the document banner or next to the file name.

Save the file if prompted. Some protections activate only after saving.

If your file contains easily identified sensitive or confidential data and is not labeled as such, you may receive a pop-up from Microsoft suggesting a different label. You may chose whether or not to accept the suggestion.

5. Changing or removing a label

You may upgrade or downgrade labels depending the permissions on the file and/or SharePoint site.
If you do not have permission to lower/remove a label, Office will block the action.
If you receive a blocked message that you believe to be in error, contact the file or site owner or Ask CIT!

6. Applying or checking labels in SharePoint/OneDrive online

You can label a file without opening it:

Select the file and click the 3 dots next to the file name.
Select Details or Properties near the end of the list of options that appears.
A Properties panel will appear showing the file name, title, and other fields. Choose a label under Sensitivity.

Nesting Labels

Because data sensitivity labels can be applied at various levels, which label takes precedence can be confusing.

Generally label can be assign at a SharePoint document library or to an individual file.

If a document library has a data sensitivity label, SharePoint automatically applies this label to:

New files uploaded to the library
Existing files edited in the library if they have no label (or a lower‑priority automatically applied label)

When does a document library label override the file’s label?

Manually applied labels (any priority) → NOT overridden
Automatically applied labels with lower priority → Overridden by library’s default
Automatically applied labels with higher priority → NOT overridden
Default labels from other libraries (lower priority) → Overridden by the library default

Data Sensitivity Labels