New Sensitivity Labels for Secure Microsoft Collaboration

On April 28, 2025, the university will introduce new security protection labels for Microsoft 365 files stored in OneDrive, SharePoint, and Teams.

These labels, known as sensitivity labels, will enable you to classify and protect files that contain sensitive or high-risk data. This will help facilitate secure data sharing with colleagues across Stanford’s hospitals and clinics while maintaining seamless collaboration.

No impact to email

This new label feature applies only to files you share directly from OneDrive and SharePoint Online applications. Currently, there are no changes to how email attachments are sent. You may continue using the Secure Email Service for sending moderate or high-risk data via email.

Types of sensitivity labels

Starting April 28, when you open a Microsoft file, you’ll see a new feature on your toolbar—the sensitivity label selector.

At the university, three types of labels are available for you to use to classify files with sensitive or high-risk data:

Secure: This label enables you to share encrypted high-risk data outside the Stanford University Microsoft 365 system for an authorized university purpose. This includes sharing with Stanford Health Care, Stanford Medicine Children’s Health, or another destination appropriate for university-related activities.
High Risk: This label is automatically applied when high-risk data is detected, including data that contains Protected Health Information (PHI) and Personally Identifiable Information (PII). Files labeled as “high-risk” cannot be shared outside of Stanford University.
SU Only: This label allows for the transmission of confidential files within the university but blocks external sharing.

Before you begin

Here are a few important points to know:

Use labels with sensitive files. Apply labels to files with sensitive or high-risk content. Visit Risk Classifications to learn more about high-risk data.
Labels aren’t mandatory. If your file doesn’t require encryption, there’s no need for you to select a label.
Select “Secure” to share high-risk data externally. To share a file that is labeled “high-risk” with colleagues in Stanford’s hospitals or another external partner, you must manually change the file label to “Secure.”

Ready to start?

To apply a label, open the file, go to the Home tab, and click Sensitivity to expand the menu.

From there, you can choose the label that applies to your document, spreadsheet, or presentation. To learn more about using labels and review the related FAQs, visit How to Use Sensitivity Labels.