Starting April 28, 2025, the university will roll out sensitivity labels to Microsoft 365 files stored in OneDrive, SharePoint, and Teams. To apply a label to a Word, Excel, PowerPoint, or PDF file, you must be signed in with your Stanford University Microsoft 365 account. When you assign a label to content, it stays with the document no matter where it is filed or stored.
The university has three labels that can be applied to files with sensitive or high-risk data:
- High-Risk: This label is automatically applied when High-Risk data is detected, including PHI and PII data. This label blocks the file from being shared outside of the university.
- Secure: This label enables encrypted files to be sent or shared outside of the university.
- SU Only: This label blocks external sharing.
How to apply a sensitivity label in the desktop application
To apply a Microsoft sensitivity label to a file, open the file and follow the steps below.
From the Home tab locate Sensitivity on the toolbar.
(desktop application)
Click the drop-down arrow to expand the menu.
Select the sensitivity label that applies to the data in your file. A checkmark will appear next to the label that has been applied to your file. To remove an existing label, unselect it from the sensitivity menu.
How to apply a sensitivity label in the web application
To apply a Microsoft sensitivity label to a file, open the file and follow the steps below.
From the Home tab locate the Sensitivity feature on the toolbar.
Click the drop-down arrow to expand the menu.
Select the sensitivity label that applies to the data in your file. A colored shield will appear in the upper left to indicate the label that has been applied to your file. To remove an existing label, unselect it from the sensitivity menu.
FAQs
What types of items are sensitivity labels applied to?
At the university, you can use sensitivity labels to protect sensitive or high-risk data in Microsoft Office documents stored in OneDrive, SharePoint, and Teams.
Do all files require a label?
No. If your file doesn't require encryption, there's no need for you to apply a label.
What should I do if the sensitivity label selector doesn’t appear or won't allow me to select a label?
Remember that you must be in the Home tab to access the feature. If M365 sensitivity labels aren't appearing or functioning as expected in your Stanford University Office apps, check to ensure you are:
- Signed in with your Stanford University Microsoft 365 account , and
- Working with an updated version of Microsoft Office
Can I share sensitive information in Teams?
In the Teams platform, you can share up to 49 records with Stanford hospitals.
What type of data will automatically be labeled as sensitive?
Files that contain PHI or PII data will be automatically labeled as high-risk. When this happens, it is typically because the system has found matches of data such as social security numbers, medical record numbers, or names from various university sources.
How to know if the label is currently applied?
The way to see the currently applied label, if any, varies slightly depending upon whether you're on the desktop, web, or mobile.
- On desktop and web apps, an existing sensitivity label appears next to the file name in the upper left of the document.
- On mobile, select the three dots menu.
Can I change a file's label?
Yes, you can manually change a label. To do this, click on the Sensitivity button in the ribbon and select a different label.
What do I need to know about sharing a file externally?
If you want to share PHI or PII data with colleagues in Stanford'd hospitals or another external partner, you’ll need to change the label to “Secure.” Manually changing the high-risk label to Secure indicates your intentionality in sending PHI/PII to an external recipient.
Where can I find the sensitivity bar?
The sensitivity bar can be found on the title bar of the app next to the file name in Word, Excel, and PowerPoint. Select the button to see the report. If the file has an existing label, you'll see it displayed there. You can also select the sensitivity bar or the filename if you need to change the label. The sensitivity bar makes it easy for you to see what label is applied to your file, and to apply or change a label whenever you need to, including when saving the file.
