DLP Pilot - User Guide - Applying Sensitivity Labels to PDF Files

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Applying Sensitivity Labels to PDF Files 

Purpose 

Sensitivity labels help protect confidential information by classifying and securing documents according to your organization's data protection policies. Applying a sensitivity label to a PDF ensures the document is appropriately marked and protected before sharing.

Prerequisites 

Before labeling a PDF: 

• You must have a paid desktop version of Adobe Acrobat to label a PDF. 
• You must have the appropriate Microsoft 365 sensitivity labeling permissions. 
• Microsoft Purview Information Protection labels must be configured for your organization. 
• Adobe Acrobat must have Microsoft Information Protection (MIP) integration enabled. 
• The PDF file must be accessible on your local device or network location. 

Method 1: Apply a Sensitivity Label from Adobe Acrobat 

Step 1: Open the PDF 

1. Launch Adobe Acrobat. 
2. Open the PDF document you want to label. 

Step 2: Access Sensitivity Labels 

1. Select Protect a PDF from the Adobe tools.

2. Click Select a Microsoft Sensitivity Label. 

3. If prompted, sign in with your ECU Microsoft 365 account.

Step 3: Choose a Label 

1. Select the appropriate label from the list. 

2. Click Apply to add label to PDF. 

Step 4: Save the Document 

1. After selecting the label, click Save. 

2. The label is applied to the PDF. 

2. Any associated protections (encryption, access restrictions, watermarking, etc.) are applied automatically based on organizational policy. 

Change a Label 

If PDF content changes: 

1. Click Update Label in the blue banner or click Select a Microsoft Sensitivity Label in the Protect a PDF tool. 

2. Select a new label. 

3. Provide justification if prompted. 

4. Save the document. 

Note: Downgrading or removing a label requires business justification. 

Verify the Applied Label 

To confirm the label is applied: 

• Open the PDF. 
• Look for the blue banner across top of document screen that shows which label is applied to the PDF. 

Label Definitions:

Label	Use For
Public	Public data includes, but is not limited to: Advertising, product and service information, directory listings, published research, presentations or papers, job postings, press releases.
Internal	Internal data includes, but is not limited to: Budget and salary information, personal cell phone numbers, departmental standard operating practices, internal memos, incomplete or unpublished research. While some forms of internal data can be made available to the public, the data is not freely disseminated without appropriate authorization.
Confidential	Confidential/sensitive data includes, but is not limited to: Passport data, certain research data (e.g., proprietary or otherwise protected), Faculty/Staff data that are not open to inspection according to state statute, and Student data that are not designated as directory information.
Highly Restricted	Highly restricted data includes, but is not limited to: Social Security Numbers, payment card numbers, protected health information (HIPAA), substance use disorder patient medical records (42 CFR Part 2 data), and restricted information protected by nondisclosure agreements, restricted research data, and critical IT infrastructure data.

Troubleshooting

Select a Microsoft Sensitivity Label Button Not Visible 

• Verify you are signed in with your ECU Microsoft 365 account. 
• Confirm the Microsoft Information Protection add-in is installed. 

Unable to Apply a Label 

• Ensure the file is not read-only. 
• Verify you have permissions to use the selected label. 
• Verify you have a paid desktop version of Adobe Acrobat. 
• Close and reopen the document and try again. 

Label Changes Not Saving 

• Save the PDF with a new filename. 
• Confirm you have write access to the storage location. 

Best Practices

✅ Apply a sensitivity label immediately after creating or receiving a PDF. 
✅ Select the lowest label that adequately protects the data. 
✅ Review organizational data-classification requirements regularly. 
✅ Verify encryption and access restrictions before sharing confidential PDFs. 

Support

If you experience issues applying sensitivity labels to PDF files, contact Enterprise Data Management Support Services at Request Form - DLP Labeling and provide: 

• PDF filename
• Label selected  
• Screenshot of any error messages 
• Adobe Acrobat version 
• Microsoft 365 account used 

This information will help expedite troubleshooting and resolution.