DLP Pilot - User Guide - Email Labeling

Skip to a section: Apply a Sensitivity Label to an Email in Outlook | Best Practices | Troubleshooting | Need Help?

Apply a Sensitivity Label to an Email in Outlook 

Why Use a Sensitivity Label? 

Sensitivity labels help protect organizational data by classifying email content and applying appropriate security controls.

Outlook Desktop: 

Before Sending an Email 

1. Select New Email. 

2. Compose your message. 

3. On the Message tab, select Sensitivity. 

4. Choose the appropriate label. 

5. Verify the label appears in the email. 

6. Select Send. 

Outlook on the Web:

Before Sending an Email 

1. Select New Mail. 

2. Compose your message. 

3. Select Sensitivity from the toolbar. 

4. Choose the appropriate label. 

5. Confirm the label is displayed. 

6. Select Send. 

Choose the Right Label:

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information, personal cell phone numbers, departmental standard operating practices, internal memos, incomplete or unpublished research.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.

Before You Click Send:

✅ Applied the correct sensitivity label 
✅ Reviewed recipients and distribution lists 
✅ Verified attachments are appropriate for the selected label 
✅ Confirmed no sensitive information is being sent to unauthorized recipients 

Need to Change a Label? 

• Open the draft email. 

• Select the current sensitivity label. 

• Choose a new label (or None, if permitted). 

• Save changes and send. 

Note 

Justification is required when: 

• Downgrading a label (for example, Confidential to Internal) 

• Removing a label completely 

Best Practices

✅ Apply a sensitivity label before sending emails. 
✅ Choose the highest appropriate classification for the content. 
✅ Verify recipients are authorized to receive confidential information. 
✅ Review attachments to ensure they are labeled appropriately. 
✅ When in doubt, select a more restrictive label or consult your manager or Information Security team. 

Troubleshooting

I do not see the Sensitivity button 

• Restart Outlook. 

• Ensure you are signed in with your corporate account. 

• Contact the Enterprise Data Management Support Services ticket queue at : Request Form - Enterprise Data Management Support  and select the DLP Labeling ticket type if the issue persists. 

The label is grayed out 

• Your organization may require a specific label. 

• Some policies automatically assign labels based on content. 

Recipients cannot open the email 

• Verify the recipient has permission to access protected content. 

• Contact the Information Security team for assistance. 

Need Help?

If you do not see the Sensitivity button or cannot apply a label, contact the Enterprise Data Management Support Services ticket queue at: Request Form - Enterprise Data Management Support  and select the DLP Labeling ticket type. 

Remember: When in doubt, choose the more restrictive label or consult your manager before sending.