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If your organization has sensitivity labels configured in the Azure portal for Azure Information Protection, you will first need to migrate your labels to the Microsoft 365 Compliance center, and then the labels can be used by the supported Office apps. You can find more information on migration steps here.
Microsoft 365 licensing guidance for security & compliance.
To get their work done, people in your organization collaborate with others both inside and outside the organization. This means that content no longer stays behind a firewall—it can roam everywhere, across devices, apps, and services. And when it roams, you want it to do so in a secure, protected way that meets your organization’s business and compliance policies.
Set up and print a page of the same label. Go to Mailings Labels. Select Options. Choose Printer type, Label products, and Product number. If you don’t see your product number, select New Label and configure a custom label. Type an address or other information in the Delivery. Office 365 customers get the new Office for Mac first. You’ll have Office applications on your Mac or PC, apps on tablets and smartphones for when you're on the go, and Office Online on the web for everywhere in between. Visit office.com/myaccount to install Office for Mac. Nov 27, 2018 Office 365 Sensitivity Labels. In part 1 of this mini-series, I described the migration proces s to transform a set of Azure Information Protection (AIP) labels into Office 365 sensitivity labels. As you’ll recall, sensitivity labels are how users mark documents and messages with various levels of confidentiality. Microsoft offers a wide variety of Word templates for free and with no hassle. Whether you’re planning a holiday party, in charge of the school newsletter, or want a matching resume and cover letter combination, you can find templates for Word that fit your needs.
Sensitivity labels from the Microsoft Information Protection framework let you classify and protect your organization's data, while making sure that user productivity and their ability to collaborate isn’t hindered.
Example showing available sensitivity labels in Excel, from the Home tab on the Ribbon. In this example, the applied label displays on the status bar:
Sensitivity labels are supported for tenants in the global (public) cloud only. Currently, sensitivity labels aren't supported for tenants in other clouds such as national clouds.
Note
Sensitivity labels aren't yet available in US Government Community (GCC) organizations.
To apply sensitivity labels, users must be signed in to Office with their work or school account.
You can use sensitivity labels to:
Enforce protection settings such as encryption or watermarks on labeled content. For example, your users can apply a Confidential label to a document or email, and that label can encrypt the content and apply a Confidential watermark.
Protect content in Office apps across different platforms and devices. For a list of supported apps, see Use sensitivity labels in Office apps.
Prevent sensitive content from leaving your organization on devices running Windows by using endpoint protection in Microsoft Intune. After a sensitivity label has been applied to content that resides on a Windows device, endpoint protection can prevent that content from being copied to a third-party app, such as Twitter or Gmail. Or being copied to removable storage, such as a USB drive.
Protect content in third-party apps and services by using Microsoft Cloud App Security. With Cloud App Security, you can detect, classify, label, and protect content in third-party apps and services, such as SalesForce, Box, or DropBox, even if the third-party app or service does not read or support sensitivity labels.
Extend sensitivity labels to third-party apps and services. Using the Microsoft Information Protection SDK, third-party apps can read sensitivity labels and apply protection settings.
Classify content without using any protection settings. You can also simply assign a classification to content (like a sticker) that persists and roams with the content as it's used and shared. You can use this classification to generate usage reports and see activity data for your sensitive content. Based on this information, you can always choose to apply protection settings later.
In all these cases, sensitivity labels in Microsoft 365 can help you take the right actions on the right content. With sensitivity labels, you can classify data across your organization, and enforce protection settings based on that classification.
What a sensitivity label is
When you assign a sensitivity label to a document or email, it’s like a stamp that's applied to content that is:
Customizable. You can create categories for different levels of sensitive content in your organization, such as Personal, Public, General, Confidential, and Highly Confidential.
Clear text. Because the label is stored in clear text in the content's metadata, third-party apps and services can read it and then apply their own protective actions, if required.
Microsoft AutoUpdate makes sure your copy of Office will always be up-to-date with the latest security fixes and improvements. If you are an Office 365 subscriber, you'll also receive the newest features and tools. Check for updates and install. Open an Office app such as Word, then on the top menu, click Help Check for Updates. When you're ready to install the latest version (either a subscription or non-subscription version of Office ), follow the steps in Download and install or reinstall Office on a PC or Mac. After the installation completes, your new version of Office should update automatically, or you might get a notification an update is ready to apply. Microsoft word for mac update 2019. Mar 10, 2020 The update history information for version 16.16 and earlier also applies to Office 2016 for Mac, which is also a version of Office for Mac that’s available as a one-time purchase. Older versions up to and including 16.16 can be activated with an Office 2016 for Mac volume license. Mar 05, 2019 This article describes update 4462193 for Microsoft Word 2016 that was released on March 5, 2019. Be aware that the update in the Microsoft Download Center applies to the Microsoft Installer (.msi)-based edition of Office 2016. Jan 02, 2019 Microsoft released the following security and nonsecurity updates for Office in January 2019. These updates are intended to help our customers keep their computers up-to-date. We recommend that you install all updates that apply to you.
Persistent. After you apply a sensitivity label to content, the label is stored in the metadata of that email or document. This means the label roams with the content, including the protection settings, and this data becomes the basis for applying and enforcing policies.
In Office apps, a sensitivity label appears like a tag to users on an email or document.
Each item of content can have a single sensitivity label applied to it. An item can have both a single sensitivity label and a single retention label applied to it.
What sensitivity labels can do
Note
In addition to applying labels to emails and documents in Office apps, sensitivity labels are now also available in the following public preview releases:
After a sensitivity label is applied to an email or document, any configured protection settings for that label are enforced on the content. With a sensitivity label, you can:
Encrypt email only or both email and documents. You can choose which users or group have permissions to perform which actions and for how long. For example, you can choose to allow users in a specific group in another organization to have permissions to review the content for only 7 days after the content is labeled. Alternatively, instead of administrator-defined permissions, you can allow your users to assign permissions to the content when they apply the label.
For more information about the Encryption settings when you create or edit a sensitivity label, see Restrict access to content by using encryption in sensitivity labels.
Mark the content when you use Office apps, by adding watermarks, headers, or footers to email or documents that have the label applied. Watermarks can be applied to documents but not email. Example header and watermark:
Need to check when content markings are applied? See When Office 365 applies content marking and encryption to content.
String lengths: Watermarks are limited to 255 characters. Headers and footers are limited to 1024 characters, except in Excel. Excel has a total limit of 255 characters for headers and footers but this limit includes characters that aren't visible, such as formatting codes. If that limit is reached, the string you enter is not displayed in Excel.
Prevent data loss by turning on endpoint protection in Intune. If sensitive content gets downloaded, you can help prevent the loss of data from Windows devices. For example, you can’t copy labeled content into Dropbox, Gmail, or a USB drive. Before your sensitivity labels can use Windows Information Protection (WIP), you first need to create an app protection policy in the Azure portal.
For more information about the Endpoint data loss prevention settings when you create or edit a sensitivity label, including important prerequisites, see How Windows Information Protection protects files with a sensitivity label.
Protect content in containers such as sites and groups when you opt into the preview to use sensitivity labels with Microsoft Teams, Office 365 groups, and SharePoint sites (public preview).
Configuration options for Site and group settings don't display until you opt into the preview. Be aware that this label configuration doesn't result in documents being automatically labeled but instead, the label settings protect content by controlling access to the container where documents are stored. These settings include the privacy level, whether an Office 365 group owner can add guests to the group, and the level of access granted to an unmanaged device.
Apply the label automatically in Office apps, or recommend a label. You can choose what types of sensitive information that you want labeled, and the label can either be applied automatically, or you can prompt users to apply the label that you recommend. If you recommend a label, the prompt displays whatever text you choose. For example:
For more information about the Auto-labeling for Office apps settings when you create or edit a sensitivity label, see Apply a sensitivity label to content automatically.
Label priority (order matters)
When you create your sensitivity labels in your admin center, they appear in a list on the Sensitivity tab on the Labels page. In this list, the order of the labels is important because it reflects their priority. You want your most restrictive sensitivity label, such as Highly Confidential, to appear at the bottom of the list, and your least restrictive sensitivity label, such as Public, to appear at the top.
You can apply just one sensitivity label to a document or email. If you set an option that requires your users to provide a justification for changing a label to a lower classification, the order of this list identifies the lower classifications. However, this option does not apply to sublabels.
The ordering of sublabels is used with automatic labeling, though. When you configure labels to be applied automatically or as a recommendation, multiple matches can result for more than one label. To determine the label to apply or recommend, the label ordering is used: The last sensitive label is selected, and then if applicable, the last sublabel.
Sublabels (grouping labels)
With sublabels, you can group one or more labels below a parent label that a user sees in an Office app. For example, under Confidential, your organization might use several different labels for specific types of that classification. In this example, the parent label Confidential is simply a text label with no protection settings, and because it has sublabels, it can’t be applied to content. Instead, users must choose Confidential to view the sublabels, and then they can choose a sublabel to apply to content.
Sublabels are simply a way to present labels to users in logical groups. Sublabels don’t inherit any settings from their parent label. When you publish a sublabel for a user, that user can then apply that sublabel to content but can't apply just the parent label.
Don't choose a parent label as the default label, or configure a parent label to be auto-applied or recommended, because the parent label won't be applied to content in Office apps that use the Azure Information Protection unified labeling client.
Example of how sublabels display for users:
Editing or deleting a sensitivity label
If you delete a sensitivity label from your admin center, the label is not automatically removed from content, and any protection settings continue to be enforced on content that had that label applied.
If you edit a sensitivity label, the version of the label that was applied to content is what’s enforced on that content.
What label policies can do
After you create your sensitivity labels, you need to publish them, to make them available to people and services in your organization. The sensitivity labels can then be applied to documents and emails. Unlike retention labels, which are published to locations such as all Exchange mailboxes, sensitivity labels are published to users or groups. Sensitivity labels then appear in Office apps for those users and groups.
With a label policy, you can:
Choose which users and groups see the labels. Labels can be published to any email-enabled security group, Office 365 group, or dynamic distribution group.
Apply a default label to all new documents and email created by the users and groups included in the label policy. This option also applies to containers, if you've enabled sensitivity labels for Microsoft Teams, Office 365 groups, and SharePoint sites. Users can always change the default label if it's not the right label for their document or email. Consider using a default label to set a base level of protection settings that you want applied to all your content. However, without user training and other controls, this setting can also result in inaccurate labeling.
Require a justification for changing a label. If a user tries to remove a label or replace it with a label that has a lower order number, you can require the user provides a justification to perform this action. For example, a user opens a document labeled Confidential (order number 3) and replaces that label with one named Public (order number 1). Currently, the justification reason isn't sent to label analytics for the admin to review. However, the Azure Information Protection unified labeling client sends this information to Azure Information Protection analytics.
Require users to apply a label to their email and documents. Also known as mandatory labeling, you can require that a label must be applied before users can save documents and send emails. Use this option to help increase your labeling coverage. The label can be assigned manually by the user, automatically as a result of a condition that you configure, or be assigned by default (the default label option described above). The prompt shown in Outlook when a user is required to assign a label:
Note
Mandatory labeling requires an Azure Information Protection subscription. To use this feature, you must install the Azure Information Protection unified labeling client. This client runs only on Windows, so this feature is not yet supported on Mac, iOS, and Android.
Provide help link to a custom help page. If your users aren’t sure what your sensitivity labels mean or how they should be used, you can provide a Learn More URL that appears at the bottom of the Sensitivity label menu in the Office apps:
After you create a label policy that assigns sensitivity labels to users and groups, allow up to 24 hours for these users to see the labels in their Office apps.
There is no limit to the number of sensitivity labels that you can create and publish, with one exception: If the label applies encryption, there is a maximum of 500 labels. However, as a best practice to lower admin overheads and reduce complexity for your users, try to keep the number of labels to a minimum. Real-word deployments have proved effectiveness to be noticeably reduced when users have more than five main labels or more than five sublabels per main label.
Label policy priority (order matters)
You make your sensitivity labels available to users by publishing them in a sensitivity label policy that appears in a list on the Sensitivity policies tab on the Label policies page. Just like sensitivity labels (see Label priority (order matters)), the order of the sensitivity label policies is important because it reflects their priority. The label policy with lowest priority is shown at the top, and the label policy with the highest priority is shown at the bottom.
A label policy consists of:
- A set of labels.
- The scope of the label policy, meaning the users and groups included in the policy.
- The settings of the label policy described above (default label, justification, mandatory label, and help link).
You can include a user in multiple label policies, and the user will see all the sensitivity labels from those policies. However, a user gets the policy settings from only the label policy with the highest priority.
If you're not seeing the label or label policy setting that you expect for a user or group, and you have waited 24 hours, check the order of the sensitivity label policies. To re-order the label policies, select a sensitivity label policy > choose the ellipsis on the right > Move down or Move up.
If you use retention labels in addition to sensitivity labels, it's important to remember that priority matters for sensitivity label policies, but not for retention label policies.
Sensitivity labels and Azure Information Protection
If you have deployed labels with Azure Information Protection, use the following sections for guidance before you start to use sensitivity labels.
Azure Information Protection labels
Note
Label management for Azure Information Protection labels in the Azure portal is being deprecated March 31, 2021. Learn more from the official deprecation notice.
If you are using Azure Information Protection labels because your tenant isn't yet on the unified labeling platform, we recommend that you avoid creating sensitivity labels until you activate unified labeling. In this scenario, the labels you see in the Azure portal are Azure Information Protection labels rather than sensitivity labels. These labels can be used by the Azure Information Protection client (classic) on Windows computers, but can't be used by devices running macOS, iOS, or Android. To resolve this, migrate these labels to sensitivity labels.
The metadata applied by both sets of labels are compatible, so you don't need to relabel documents and emails when the migration is complete.
Azure Information Protection clients
When you use sensitivity labels in Office 365 ProPlus apps on Windows computers, you have a choice of using an Azure Information Protection client, or use labeling that's built into Office.
By default, built-in labeling is turned off in these apps when the Azure Information Protection client is installed. For more information, including how to change this default behavior, see Office built-in labeling client and the Azure Information Protection client.
Even when you use built-in labeling in Office apps, you can also use the Azure Information Protection unified labeling client with sensitivity labels for the following:
A scanner to discover sensitive information that's stored on-premises, and then optionally, label that content
Right-click options in File Explorer for users to apply labels to all file types
A viewer to display encrypted files for text, images, or PDF documents
A PowerShell module to discover sensitive information in files on premises, and apply or remove labels and encryption from these files.
If you are new to Azure Information Protection, or if you are an existing Azure Information Protection customer that has just migrated your labels, see Choose which labeling client to use for Windows computers from the Azure Information Protection documentation.
Sensitivity labels and Microsoft Cloud App Security
By using Cloud App Security (CAS), you can discover, classify, label, and protect content in third-party services and apps, such as SalesForce, Box, or Dropbox.
Cloud App Security works with both Azure Information Protection labels and sensitivity labels:
If the labeling admin centers have one or more sensitivity labels published to at least one user: Sensitivity labels are used.
If the labeling admin centers don't have sensitivity labels published: Azure Information Protection labels are used.
For instructions to use Cloud App Security with these labels, see Azure Information Protection integration.
Sensitivity labels and the Microsoft Information Protection SDK
Because a sensitivity label is stored as clear text in the metadata of a document, third-party apps and services can read from and write to this labeling metadata to supplement your labeling deployment. Additionally, software developers can use the Microsoft Information Protection SDK to fully support labeling and encryption capabilities across multiple platforms. To learn more, see the General Availability announcement on the Tech Community blog.
You can also learn about partner solutions that are integrated with Microsoft Information Protection.
Deployment guidance
See Get started with sensitivity labels.
-->Microsoft 365 licensing guidance for security & compliance.
Across your organization, you probably have different types of content that require different actions taken on them in order to comply with industry regulations and internal policies. For example, you might have:
Tax forms that need to be retained for a minimum period of time.
Press materials that need to be permanently deleted when they reach a certain age.
Competitive research that needs to be both retained and then permanently deleted.
Work visas that must be marked as a record so that they can't be edited or deleted.
In all of these cases, retention labels in Office 365 can help you take the right actions on the right content. With retention labels, you can classify data across your organization for governance, and enforce retention rules based on that classification.
With retention labels, you can:
Enable people in your organization to apply a retention label manually to content in Outlook on the web, Outlook 2010 and later, OneDrive, SharePoint, and Office 365 groups. Users often know best what type of content they're working with, so they can classify it and have the appropriate policy applied.
Apply retention labels to content automatically if it matches specific conditions, such as when the content contains:
Specific types of sensitive information.
Specific keywords that match a query you create.
Pattern matches for a trainable classifier.
The ability to apply retention labels to content automatically is important because:
You don't need to train your users on all of your classifications.
You don't need to rely on users to classify all content correctly.
Users no longer need to know about data governance policies - they can instead focus on their work.
Implement records management across Office 365, including both email and documents. You can use a retention label to classify content as a record. When this happens, the label can't be changed or removed, and the content can't be edited or deleted.
Apply a default retention label to a document library, folder, or document set in SharePoint, so that all documents that arrive in that location inherit the default retention label.
You create retention labels in the Microsoft 365 compliance center, Microsoft 365 security center, or Office 365 Security & Compliance Center.
How retention labels work with retention label policies
Making retention labels available to people in your organization so that they can classify content is a two-step process: first you create the retention labels, and then you publish them to the locations you choose. When you publish retention labels, a retention label policy gets created.
Retention labels are independent, reusable building blocks that are included in one or more retention label policies. The primary purpose of a retention label policy is to group a set of retention labels and specify the locations where you want those labels to appear.
When you publish retention labels, they're included in a retention label policy. Retention label names are immutable, which means that they and cannot be edited after they're created.
A single retention label can be included in many retention label policies.
A single location can also be included in many retention label policies.
Retention label policies specify the locations to publish the retention labels.
Only one retention label at a time
It's important to know that content like an email or document can have only a single retention label assigned to it at a time:
For retention labels assigned manually by end users, people can remove or change the retention label that's assigned.
If content has an auto-apply label assigned, an auto-apply label can be replaced by a retention label assigned manually by an end user.
If content has a retention label assigned manually by an end user, an auto-apply label cannot replace the manually assigned retention label.
If there are multiple rules that assign an auto-apply label and content meets the conditions of multiple rules, the retention label for the oldest rule is assigned.
Manually assigned labels are explicitly assigned; auto-apply labels are implicitly assigned; an explicit retention label takes precedence over an implicit label. For more information, see the below section on The principles of retention, or what takes precedence?.
All the information in this section applies only to retention labels. Note that an item of content can also have one sensitivity label applied to it, in addition to one retention label.
How long it takes for retention labels to take effect
When you publish or auto-apply retention labels, they don't take effect immediately:
First the label policy needs to be synced from the admin center to the locations in the policy.
Then the location may require time to make published retention labels available to end users or time to auto-apply labels to content. How long this takes depends on the location and type of retention label.
Published retention labels
If you publish retention labels to SharePoint or OneDrive, it can take one day for those retention labels to appear for end users. In addition, if you publish retention labels to Exchange, it can take 7 days for those retention labels to appear for end users, and the mailbox needs to contain at least 10 MB of data.
Auto-apply retention labels
If you auto-apply retention labels to content matching specific conditions, it can take seven days for the retention labels to be applied to all existing content that matches the conditions.
How to check on the status of retention labels published to Exchange
In Exchange Online, retention labels are made available to end users by a process that runs every seven days. By using Powershell, you can see when this process last ran and thus determine when it will run again.
Connect to Exchange Online PowerShell.
Run these commands.
In the results, the ELCLastSuccessTimeStamp (UTC) property shows when the system last processed your mailbox. If it has not happened since the time you created the policy, the labels are not going to appear. To force processing, run Start-ManagedFolderAssistant -Identity <user>.
If labels aren't appearing in Outlook on the web and you think they should be, make sure to clear the cache in your browser (CTRL+F5).
Retention label policies and locations
Different types of retention labels can be published to different locations, depending on what the retention label does.
| If the retention label is… | Then the label policy can be applied to… |
|---|---|
| Published to end users | Exchange, SharePoint, OneDrive, Office 365 groups |
| Auto-applied based on sensitive information types | Exchange (all mailboxes only), SharePoint, OneDrive |
| Auto-applied based on a query | Exchange, SharePoint, OneDrive, Office 365 groups |
In Exchange, auto-apply retention labels (for both queries and sensitive information types) are applied only to messages newly sent (data in transit), not to all items currently in the mailbox (data at rest). Also, auto-apply retention labels for sensitive information types can apply only to all mailboxes; you can't select the specific mailboxes.
Exchange public folders and Skype do not support labels.
How retention labels enforce retention
Retention labels can enforce the same retention actions that a retention policy can. You can use retention labels to implement a sophisticated content plan (or file plan). For more information on how retention works, see Overview of retention policies.
In addition, a retention label has two retention options that are available only in a retention label and not in a retention policy. With a retention label, you can:
Trigger a disposition review at the end of the retention period, so that SharePoint and OneDrive documents must be reviewed before they can be deleted. For more information, see Overview of disposition reviews.
Start the retention period from when the content was labeled, instead of the age of the content or when it was last modified. This option applies only to content in SharePoint sites and OneDrive accounts. For Exchange email, the retention period is always based on the date when the message was sent or received, no matter which option you choose here.
Where published retention labels can appear to end users
If your retention label will be assigned to content by end users, you can publish it to:
Outlook on the web
Outlook 2010 and later
OneDrive
SharePoint
Office 365 groups (both the group site and group mailbox in Outlook on the web)
The sections that follow explain how labels appear in different apps to people in your organization.
Outlook on the web
To label an item in Outlook on the web, right-click the item > Assign policy > choose the retention label.
After the retention label is applied, you can view that retention label and what action it takes at the top of the item. If an email is classified and has an associated retention period, you can know at a glance when the email will expire.
You can also apply retention labels to folders, in which case:
All items in the folder automatically get the same retention label, except for items that have had a retention label applied explicitly to them. Explicitly labeled items keep their existing retention label. For more information, see the below section on the principles of retention.
If you change or remove the default retention label for a folder, the retention label's also changed or removed for all items in the folder, except items with explicit retention labels.
If you move an item with a default retention label from one folder to another folder with a different default retention label, the item gets the new default retention label.
If you move an item with a default retention label from one folder to another folder with no default retention label, the old default retention label is removed.
Outlook 2010 and later
To label an item in the Outlook desktop client, select the item. On the Home tab on the ribbon, click Assign Policy, and then choose the retention label.
You can also right-click an item, click Assign Policy in the context menu, and then choose the retention label.
After the retention label is applied, you can view that retention label and what action it takes at the top of the item. If an email has a retention label applied that has an associated retention period, you can see at a glance when the email expires.
You can also apply retention labels to folders. This works the same in Outlook 2010 and later as it does in Outlook on the web. See the previous section for more info.
OneDrive and SharePoint
To label a document (including OneNote files) in OneDrive or SharePoint, select the item > in the upper-right corner, choose Open the details pane > Apply retention label > choose the retention label.
You can also apply a retention label to a folder or document set, and you can set a default retention label for a document library. See the section below for more information.
After a retention label is applied to an item, you can view it in the details pane when that item's selected.
You can also create a view of the library that contains the Labels column or Item is a Record column, so that you can see at a glance the retention labels assigned to all items and which items are records. Note, however, that you can't filter the view by the Item is a Record column.
Office 365 groups
When you publish retention labels to an Office 365 group, the retention labels appear in both the group site and group mailbox in Outlook on the web. The experience of applying a retention label to content is identical to that shown above for email and documents.
To retain content for an Office 365 group, you need to use the Office 365 groups location. Even though an Office 365 group has an Exchange mailbox, a retention policy that includes the entire Exchange location won't include content in Office 365 group mailboxes.
In addition, it's not possible to use the Exchange location to include or exclude a specific group mailbox. Although the Exchange location initially allows a group mailbox to be selected, when you try to save the retention policy, you receive an error that 'RemoteGroupMailbox' is not a valid selection for the Exchange location.
Applying a retention label automatically based on conditions
One of the most powerful features of retention labels is the ability to apply them automatically to content that matches certain conditions. In this case, people in your organization don't need to apply the retention labels. Office 365 does the work for them.
Auto-apply retention labels are powerful because:
You don't need to train your users on all of your classifications.
You don't need to rely on users to classify all content correctly.
Users no longer need to know about data governance policies - they can focus on their work.
You can choose to apply retention labels to content automatically when that content contains:
It can take up to seven days for auto-apply retention labels to be applied to all content that matches the conditions you've configured.
Tip
See Manage the lifecycle of SharePoint documents with retention labels for a detailed scenario about using managed properties in SharePoint to auto-apply retention labels and implement event-driven retention.
Auto-apply retention labels to content with specific types of sensitive information
When you create auto-apply retention labels for sensitive information, you see the same list of policy templates as when you create a data loss prevention (DLP) policy. Each policy template is preconfigured to look for specific types of sensitive information. For example, the template shown here looks for U.S. ITIN, SSN, and passport numbers. To learn more about DLP, see Overview of data loss prevention policies.
After you select a policy template, you can add or remove any types of sensitive information, and you can change the instance count and match accuracy. In the example shown here, a retention label will be auto-applied only when:
The content contains between 1 and 9 instances of any of these three sensitive information types. You can delete the max value so that it changes to any.
The type of sensitive information that's detected has a match accuracy (or confidence level) of at least 75. Many sensitive information types are defined with multiple patterns, where a pattern with a higher match accuracy requires more evidence to be found (such as keywords, dates, or addresses), while a pattern with a lower match accuracy requires less evidence. Simply put, the lower the min match accuracy, the easier it is for content to match the condition.
For more information on these options, see Tuning rules to make them easier or harder to match.
Auto-apply labels to content with keywords or searchable properties
You can auto-apply labels to content that satisfies certain conditions. The conditions now available support applying a label to content that contains specific words, phrases, or values of searchable properties. You can refine your query by using search operators like AND, OR, and NOT.
For more information on query syntax, see:
Query-based labels use the search index to identify content. For more information on valid searchable properties, see:
Examples queries:
- Exchange
- subject:'Quarterly Financials'
- recipients:garthf@contoso.com
- SharePoint and OneDrive for Business
- contenttype:contract
- site:https://contoso.sharepoint.com/sites/teams/procurement AND contenttype:contract
Auto-apply labels to content by using trainable classifiers
When you choose the option for a trainable classifier, you can select one of the built-in classifiers, or a custom classifier. The built-in classifiers include Offensive Language, Resumes, SourceCode, Targeted Harassment, Profanity, and Threat:
To automatically apply a label by using this option, SharePoint Online sites and mailboxes must have at least 10 MB of data.
For more information about trainable classifiers, see Getting started with trainable classifiers (preview).
For an example configuration, see How to prepare for and use a built-in classifier.
Applying a default retention label to all content in a SharePoint library, folder, or document set
In addition to enabling people to apply a retention label to individual documents, you can also apply a default retention label to a SharePoint library, folder, or document set, so that all documents in that location get the default retention label.
For a document library, this is done on the Library settings page for a document library. When you choose the default retention label, you can also choose to apply it to existing items in the library.
For example, if you have a tag for marketing materials, and you know a specific document library contains only that type of content, you can make the Marketing Materials tag the default for all documents in that library.
If you apply a default retention label to existing items in the library, folder, or document set:
All items in the library, folder, or document set automatically get the same retention label, except for items that have had a retention label applied explicitly to them (such as records). Explicitly labeled items keep their existing label. For more information, see the below section on The principles of retention, or what takes precedence.
If you change or remove the default retention label for a library, folder, or document set, the retention label is also changed or removed for all items in the library, folder, or document set, except items with explicit retention labels (such as records).
If you move an item with a default retention label from one site collection, library, folder, or document set to another site collection, library, folder, or document set that has a different label, the item keeps its existing default retention label, even if the new location has a different default retention label. If the item does not have a label before moving, it will take on the default retention label of the new location.
Records: If you apply a default record label to a library, folder, or document set, then a record label is applied to all the individual items within those locations. When you move a new item into a location with a record label, that item is labeled a record. However, if you change the default retention label to a label that doesn't declare content as a record, that action does not remove the record label from the individual items; those items retain their record label. Only a site collection admin can explicitly remove or change the retention label of record items.
For more information about retention labels that declare content as a record, see Overview of records.
Applying a retention label to email by using rules
In Outlook 2010 or later, you can create rules to apply a retention label or retention policy.
For example, you can create a rule that applies a specific retention label to all messages sent to or from a specific distribution group.
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To create a rule, right-click an item > Rules > Create Rule > Advanced Options > Rules Wizard > apply retention policy.
Classifying content without applying any actions
When you create a retention label, you can do so without turning on any retention or other actions, as shown below. In this case, you can use a retention label simply as a text label, without enforcing any actions.
For example, you can create a retention label named 'Review later' with no actions, and then auto-apply that retention label to content with sensitive information types or queried content.
Using retention labels for records management
You can use retention labels to declare content as a record. This lets you implement a single, consistent records-management strategy across Office 365. For more information, see Overview of records.
Using a retention label as a condition in a DLP policy
A retention label can enforce retention actions on content. In addition, you can use a retention label as a condition in a data loss prevention (DLP) policy, and the DLP policy can enforce other actions, such as restricting access, on content that contains a specific label.
For more information, see Using a label as a condition in a DLP policy.
Monitor retention labels
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After you publish or auto-apply your retention labels, you'll want to verify that they're being applied to content as you intended. To monitor your retention labels, you can use the:
Label Activity Explorer. With the explorer (shown below), you can quickly search and view retention label activity for all content across SharePoint and OneDrive for Business over the past 30 days. For more information, see View label activity for documents.
Label analytics page. In the Microsoft 365 compliance center and Microsoft 365 security center, you can quickly view your top labels and where they're applied. You can also view all content with a specific label. For more information, see View label usage with label analytics.
Data governance reports. With these reports, you can quickly view retention label trends and activity for all content across Exchange, SharePoint, and OneDrive for Business over the past 90 days. For more information, see View the data governance reports.
Using Content Search to find all content with a specific retention label applied to it
After retention labels are assigned to content, either by users or auto-applied, you can use content search to find all content that's classified with a specific retention label.
When you create a content search, choose the Compliance Tag condition, and then enter the complete label name or part of the label name and use a wildcard. For more information, see Keyword queries and search conditions for Content Search.
The principles of retention, or what takes precedence?
It's possible or even likely that content might have several retention policies applied to it, each with a different action (retain, delete, or both) and retention period. What takes precedence? At the highest level, rest assured that content being retained by one policy can't be permanently deleted by another policy.
To understand how different labels with retention actions are applied to content, keep these principles of retention in mind:
Retention wins over deletion. Suppose that one retention policy says to delete Exchange email after three years, but another retention policy says to retain Exchange email for five years and then delete it. Any content that reaches three years old will be deleted and hidden from the users' view, but still retained in the Recoverable Items folder until the content reaches five years old, when it will be permanently deleted.
The longest retention period wins. If content's subject to multiple policies that retain content, it will be retained until the end of the longest retention period.
Explicit inclusion wins over implicit inclusion. This means:
If a retention label with retention settings is manually assigned by a user to an item, such as an Exchange email or OneDrive document, that retention label takes precedence over both a policy assigned at the site or mailbox level and a default retention label assigned by the document library. For example, if the explicit retention label says to retain for 10 years, but the retention policy assigned to the site says to retain for only five years, the retention label takes precedence. Auto-applied retention labels are considered implicit, not explicit, because they're applied automatically by Office 365.
If a retention policy includes a specific location, such as a specific user's mailbox or OneDrive for Business account, that policy takes precedence over another retention policy that applies to all users' mailboxes or OneDrive for Business accounts but doesn't specifically include that user's mailbox.
The shortest deletion period wins. Similarly, if content's subject to multiple policies that delete content (with no retention), it will be deleted at the end of the shortest retention period.
Understand that the principles of retention work as a tie-breaking flow from top to bottom: If the rules applied by all policies or labels are the same at one level, the flow moves down to the next level to determine precedence for which rule is applied.
Finally, a retention policy or label cannot permanently delete any content that's on hold for eDiscovery. When the hold is released, the content again becomes eligible for the cleanup process described above.
Precedence for auto-labeling with trainable classifiers
All retention labels that are configured for trainable classifiers are evaluated simultaneously. If an item is detected by more than one trainable classifier, the following criteria is used to determine which retention label to apply:
Retention labels configured for retain-only or retain and then delete have a higher priority over retention labels that are configured for delete-only.
For retention labels that are configured for retain-only or retain and then delete, the retention label that is configured for the longest retention period wins.
For retention labels that are configured for delete-only, the retention label that has been configured for the shortest period wins.
Retention labels with the same action and the same period result in a retention label selection that is non-deterministic.
Use retention labels instead of these features
Retention labels can easily be made available to an entire organization and its content across Office 365, including Exchange, SharePoint, OneDrive, and Office 365 groups. If you need to classify content or manage records anywhere in Office 365, we recommend that you use retention labels.
There are several other features that have previously been used to classify content or manage records in Office 365. These are listed below. These features will continue to work side by side with retention labels. While there are instances where the implementation of retention labels differs from previous features, the evolution of retention labels will drive the future of records management across Office 365. Therefore, moving forward, for data governance, we recommend that you use retention labels instead of these features.
Exchange Online
- Retention tags and retention policies, also known as messaging records management (MRM) (Deletion only)
SharePoint Online and OneDrive for Business
Configuring in place records management (Retention)
Introduction to the Records Center (Retention)
Information management policies (Deletion only)
Permissions
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Members of your compliance team who will create retention labels need permissions to the Security & Compliance Center. By default, your tenant admin has access to this location and can give compliance officers and other people access to the Security & Compliance Center, without giving them all of the permissions of a tenant admin. To do this, we recommend that you go to the Permissions page of the Security & Compliance Center, edit the Compliance Administrator role group, and add members to that role group.
For more information, see Give users access to the Office 365 Security & Compliance Center.
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These permissions are required only to create and apply retention labels and a label policy. Policy enforcement does not require access to the content.
Find the PowerShell cmdlets for labels
Microsoft Office 365 For Mac Labels 2017
To use the label cmdlets, you need to:
Microsoft Office 365 For Mac Labels 2017
Use these Office 365 Security & Compliance Center cmdlets: