You need to protect sensitive information in your emails from being forwarded or printed. Outlook sensitivity labels apply visual markings and enforce protection settings on messages. This article explains the difference between Confidential and Private labels and provides steps to apply them.
Key Takeaways: Applying Sensitivity Labels in Outlook
- Sensitivity button on the ribbon: Apply labels like Confidential or Private directly from the message compose window.
- File > Info > Protect Message: Access the same labeling options from the backstage view before sending.
- Do Not Forward permission: A common protection attached to the Confidential label that prevents recipients from forwarding, copying, or printing.
What Outlook Sensitivity Labels Do
Sensitivity labels are part of Microsoft Purview Information Protection. They classify and protect emails based on their content. Administrators define labels like Confidential and Private in the Microsoft 365 admin center.
These labels perform two main actions. First, they add a visual header or footer to the email. Second, they can enforce protection settings such as encryption and usage restrictions. The labels are stored in the message metadata and travel with the email.
Prerequisites for Using Labels
Your organization must have a Microsoft 365 plan that includes sensitivity labeling. Common plans are Microsoft 365 E3 or E5. An administrator must publish the labels to your user account or group. You must use the Outlook desktop app for Windows or the Outlook web app. The mobile app supports viewing labeled emails but may not support applying all labels.
Steps to Apply a Sensitivity Label
The primary method is from the message composition window. Ensure you are connected to your Microsoft 365 account.
- Compose a new email
Click New Email in Outlook. Address the email and write your message as usual. - Locate the Sensitivity button
On the Message tab of the ribbon, find the Sensitivity button. It is in the Tags group, often next to the Priority and Follow Up buttons. The icon resembles a tag. - Select your label
Click the Sensitivity button. A dropdown menu shows available labels like Confidential, Private, General, and Public. Click the label you want to apply. - Verify the label is applied
A visual indicator appears below the ribbon, such as Confidential. Send your email. The label and its protection will be attached.
Alternative Method via File Menu
You can also apply labels from the backstage view.
- Go to File > Info
While composing your email, click the File tab in the top-left corner. Select Info from the left pane. - Click Protect Message
On the Info screen, click the Protect Message button. Select Sensitivity from the submenu. - Choose the label
Select the desired label from the list, such as Confidential. Return to the message and send it.
Common Mistakes and Limitations
Label Options Are Grayed Out or Missing
If the Sensitivity button is missing, your account may not have labels published. Contact your IT administrator. If you use a POP or IMAP account, sensitivity labels are not supported. You need a Microsoft 365 work or school account.
Recipients Cannot Open a Labeled Email
Labels with encryption require recipients to authenticate. They may need to sign in with their Microsoft 365 account or use a one-time passcode. External users might receive instructions via email to access the content.
Label Does Not Appear on Sent Email
The visual marking might be configured as a footer only. Check the bottom of the received email. Some email clients may not display the marking correctly. The protection settings are still enforced regardless of the visual cue.
Confidential vs Private Label Comparison
| Item | Confidential | Private |
|---|---|---|
| Typical Use Case | Business data like financial reports or strategic plans | Internal communications not for external sharing |
| Common Protection | Encryption with Do Not Forward permissions | Visual marking only, often no encryption |
| User Action Allowed | View and reply, but cannot forward, copy, or print | All actions typically allowed |
| Visual Marking | Header or footer stating CONFIDENTIAL | Header or footer stating PRIVATE |
| Recipient Experience | May require sign-in to read | Opens like a normal email |
You can now apply sensitivity labels to control how your emails are used. Try labeling a test email to yourself to see the result. For advanced control, ask your admin about custom labels that apply automatic encryption based on content keywords.