M365 - How do I use the Data Classification Toolbar?
Classification of all documents is mandatory. Emails that contain important, restricted/sensitive information should also be classified.
The Data Classification Toolbar in Office applications is used to set the data classification of the document or email you are working on.
The toolbar contains five buttons, one for each of the classifications:
- Personal
- Public
- Internal
- Restricted
- Sensitive
The classifications are described in the Information & Security Policy: Volue Information Security Policy
When the document is new or has not been classified before, the toolbar will show the five classifications. You classify the document by pressing the correct classification button.
When the document is classified before, it will show the active classification on the toolbars left side. To change classification, press the edit (pencil) button to the right of the classification name and select another classification.
Where will I find Labels?
Open word, excel or PowerPoint file and you will find labels under icon Sensitivity.
Select label and apply label to your document.
Classifying your document.
Users can assign predefined or customized labels manually. This image shows the default labels from AIP that users can apply to their document from within Microsoft Word. Labels can be applied on Word, Excel and PowerPoint.
As long there is no label selected to a file/document you will see “Not Set” on the top left of your word file
Private:
Any private documents can be labeled Private. These files should be save in OneDrive.
These files have private data for personal use only.
Public:
This label applies to information that may be accessible to anyone, without special access rights. Examples of such information may be web pages, course listings or printed material that is freely distributed. Data freely available outside Volue or intended for public use.
Internal:
Organizational data not intended for public use. However, they can be shared with external partners as needed. Examples include an internal telephone directory for the company, organization charts, internal standards and most of the internal communication
Restricted
File is encrypted. This label means that file has sensitive information. You can share this document inside and outside of your organization with caution and appropriate business justification.
Sensitive:
This file considered to have highly sensitive information. When the Sensitive label is used, several technical restrictions are applied on the document:
-
The document is encrypted and access control with log is activated.
-
It will not be possible to print or take a screenshot of the document.
Change or delete label:
If a label is already used on a document and you want to change it, you can just select another label. If the labels do not appear on the label bar, first click the Edit Label icon next to the current label value, and the labels will appear. To delete a label from a document, first click Edit Label, and then click the Delete Label icon on the far right of the label bar.
Classification is compulsory/mandatory for Users:
Its compulsory to select a label before editing any word, excel or ppt file in Office365.
Open document and select your label as shown in the pic
