How to Apply Data Classification Labels in Office and Outlook
Why use classification labels?
Teach First is introducing data classification labels to help staff handle information responsibly and consistently. These labels appear in Microsoft Office apps (Word, Excel, PowerPoint) and Outlook, and help you identify and indicate the sensitivity of the content you’re working with.
Important: In this first phase, labels are informational only. They do not apply encryption or restrict access. They are simply a way for you to help identify how sensitive a document or email is.
Available Labels
Label
When to Use
Public
For documents or emails that are approved for public release or already in the public domain.
Internal
For routine internal communication or documents. No sensitive data.
Confidential - Internal
For internal information that is sensitive and restricted to specific staff or teams.
Confidential - External
For highly sensitive internal or third-party data, especially if under NDA or contract.
If unsure which label to apply, choose the more restrictive option and contact the Information Security team for help.
How to Apply a Label in Word, Excel, or PowerPoint
- Open your document.
- In the Home tab, look for the Sensitivity button on the ribbon.
- Click the Sensitivity drop-down.
- Select the appropriate label from the list.
- The selected label will now appear at the top of your document window.
- Save your document to apply the label.
How to Apply a Label in Outlook
For a new email:
- Click New Email to compose a message.
- In the message window, go to the Options tab.
- Click the Sensitivity button in the ribbon.
- Choose the appropriate label.
- The selected label will appear above the email body.
For received emails:
- You cannot change the label on emails you receive, but you can see the label applied by the sender (if any).
Changing or Removing a Label
- To change a label, just select a different option from the Sensitivity menu.
- To remove a label entirely, select None from the list.
FAQs
Q: Does applying a label restrict who can see the document?
A: Not yet. In this phase, labels are informational only. They do not enforce access controls.
Q: Can I create my own labels?
A: No. The classification labels are centrally managed to ensure consistency.
Q: What happens if I label something incorrectly?
A: Don’t worry! You can simply update the label. If you're unsure, label it more restrictively or contact Information Security for advice.
Need Help?
Contact the Information Security Team via infrastructureandsecurity@teachfirst.org.uk or search the intranet for "data classification" for further guidance.