Data security has become more important than ever in today’s digital world. Microsoft 365 offers powerful tools to protect and manage your data. One of these tools is the use of Labels and Label Policies. In this article, we will explain step-by-step how to create Labels and Label Policies in Microsoft 365 to protect your documents and control access to them.
What is a Label?
A Label in Microsoft 365 is a feature used to classify and protect your data. When a specific label is applied, it triggers certain security and compliance policies. For example, applying a “Confidential” label to a document ensures that only specific users can view it.
What is a Label Policy?
A Label Policy defines the rules for how and where labels are applied. These policies help control how certain user groups use specific labels and which data these labels can be applied to.
Steps to Create Labels and Label Policies
Step 1: Access the Microsoft 365 Compliance Center
First, you need to access the Microsoft 365 Compliance Center. You can find this center in the Microsoft 365 admin portal.
Step 2: Creating a Label
- In the Compliance Center, navigate to the Information Protection section from the left menu.
- Click on Labels.
- Click the Create a label button.
- Provide a name and description for your label, such as “Confidential Document”.
- Click Next.
- In the Scope section, select the types of content this label will apply to. Choose “Documents” to apply it to documents only.
- In the Label settings section, define the protection and encryption policies that will be applied when this label is used. For example, select “Encryption” and specify that only certain users can access the document.
- After completing all steps, click Create.
Step 3: Creating a Label Policy
- In the Compliance Center, go to the Information Protection section again.
- Click on Label policies.
- Click the Publish labels button.
- Select the labels you want to publish (e.g., “Confidential Document”).
- Click Next.
- Select the users and groups to which the label policy will apply. This ensures that specific users can apply these labels.
- Review the policy settings and click Publish.
Step 4: Applying and Managing Labels
- Users can apply labels by clicking the Sensitivity button in the Home tab of Microsoft 365 applications (Word, Excel, PowerPoint, etc.).
- Select the appropriate label to apply protection and access control to the document.
- Admins can monitor the use of labels through the Compliance Center and update policies as needed.
Conclusion
Microsoft 365 allows you to classify and protect your documents with Labels and Label Policies. By following these steps, you can enhance your organization’s data security and meet compliance requirements. Remember to regularly review and update your policies.
