You can now encrypt and control access to sensitive emails and documents directly in Microsoft 365. Sensitivity labels built-in to applications like Outlook, Word, Excel, and PowerPoint allow you to easily secure sensitive content and help to prevent unauthorized disclosure, modification, or duplication.
While Pitt Digital strongly recommends that users share sensitive information via secure file-sharing platforms, sensitivity labels provide essential protections when email is your only option.
Use sensitivity labels when sharing research data, personnel information, financial documents, or other content that shouldn't be freely forwarded or accessed. Users will be able to select from the following labels to appropriately restrict sensitive content:
- Private (for external collaboration): Encrypts documents and emails so they can be securely shared with external (non-Pitt) collaborators. Recipients may need to verify their email to gain access.
- Restricted (for sensitive external sharing): Applies the same protections as Private but also prevents external collaborators from forwarding emails with this label. They will still be able to Reply.
- Pitt Read-Only (for internal use only): Encrypts documents and emails so they can only be accessed by individuals with a Pitt email address and prevents any recipient from modifying or duplicating the content. External recipients will not be able to view or access this content.
For more information on how to appropriately label sensitive data, please refer to the Data Risk Classification and Compliance Operating Standard.
To apply a label, click the Sensitivity button in a Microsoft Office application (typically in the top right corner of the ribbon), expand the University of Pittsburgh menu, and select the desired label. Full instructions are available in our Data Sensitivity Labels Security Guide.
After a label is applied, recipients and collaborators will be required to verify their identity before accessing the shared content. Pitt users will sign-in to Microsoft 365 via Pitt Passport; external (non-Pitt) users receive a one-time passcode sent to their email address.
If you experience any issues, please submit a ticket to the Technology Help Desk or call +1-412-624-HELP (4357).
