Data Protection Issues

How to Apply a Default Sensitivity Label to Microsoft Office Documents

Ayan Masood Sep 30, 2026 869 views

Question details

Configure Microsoft Office to automatically apply a default sensitivity classification (such as Confidential) to newly created documents while allowing users to manually adjust it later.

How to Apply a Default Sensitivity Label to Microsoft Office Documents

Product: Microsoft Purview / Microsoft Office
Device & OS: not provided
Scenario: Automating information protection by assigning a baseline sensitivity label to all newly created corporate files.
Observed behavior: New documents automatically receive the designated default sensitivity label upon creation, without requiring detected sensitive content.

Before you start

Ensure you have the necessary administrative permissions in the Microsoft Purview compliance portal and that your desired sensitivity labels are already created.

Solution 1Recommended

Configure a Default Label via Microsoft Purview Label Policy

Publish your sensitivity label through a Microsoft Purview policy and set it as the default label for all new documents and emails created by targeted users.

This method is the standard approach for assigning a baseline classification to user-created files. Unlike auto-apply labeling (which triggers based on detected sensitive information), a default label applies automatically to all new content regardless of what is typed.

Access the Compliance Portal

Log in to the Microsoft Purview compliance portal using your administrator credentials and navigate to 'Solutions' > 'Information protection'.

Open Label Policies

Click on the 'Label policies' tab. Select 'Publish label' to create a new policy, or select an existing policy and click 'Edit policy'.

Select Target Users

Follow the wizard to choose which sensitivity labels to publish and specify the users and groups the policy will apply to.

Set Default Document Label

When you reach the 'Default settings for documents' page in the wizard, click the dropdown menu and select the label you want applied by default (e.g., Confidential).

Submit the Policy

Complete the remaining wizard steps, such as deciding if users must provide a justification when removing or lowering a classification, and click 'Submit' to publish the policy.

Configure a Default Label via Microsoft Purview Label Policy

Policy Propagation: It can take up to 24 hours for newly published sensitivity label policies to propagate and appear in Microsoft Office desktop and web applications.

Solution 2

Set a Default Sensitivity Label for a SharePoint Document Library

Enforce a default sensitivity label for all newly created or edited files within a specific SharePoint library rather than globally.

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While Microsoft Purview handles complex enterprise-wide sensitivity labeling, WPS Office offers a free, lightweight alternative with robust built-in document encryption and password protection. Enjoy high compatibility with Microsoft Word, Excel, and PowerPoint files while keeping your private data secure.

1. Open Your Document: Launch WPS Office and open the document you wish to secure.
2. Access Encryption Settings: Click on 'Menu', navigate to 'Document Encryption', and select 'Encryption'.
3. Set a Password: Enter a strong password for opening or editing the document, then click 'OK' and save your file to apply the protection.

Robust built-in document encryption and password protection to secure sensitive files.Seamless format compatibility with Microsoft Office (.docx, .xlsx, .pptx).Free, lightweight, and user-friendly interface requiring no expensive subscriptions.

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Frequently Asked Questions

What is the difference between an auto-apply label and a default label?

Auto-apply labels are triggered dynamically when the system detects specific sensitive information (like credit card numbers or internal project codes) inside the document. A default label, configured via policy, is automatically applied to all newly created documents or emails, regardless of their content.

Can users change the sensitivity label if a default is applied?

Yes, users can manually raise or lower the document classification later. However, administrators can configure the Microsoft Purview policy to require users to provide a business justification before they are allowed to lower the label's sensitivity level.

Does a default sensitivity label apply to existing files?

A default sensitivity label policy typically applies only to newly created documents and emails. If you need to classify existing files, you should use auto-apply labeling policies or configure a default label at the SharePoint document library level and choose the option to apply it to existing items.

Microsoft Office Security Issues