Caregivers now have an additional tool to combat data loss and security breaches by classifying and protecting data in Outlook and other applications.
Sensitivity labels can be applied to both emails in Outlook or to a document that is created in Microsoft Word, Excel, or PowerPoint, and are part of Microsoft’s Azure Information Protection solution.
Examples of using the new sensitivity labels:
- Send an email securely from Outlook by applying a sensitivity label. Taking this step eliminates the need to add #secure# to the subject line of the email.
- Apply sensitivity labelsto a document to protect data and block the ability for documents and/or emails being shared outside Providence.
What sensitivity labels are available?
The following labels are available for use, along with a brief description of their purpose:
- Public: Information that may be from the public domain and may be shared with the public
- Personal: Non-business data for personal use that does not have sensitive data
- General: Providence-specific data intended for general consumption. This label is applied to all emails and Microsoft documents as a default label.
- Patient Data – Regulated: Contains PHI. Two sub-labels.
- External Recipients: This label will send the email to the Microsoft secure email solution. The external recipient will receive an email notification with a link to the Microsoft secure email solution where they can use a one-time pass code to access the secure email.
- Internal Only: This label removes any external recipients from the email. The internal sender will receive a bounce back email if the email or attachment has the label Internal Only applied to it. Internal recipients will receive the email.
- Confidential: Not patient data, but sensitive data such as Social Security numbers or credit card numbers. Two sub-labels.
- External Recipients: This label will send the email to the Microsoft secure email solution. The external recipient will receive an email notification with a link to the Microsoft secure email solution, where they can use a one-time passcode to access the secure email.
- Internal Only: This label removes any external recipients from the email. The internal sender will receive a bounce back email if the email or attachment has the label Internal Only applied to it. Internal recipients will receive the email.
- Highly Confidential: Applying this label will send the email to the Microsoft secure email solution. The external recipient will receive an email notification with a link to the Microsoft secure email solution where they can use a one-time passcode to access the secure email.
When is this happening?
Sensitivity labels are now available in Microsoft Outlook, Word, Excel, and PowerPoint via both desktop apps and Office Online. To learn more about sensitivity labels, please visit the FAQ.
Additional opportunities to learn and ask questions
OneTeam Live!
Every Friday, from 9:00-11:00 a.m. (PT), drop-in and ask a question about using email, SharePoint online/OneDrive, Yammer, or Teams.
Join Microsoft Teams Meeting
+1 509-904-0815
Conference ID: 622 833 92#
More info
For more information, visit the OneTeam site or email us OneTeam@providence.org.