Labels will enhance security of Microsoft 365 and Google data
From: Division of Information Technology
Beginning June 17, the university will implement sensitivity labels in employee Microsoft 365 and Google Workspace accounts including Exchange Online / Outlook mailboxes, OneDrive, Google My Drive, Google Shared Drive, SharePoint Sites, and Microsoft Teams. Sensitivity labels help identify and protect emails and documents that contain personally identifying information (PII) or other sensitive content, such as financial or confidential information.
These labels are being added to strengthen the university’s information security practices by reducing the risk of accidental data exposure. They are among the recommendations that are included in Virginia Tech’s Minimum Security Standard and Risk Classification Standard. When sensitive content is detected, these labels provide guidance to help you ensure the data is handled appropriately before it is shared.
What this means for employees:
Over the next few months, sensitivity labels will automatically appear on emails and documents within Microsoft 365 and Google Workspace according to the data risk classification of their contents.
You will be able to manually assign labels and modify any labels that have been automatically assigned.
If you are working with moderate or high-risk data, please review the Knowledge Base article titled: What are Sensitivity Labels? to understand the additional steps you will need to take to share content with collaborators outside the university.
What this means for students:
Sensitivity labels will not be automatically assigned to student emails or drive files; however, students can manually assign them.
Students are likely to see labels when working with content shared by faculty or staff or when they use shared departmental resources.
This update will start rolling out on June 17, 2026, and will continue as an ongoing feature of M365 and Google Workspace. No action is required in advance by faculty, staff, or students.
Additional details, including examples of what users may see and how sensitivity labels work, are available in the 4Help Knowledge Base article What are Sensitivity Labels? If you have questions or need assistance, please reach out to 4Help IT Support online at 4help.vt.edu, or by phone at 540-231-4357.