The KAUST Information Technology Department blog
06 August, 2026
You are about to send an email.
You check the recipients. You make sure you attached the correct document. Then, just before you select Send, take one more look.
Is the sensitivity label still correct?
The same check applies before you save a document, spreadsheet, or presentation, or upload a file to OneDrive or SharePoint.
It takes only a few seconds. Choosing the right label helps your KAUST colleagues and Microsoft 365 understand how the information should be used, shared, and protected.
Every new email and Microsoft Office file at KAUST starts with a default label of Internal.
Think of Internal as the starting point, not automatically the final answer.
The label tells Microsoft 365 and anyone working with the information how it should be handled.
Guides your colleagues
It helps people understand how carefully the information should be used and shared.
Supports responsible sharing
It helps people understand whether the information can be shared with others.
Guides Microsoft 365
It helps Microsoft 365 apply the handling and protection connected to the classification.
In simple terms, the label answers one question: How should this information be treated?
Think about the labels you may see on a package:
These labels do not change what is inside the package.
They give everyone handling it clear instructions about what they need to know and how carefully it should be treated.
A classification label works in a similar way.
It helps your colleagues and Microsoft 365 understand how the information should be handled before it is stored, shared, or used.
Different labels give different handling instructions
The package labels are only an example of why labels matter. They do not directly match KAUST classifications such as Public, Internal, Confidential, or Highly Confidential.
Sometimes the default Internal label is exactly right.
Sometimes the information is suitable for public use, such as an approved event flyer or published guidance.
At other times, the information may include sensitive research, financial information, personnel records, student information, or other content that needs a higher classification.
The important step is to check whether the default label still matches the information you have created.
Choose the label based on the information
Do not choose a lower label simply because you trust the person receiving it. Sending confidential information to a trusted colleague does not make the information less confidential.
1. Pause
Before you send, save, or share.
2. Check
Look at the sensitivity label.
3. Change
Choose another label if needed.
4. Continue
Send, save, upload, or share.
Making this check part of your normal routine takes only a few seconds, but it helps protect KAUST information and gives your colleagues clear guidance on how it should be used.
The correct classification depends on the information and how it will be used. These examples can help you start thinking about the right label.
| You are working on... | The information may be... | What to consider |
|---|---|---|
| An approved campus event flyer | Public | The information is approved for public distribution. |
| A department newsletter | Public or Internal | Consider whether it is intended for the public or only for the KAUST community. |
| A routine team meeting agenda | Internal | The content is intended for normal work within KAUST. |
| A budget spreadsheet | Confidential | The file may contain financial information that should only be shared with people who need it. |
| Personnel or student information | Confidential or higher | Personal information may require stronger protection and limited access. |
| Research covered by a confidentiality agreement | Confidential or Highly Confidential | Review the agreement and KAUST classification guidance before sharing the information. |
These examples are general guidance. Always choose the classification that best matches the information and any legal, contractual, research, privacy, or University requirements that apply.
You may see sensitivity labels when working with emails and files across Microsoft 365.
Outlook
Word
Excel
PowerPoint
OneDrive
SharePoint
Depending on the application and the label selected, you may see the classification near the top of the application, within the file details, or in a footer added to a document or presentation.
The label and sharing permissions work together
The label explains how sensitive the information is and how it should be handled.
Sharing permissions control who can open or work with it. A correct label does not replace the need to share information only with the people who genuinely need access.
Checking the label takes only a few seconds.
Correcting a mistake after information has already been shared can take much longer.
Making the label part of your normal send, save, and share routine helps protect KAUST information and gives your colleagues clear guidance on how it should be used.
KAUST provides practical guidance to help you understand the classifications and use University information responsibly.
Microsoft provides illustrated instructions showing where to find and change sensitivity labels in Outlook and Microsoft 365 files:
Before you hit Send or Save
Pause for two seconds. Check the label. Change it if needed. Then continue with confidence.
