Apply and edit Microsoft Purview Information Protection sensitivity labels on PDFs in Acrobat

Contents

How to Apply User Defined Permissions on a protected document: 1

How to update current document label: 5

How to delete a label from a document created by yourself: 6

Unable to send a sensitive document to an external partner Encrypted due to issues on their end receiving: Resort to the next best option. 7

 

How to Apply User Defined Permissions on a protected document:

You can define custom permissions for your Acrobat document. This will enable you to select permissions for each user separately and assign different permissions to different users simultaneously.

1. Open a PDF document on which you are required to apply a user-defined label.
2. Choose File > Protect PDF > Select a Microsoft Sensitivity Label.

Alternatively, choose Tools > Protect > Select a Microsoft Sensitivity Label.

1. If prompted, in the following screens, enter your MPIP email ID and password to sign in.
2. Click the Hightly Confidential > Specific People label and click Apply.

1. Specify an email address, group, domain for users who require access to this document.

1. Choose the permissions required for each email address, user group, and domain, and click Add.

1. Optionally, you can also apply the following permissions to the document:

Document expiry: Choose a date when the document will no longer be available to the users.

Copy this document: Choose this option to all the users to copy this document.

Print this document: Choose this option to all the users to print this document.

To apply these permissions, click  in the upper-right corner of the dialog box.

Note: 

These permissions are applied to all users, groups, and domains that you've added for this document.

1. Choose:
   1. • Expiry date
      • Permission to copy
      • Permission to print.

1. Click < (back).

You can view the additional permissions that you've applied for the users of this document.

You can also Delete the user, group, or domain from this document when applying the label.

1. When you done and users, groups, domains, and applying the required permssions, click Save.

The Acrobat document message bar displays the applied label.

How to update current document label:

Any MPIP label applied to a document may be updated by the user who has created the document or has appropriate rights to change the labels.

1. Open the PDF in Acrobat.
2. On the document message bar, click Update label.

Or go to the Protect tool > Select a Microsoft sensitivity label.

1. Choose another label, and click Update.
2. If your MPIP admin has applied this setting, you will be prompted to provide a justification for the update.

Choose or enter a justification and click Submit. 

The Acrobat document message bar displays the updated label.

How to delete a label from a document created by yourself:

You can delete a label from a document that you have created.

1. Open the PDF in Acrobat.
2. On the document message bar, click Update label.

Or go to the Protect tool > Select a Microsoft sensitivity label.

1. Click Delete label, and then click Update. 

1. If your MPIP admin has applied this setting, you will be prompted to provide a justification for deleting the label.

Choose or enter a justification and click Submit. 

The label now does not appear on the Acrobat document message bar, at the top of the PDF.

How to delete a label from

Unable to send a sensitive document to an external partner Encrypted due to issues on their end receiving: Resort to the next best option.

Protect the document with a password and send the password separately in an additional private email to the recipient. This will ensure the confidential data being shared with an external partner is protected by the same trust we put into our patient data.