Using the Microsoft Information Protection (MIP) Client to Label & Protect Files

Overview

This article explains how to label and protect files and folders using the Microsoft Purview Information Protection (MIP) Client. The MIP Client allows faculty and staff to manually apply Sensitivity Labels to files in Windows File Explorer—including PDF files—to help secure sensitive information before sharing or storing it.

Audience

Faculty and staff

Task

Use the MIP Client to manually apply sensitivity labels and protection to files such as PDFs or other non-Office documents stored on your local computer, shared drive, or network location. This ensures the same protection standards used in Microsoft 365 applications are also applied to offline or shared files.

Prerequisites

Before using the MIP Client:

  • Ensure the Microsoft Purview Information Protection (MIP) Client is installed on your computer.

  • You must be signed into Microsoft 365 with your college account.

  • Make sure all open files are saved and closed before labeling them through File Explorer.

When to Use the MIP Client

Use the MIP Client when you need to:

  • Label or protect PDF files and other non-Office file types.

  • Apply sensitivity labels to files stored outside Microsoft 365, such as shared network drives.

  • Restrict access to files before sending them to external users or partners.

  • Align labeling practices with DLP and information-security policies.

For an overview of DLP and labeling policies, see: Understanding Data Loss Prevention (DLP) and Sensitivity Labels

Instructions

  1. Open File Explorer

  2. Navigate to the file or folder you want to label.

  3. Right-click the item and select Apply sensitivity label with Microsoft Purview.

    Right-click the item and select Apply sensitivity label with Microsoft Purview.

  4. In the dialog box, choose the appropriate label

    In the dialog box, choose the appropriate label

  5. (Optional) Select Protect with custom permissions to assign additional permissions.

    (Optional) Select Protect with custom permissions if your label allows custom settings.

  6. Click Apply. When the process completes, a confirmation message will appear. A lock icon may display on protected files.

    confirmation message

  7. To view permissions of a file, right-click the file and select Open with, then select Information Protection Viewer. 

    Open with Information Protection Viewer

  8. Click View Permission to see file permissions. Note: If permissions have not yet been set on a file, the View Permission option is not available.

    View permission dialog

  9. To change or remove a label, select a different label or Delete Label.

Supported File Types

  • PDF (.pdf) — can be labeled and optionally protected.

  • Microsoft Office documents (.docx, .xlsx, .pptx).

  • Images and text files (.jpg, .png, .txt, .tif)

Outcome

Once labeling is complete:

  • The file displays a sensitivity label consistent with institutional data-handling policies.

  • PDF and Office documents retain their labels when shared via email or uploaded to SharePoint/Teams.

  • Protected files automatically enforce encryption and permission settings, helping prevent unauthorized access.

Troubleshooting

If you receive an error or cannot access a file after labeling:

  • Verify you have permission for the file.

  • Try reopening the file directly from File Explorer.

  • If labeling disrupts your workflow or blocks access to a file, submit a DLP or Sensitivity Label Support Request via the ITS Service Desk.

Further Reading

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