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

Learn how to use the Microsoft Purview Information Protection (MIP) Client to label and protect files—including PDFs—directly from File Explorer, ensuring sensitive information is properly classified and secured before sharing.

Overview

Use the Microsoft Purview Information Protection client (MPIP) to manually apply sensitivity labels and protection to files such as PDFs stored on the shared drive, or network location. This ensures the same protection standards used in Microsoft 365 applications are also applied to offline or shared files. 

Audience

Faculty and staff

Task

Use the MIP Client to manually apply sensitivity labels and protection to non-Office files and 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.

When to Use the MIP Client

Use the MIP Client when you need to:

• Label or protect 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 Data Loss Prevention and information-security policies.

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

Label a PDF File in Adobe Acrobat

Prerequisites

1. Adobe Creative Cloud desktop application is installed (See the Adobe Software Installation Guide if not currently installed)
2. You are signed in to Adobe with your Central Piedmont account.
3. The file is saved as a PDF before labeling.

Applying a Label

1. Open the PDF in Adobe Acrobat
2. Open the File menu, select Protect a PDF, and then Select a Microsoft Sensitivity Label.
3. If prompted, sign in with your Central Piedmont email and password.
    
   
4. Select the label you would like to apply and select Apply. 
   
   
5. Enter the email address of each recipient who requires access to this document if prompted.
   
    
6. Select the permissions required for each email address and select Add. 

Optional document permissions

• Document expiry: Select a date after which the document will no longer be available to recipients. 
• Copy this document: Select this option for all recipients to copy this document. 
• Print this document: Select this option for all recipients to print this document. 

To apply these permissions,

1. Select More Options. Note: These permissions are applied to all recipients that you've added for this document.
    
   
    
2. Select Back. 
3. Select Save. 

Outcome

The Acrobat document message bar displays the applied label. PDF documents will retain their labels when shared via email or uploaded to SharePoint/Teams. Protected files automatically enforce encryption and permission settings, helping prevent unauthorized access.

Updating a Label

Any Microsoft Purview Information Protection label applied to a document may be updated by the person 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, select Update label. 
3. Select another label and select Update. 

Outcome

The Acrobat document message bar displays the updated label. 

Downgrading a Label

Any Microsoft Purview Information Protection label applied to a document may be downgraded by the person who has created the document or has appropriate rights to change the labels. An example of downgrading is changing a label from Restricted or Highly Restricted to Internal or Public. Downgrading a label requires justification.  

1. Open the PDF in Acrobat. 
2. On the document message bar, select Update label. 
3. Select another label and select Update. 
4. You will be prompted to provide justification for the update.
    
   
5. Select or enter a justification and select Submit. 

Outcome

The Acrobat document message bar displays the updated label.

Deleting a Label

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

1. Open the PDF in Acrobat. 
2. On the document message bar, select Update label. 
3. Select Delete label, and then select Update.  
4. You will be prompted to provide justification for deleting the label. 
5. Select or enter a justification and select Submit.  
6. Select Update. 

Outcome

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

Use the MIP Desktop Client to Label Other Non-Office File Types

Prerequisites

1. The Microsoft Information Protection desktop client is installed.
2. You are signed into Microsoft 365 with your Central Piedmont account.

Applying a Label

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.
   
   

4. In the dialog box, choose the appropriate label
   
   

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

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

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

 

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

• 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

• Understanding Sensitivity Labels & Data Loss Prevention (DLP) Policies
• Applying a Sensitivity Label to a PDF in Adobe Acrobat
• Label and protect files in File Explorer in Windows