New data protection features coming to UBmail and Microsoft 365

By Sarah Zamer
IT Communications Specialist

With the expansion of AI tools like Microsoft Copilot, ensuring Category 1 restricted data is identified and protected is essential. UB is committed to protecting the confidentiality, integrity and availability of university data. 
 
While some UB community members are required to work with Category 1 restricted data as part of their roles on campus, UBIT does not recommend storing or sending this data in Microsoft 365 or UBmail.  
 
These protective measures are being put into place to prevent any accidental or unintentional disclosure of restricted data.

Category 1 restricted data includes private information such as a bank account, credit card, debit card numbers; social security numbers; state-issued driver license numbers; and state-issued non-driver identification numbers.  
 
The university also includes protected health information (PHI), computer passwords and passport numbers as Category 1 data. For additional information, please review our Guidance to UB’s Data Protection Categories.

Sensitivity labels will appear in all Microsoft 365 apps as a dropdown menu labeled “Sensitivity” at the top of these applications.

These labels identify any Category 1 restricted data in your files. You can manually apply a label within your Microsoft 365 apps if you know a file contains Category 1 data.  
 
Microsoft will auto-label files with Category 1 data in Microsoft SharePoint and Teams files only.

Microsoft Data Loss Prevention helps to protect restricted data being shared through UBmail.  
 
If you send an email that includes sensitive Category 1 restricted data, you will receive an email notification that restricted data was detected. The email will detail which data classification was detected. Your email will still be delivered to the recipient.

If you use Outlook on Windows, you will receive a tooltip and popup notification in Outlook indicating that restricted data has been detected in your email message. By selecting “Send Anyway,” recipients of your email will receive a safely encrypted message. 

Faculty can get help by contacting their departmental IT support team. Students, faculty and staff can also contact the UBIT Help Center at (716) 645-3542, email ubithelp@buffalo.edu or submit a ticket at buffalo.edu/ubit/help. The UB Tech Squad is also available to meet students anywhere on North or South Campus free for technology assistance.

If you need to report any technical issues with these protective measures for your Microsoft 365 applications or UBmail, email microsoft-data-protection@buffalo.edu.