There are several excellent documents about using sensitivity labels in PDF documents. However, when I tested this on Microsoft Windows machines, I encountered several undocumented stoppers, which made me write this. I hope it is helpful for others or even a reference for me in the future. Also, this write-up is more focused on changing sensitive labels in PDF documents.
When we talk about ‘PDF documents, ‘ Adobe Acrobat is the tool that will come to our mind over the years. Adobe has provided a broad document about integrating Microsoft Purview Information protection labels (Sensitivity labels) into Acrobat (Reader, Pro, Standard) on how to view and change MPIP labels.
Use the below link to refer to those Microsoft Purview Information Protection support in Acrobat
According to the Adobe document, a registry DWORD value (bShowDMB = 1) is required to display the sensitivity label to the Document Message Bar (DMB) in the four-step process.
The first step also refers to “Ensure Acrobat is not running“, and the third step is to add the DWORD value in the “Computer\HKEY_CURRENT_USER\SOFTWARE\Adobe\Adobe Acrobat\DC\MicrosoftAIP” location in the registry.
Before going into this, I want to step backward on applying sensitivity labels to a PDF document.
How can you apply sensitivity labels to PDF documents?
Apply sensitive labels in Microsoft Office apps (Word, Excel, PowerPoint, etc.) and convert them to PDF using the following methods.
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- Save a copy of the document and save it as “PDF.”
- Export > Create PDF/XPS document and save as type “PDF.”
Note: Print > Microsoft PDF is not supported by MPIP labels.
Also, if the ‘Apply sensitive labels in Microsoft Office apps’ option is not used on the particular Windows machine, the registry key “MicrosoftAIP” entry won’t be in “DC” the third step of the Adobe document. So, the expectation is that you have converted at least one sensitive labelled document to a PDF before doing the step.
No ‘MicrosoftAIP‘ folder in registry
After converting a labelled document, the folder appears
When you open the labelled PDF, two more entries added
How did I come to know this?
I have been using MPIP labels for quite some time and converting to PDFs, but I want to test the Acrobat Pro, and that installation messed around. I reinstalled my Windows VM and tried to update the registry entry. I noticed the “MicrosoftAIP” entry was not in “DC.” After converting to PDF from Microsoft Office apps, Bhoom, there it is. Now, you can add the DWORD value for the DMB for PDF.
User Experience.
As a user, the DMB appears in the document “The document is classified by Microsoft Information Protection with label: <label name>.”
How can you change sensitivity labels on PDF documents?
There are two ways to manage this,
- Using Adobe Acrobat Pro / Standard
- Microsoft Purview Information Protection Client
Yes, you read it right: Acrobat Reader can only display the label and is not capable of changing the labels. In other words, the capability to apply and edit Information Protection sensitivity labels and policies to PDFs is available only in Acrobat Pro/Standard desktop versions.
- Using Adobe Acrobat Pro / Standard
We need an Acrobat Pro / Standard license to add or change the sensitivity labels. Once we have that license, it’s important to have the following configured.
Open Acrobat > Edit > Preferences > Security > Enable Microsoft Purview Information Protection > Click OK
When you restart the Acrobat, a new button, “Update Label,” appears at the end of DMB. When you click on it, you can see all the labels available for the user.
- Microsoft Purview Information Protection Client
Microsoft Purview Information Protection Client (MIP Client) extends sensitivity labels beyond Microsoft M365 apps and services and supports a wider range of file types, such as .pdf, .mpp, .mpt, .pub, .xps .oxps, .jpg, .jpe, .jpeg, .jif, .jfif, .jfi, .png, .tif, .tiff, .dwfx, .psd, etc.
Installing the MIP client to the Windows system you are using either a downloadable .exe file or .msi installer from the following link is required. Once installed, right-click the file you want to apply the sensitive label, and it will prompt for the sensitive labels available and apply it.
Please refer to Nikki Chapple’s detailed blog on how to use sensitive labels with PDF files and their limitations, which I did not write as part of.
