493748 – Microsoft Purview compliance portal: Advanced label-based protection for non-Office/PDF files with the Microsoft Purview Information Protection Client

Product:

Purview, Purview Communication Compliance, Purview compliance portal, Purview Information Protection

Platform:

US Instances, Windows Desktop, World tenant

Status:

Launched

Change type:

Links:

Details:

This feature enhances secure collaboration in your organization by using the Information Protection Filer Labeler and Viewer to apply protection from Endpoint DLP. Protected non-Office/PDF files preserve their native file format on-device and can be opened in third party applications. On egress from the machine, these files are protected as PFILEs.

Change Category:
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Scope:
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Release Phase:
General Availability, Preview

Created:
2025-05-16

updated:
2026-01-21

Public Preview Start Date

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Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Data Loss Prevention Failure
Without proper preparation, the implementation of advanced label-based protection may lead to unintentional data loss if users are not trained on how to handle protected files, resulting in potential breaches of sensitive information.
   - roles: IT Security Manager, Compliance Officer
   - references: https://techcommunity.microsoft.com/t5/security-compliance-identity/understanding-data-loss-prevention-dlp-in-microsoft-365/ba-p/1941230

User Experience Disruption
Users may experience disruptions in their workflow if they are not familiar with the new protection mechanisms, leading to confusion and decreased productivity when accessing or sharing protected files.
   - roles: End User, Team Leader
   - references: https://www.forbes.com/sites/bernardmarr/2021/06/14/the-top-5-challenges-of-implementing-data-loss-prevention-dlp/?sh=4c1c1c1e4b8e

Compatibility Issues with Third-Party Applications
If users attempt to open protected files in unsupported third-party applications without prior knowledge, it may lead to compatibility issues, resulting in frustration and potential loss of access to important documents.
   - roles: End User, IT Support Specialist
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/announcing-microsoft-purview-information-protection-advanced-label-based-protection-for-non-office-pdf-files/

Configutation Options**

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Opportunities**

Enhanced Data Security for Non-Office Files
The integration of advanced label-based protection allows sensitive non-Office files to be protected while maintaining their usability across third-party applications. This enhances data security and compliance by ensuring that sensitive information is protected regardless of the application used.
   - next-steps: Conduct a training session for users on how to apply labels and utilize the Information Protection Filer Labeler effectively. Update internal documentation to reflect new procedures for protecting non-Office files.
   - roles: Compliance Officers, IT Security Teams, Data Governance Managers
   - references: https://techcommunity.microsoft.com/t5/security-compliance-identity/microsoft-purview-compliance-portal-advanced-label-based/ba-p/3631641, https://www.microsoft.com/en-us/security/business/products/information-protection

Streamlined IT Operations with Endpoint DLP
Utilizing the Information Protection Client for Endpoint DLP can streamline IT operations by automating the protection of sensitive files based on predefined policies, reducing manual oversight and intervention.
   - next-steps: Review current DLP policies and integrate them with the new labeling features. Monitor the implementation to ensure compliance and effectiveness, adjusting policies as necessary.
   - roles: IT Administrators, Data Protection Officers, Compliance Managers
   - references: https://learn.microsoft.com/en-us/microsoft-365/compliance/endpoint-dlp-learn-about?view=o365-worldwide, https://www.microsoft.com/en-us/security/business/products/information-protection

Improved User Experience with File Compatibility
By preserving the native file format of protected files, users can continue to work with their preferred applications without disruption, thus enhancing productivity and user satisfaction.
   - next-steps: Gather feedback from users on their experience with protected files in third-party applications and make necessary adjustments to the training and support provided.
   - roles: End Users, Productivity Managers, IT Support Teams
   - references: https://techcommunity.microsoft.com/t5/security-compliance-identity/microsoft-purview-compliance-portal-advanced-label-based/ba-p/3631641, https://www.microsoft.com/en-us/security/business/products/information-protection

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

Imagine you have a secure filing cabinet where you store important documents. Each document is labeled with a specific level of security, ensuring that only authorized people can access them. Now, think of Microsoft Purview's new feature as a digital version of this secure filing cabinet, but for your organization's files.

With this feature, files that aren't typical Office documents or PDFs can still be protected. It's like having a special lock that works on all types of documents, not just the usual ones. When these files are on your computer, they keep their original format, much like how a paper document stays the same in your filing cabinet. However, when you need to share these files outside your computer, they get an extra layer of protection, turning into something called PFILEs. This is similar to putting a document in a sealed envelope before handing it over to someone else, ensuring that only the intended recipient can open it.

This feature is particularly useful for organizations that need to share sensitive information securely. It allows files to be used in various applications without losing their protection, just like how you can use a document in different ways without removing it from its secure envelope. This way, collaboration within the organization remains safe and efficient, while also ensuring that sensitive information doesn't fall into the wrong hands when shared externally.