Knowledgebase: Security
Confidential Label Instructions
Updated: 24 June 2019 03:26 PM

In order to maintain adherence to OCAD University's Data Classification Policy it is critically important that any data classified as confidential is labelled and easily identified. Below you will find recommended label instructions and templates however you are not required to follow them as per the policy. You are required however to clearly state in some way via a heading or with a watermark any OCAD U data which is classified as confidential.

Please find templates that include a confidential header attached to the bottom of this article.

You may use them as a starting point for a confidential word document, email or spreadsheet. Alternatively if you are on a Windows computer, you may save the Confidential Label as a Quick-Part, instructions below (this feature is not yet available on the Mac OS).

You will also find instructions for best practice when it comes to keeping confidential emails organized and secured. 

Windows:

Microsoft Word: Confidential Label as Auto-Text Quick Part

Outlook: Confidential Label as Auto-Text Quick Part 

Excel: Confidential Label from Template

Mac:

Microsoft Word and Outlook: confidential label via copy/paste or screen grab

Excel: Confidential Label from Template

 

 

Windows

Microsoft Word: Confidential Label as Auto-Text Quick Part

1. Open the attached document "Confidential Word Template." Highlight (Select all of) the contents of the document. Under the "Insert" Tab, select the "Quick Parts" drop-down menu and select "Auto-Text" > "Save Selection to Auto Text Gallery."

2. In the pop-up window, type "Confidential Label" into the "Name" field. For "Save in:" Select "Normal" and click OK. Now your label is saved as a Quick Part.

3. To label a document as confidential, ensure the cursor is at the top of the body of the document. Select Insert > Quick Part > Auto Text and select your saved "Confidential Label."

4. It should now appear at the top of the document:

Outlook: Confidential Label as Auto-Text Quick Part 

It is recommended that when sharing confidential information via email that you do not include confidential information in the body of the email nor attach confidential documents. Only use an encrypted method such as sharing via OCAD U 365

How to save the label as Auto-Text for easy labelling in emails (note that you must save your auto-text quick part in both Outlook and Word for use in both applications):

1. Open the attached document "Confidential Word Template" and copy and paste the label into a new email. Highlight (Select all of) the contents of the email. Under the "Insert" Tab, select the "Quick Parts" drop-down menu and select "Auto-Text" > "Save Selection to Auto Text Gallery."

2. In the pop-up window, type "Confidential Label" into the "Name" field and click OK. Now your label is saved as a Quick Part.

3. To label an email as confidential, ensure the cursor is at the top of the body of the email. Select Insert > Quick Part > Auto Text and select your saved "Confidential Label." 

It should now appear at the beginning of your email:

Again, it is not recommended that confidential information reside within the body of the email, simply put a link to the confidential information underneath the label. 

Excel: Confidential Label as Template

Excel does not have auto-text quick part functionality. An editable template is attached to this article, "Confidential Excel Template." You may either use the spreadsheet as a starting point for a confidential spreadsheet, or simply copy and paste the contents of the template into a workbook you have already built. In order to avoid any undesirable formatting changes, the label could be pasted into the workbook as the first sheet, as opposed to directly into the sheet that contains the data.  

Microsoft Office: Mac

Microsoft Word and Outlook: confidential label via copy/paste or screen grab

Option 1: Open the attached template titled "Confidential Word Template" and edit it to the label that you will be using. Save it on your desktop and copy and paste the contents into your document or email as required.

Option 2: Open the attached template "Confidential Word Template" and edit it to the label that you will be using. Take a screen shot of the label and it will automatically save to your desktop as a png. Click and drag the .png file into your documents or emails as required.

How to take a cropped screen shot:

Hold down Command()+Shift+4 and your cursor will turn into a crosshairs symbol. Click and hold while selecting the area that you wish to capture. When you release, a .png file will automatically be saved to your desktop. Rename the .png to "Confidential Label" and keep on your desktop for easy click and drag into documents and emails.

Excel: Confidential Label as Template

Excel does not have auto-text quick part functionality. An editable template is attached to this article, "Confidential Excel Template." You may either use the spreadsheet as a starting point for a confidential spreadsheet, or simply copy and paste the contents of the template into a workbook you have already built. In order to avoid any undesirable formatting changes, the label could be pasted into the workbook as the first sheet, as opposed to directly into the sheet that contains the data.  

 

 

 

 



Attachments 
 
 Confidential_Word_Template.docx (81.53 KB)
 Confidential_Excel_Template.xlsx (68.92 KB)