Managing SharePoint Sensitivity Label Watermarks: Layout Options and Accessibility Considerations

Sensitivity labels in SharePoint Online provide visual indicators through watermarks to help users identify classified content. However, the default diagonal watermark layout can present usability and accessibility challenges. This guide explores watermark configuration options, addresses common user concerns, and provides solutions for managing watermark display in SharePoint documents.

Table of Contents

Understanding Sensitivity Label Watermarks

Sensitivity label watermarks are visual indicators that appear on documents to display the classification level of content. These watermarks help users:

  • Identify Classification: Instantly recognize the sensitivity level of documents
  • Maintain Compliance: Ensure proper handling of classified information
  • Prevent Data Leakage: Provide visual reminders about information protection policies
  • Support Governance: Enforce organizational data classification standards

Key Features:

  • Applied automatically based on sensitivity label configuration
  • Visible when viewing documents in SharePoint Online
  • Configurable at both tenant and file levels
  • Support different layout orientations

Watermark Layout Options

Microsoft Purview provides two primary layout options for sensitivity label watermarks in SharePoint:

Diagonal Layout

  • Appearance: Watermark text displayed at a 45-degree angle across the document
  • Visibility: Highly prominent and difficult to ignore
  • Use Case: Maximum visual impact for highly sensitive content

Horizontal Layout

  • Appearance: Watermark text displayed horizontally across the document
  • Visibility: Less intrusive while maintaining classification awareness
  • Use Case: Better readability and accessibility compliance

Watermark Layout Options

Comparison Table

AspectDiagonal LayoutHorizontal Layout
VisibilityVery highModerate
ReadabilityCan be difficultBetter readability
AccessibilityMay cause issues for screen readersMore accessible
User FeedbackOften reported as distractingGenerally preferred
Document ClarityCan obscure contentLess intrusive

User Experience and Accessibility Concerns

Organizations implementing diagonal watermarks have received feedback from end users highlighting several concerns:

Common User Complaints

  1. Distracting Visual Element

    • Diagonal watermarks can make it difficult to focus on document content
    • The angled text competes for attention with the actual information
    • Users report eye strain when working with watermarked documents for extended periods

  2. Accessibility Challenges

    • Screen readers may struggle to interpret diagonal text
    • Users with visual impairments find diagonal watermarks harder to read
    • Does not meet WCAG (Web Content Accessibility Guidelines) standards
    • Creates barriers for users with cognitive disabilities

  3. Document Usability

    • Makes it harder to scan and read documents quickly
    • Can obscure important content or graphics
    • Reduces overall document clarity and professionalism

Accessibility Compliance

Organizations with accessibility requirements should consider:

  • WCAG 2.1 Guidelines: Diagonal text may violate success criteria for perceivability
  • Section 508 Compliance: Horizontal layouts better support assistive technologies
  • Inclusive Design: Horizontal watermarks accommodate diverse user needs
  • Legal Requirements: Some jurisdictions mandate accessible document formats

Configuring Watermark Layout at Tenant Level

Administrators can configure the default watermark layout for the entire tenant through Microsoft Purview compliance portal.

Steps to Configure Tenant-Level Settings

  1. Access Microsoft Purview Compliance Portal

  2. Navigate to Sensitivity Labels

    • Go to Information protection > Labels
    • Select the sensitivity label you want to configure

  3. Edit Label Settings

    • Click on the label to edit its properties
    • Navigate to Content marking settings
    • Under Watermark section, configure the layout

  4. Choose Layout Option

    • Select either Diagonal or Horizontal layout
    • Preview how the watermark will appear
    • Save your changes

  5. Publish Label Policy

    • Ensure the updated label is published to the appropriate users/groups
    • Changes may take up to 24 hours to propagate

PowerShell Configuration

For automated or bulk configuration, use PowerShell:

# Connect to Security & Compliance Center
Connect-IPPSSession

# Get the label
$label = Get-Label -Identity "Confidential"

# Configure watermark with horizontal layout
Set-Label -Identity $label.Guid `
    -AdvancedSettings @{
        watermarklayout = "Horizontal"
        watermarktext = "CONFIDENTIAL"
        watermarkfontsize = "12"
        watermarkfontcolor = "#FF0000"
    }

# Verify configuration
Get-Label -Identity "Confidential" | Format-List DisplayName, AdvancedSettings

Configuration Options

# Available watermark settings
$watermarkSettings = @{
    watermarklayout = "Horizontal" # or "Diagonal"
    watermarktext = "CONFIDENTIAL"
    watermarkfontsize = "12" # Font size in points
    watermarkfontcolor = "#808080" # Gray color
    watermarkfontname = "Calibri"
}

Managing Watermarks at File Level

While tenant-level settings define the default behavior, users can manage watermarks at the individual file level. For example, within a document clicking on the Header & Footer option. Changing layout Watermark

Removing Watermarks from Individual Files

Important: Users can only remove watermarks if they have appropriate permissions and the label allows it.

Method 1: Through SharePoint Online

  1. Open the document in SharePoint Online
  2. Click on the Sensitivity button in the toolbar
  3. Review the current sensitivity label
  4. If allowed by policy, you can:
    • Remove the sensitivity label entirely (removes watermark)
    • Change to a label without watermark configuration

Method 2: Through Office Applications

  1. Open the document in Word, Excel, or PowerPoint
  2. Go to File > Footer and Header
  3. Click on Sensitivity label
  4. Modify the layout of the label

Method 3: Using PowerShell

# Connect to SharePoint Online
Connect-PnPOnline -Url "https://contoso.sharepoint.com/sites/yoursite" -Interactive

# Get the file
$file = Get-PnPFile -Url "/sites/yoursite/Shared Documents/document.docx"

# Remove sensitivity label (and watermark)
Set-PnPFileSensitivityLabel -Identity $file -RemoveLabel

# Or change to a different label
Set-PnPFileSensitivityLabel -Identity $file -LabelId "new-label-guid"

Permissions Required

To modify sensitivity labels on files, users need:

  • Edit permissions on the file
  • Permission to change labels (configured in label policy)
  • Appropriate role if label requires elevated privileges

Automation and Monitoring

# Script to audit watermark configurations
Connect-IPPSSession

# Get all labels with watermarks
$labels = Get-Label | Where-Object { 
    $_.AdvancedSettings.watermarktext -ne $null 
}

# Report on configurations
$report = foreach ($label in $labels) {
    [PSCustomObject]@{
        LabelName = $label.DisplayName
        Layout = $label.AdvancedSettings.watermarklayout
        Text = $label.AdvancedSettings.watermarktext
        FontSize = $label.AdvancedSettings.watermarkfontsize
        Color = $label.AdvancedSettings.watermarkfontcolor
        LastModified = $label.LastModifiedTime
    }
}

# Export to CSV
$report | Export-Csv -Path ".\WatermarkAudit_$(Get-Date -Format 'yyyyMMdd').csv" -NoTypeInformation

# Display summary
Write-Host "`nWatermark Configuration Summary:" -ForegroundColor Cyan
$report | Format-Table -AutoSize

Conclusion

Sensitivity label watermarks are essential for information protection and compliance, but their configuration requires careful consideration of user experience and accessibility. Horizontal watermark layouts provide better accessibility compliance and user satisfaction compared to diagonal layouts, while still maintaining the visual indicators necessary for data classification.

References