Most businesses don’t set out to mishandle sensitive data – it usually happens quietly, over time, through well-meaning but unstructured working habits. Files are duplicated, shared across platforms, emailed externally or stored in personal drives. Without visibility or control, it becomes impossible to know where your data is, who has access to it, or whether it’s adequately protected.

This is exactly the kind of scenario that Microsoft Purview is designed to address.

Purview gives organisations the ability to classify, protect and govern their data in a way that aligns with how people actually work – across Microsoft 365, Teams, SharePoint, OneDrive and beyond. But the real value lies not just in having Purview switched on, but in configuring it to fit your business.

Done well, Purview helps you reduce risk, improve compliance and strengthen your overall security posture, without affecting productivity.

Why Data Governance Matters Now

For small and medium-sized businesses, data governance can easily slip down the list of priorities. It often sits somewhere between IT and compliance, with no clear owner and limited internal capacity to do anything about it.

But the risks are growing. Whether it’s client information, contracts, employee records or financial data, businesses are now handling more sensitive content than ever – and the consequences of losing control of that data are becoming more serious. Regulatory requirements are tightening. Customers expect stronger protections, and cyberattacks increasingly involve data exfiltration, not just disruption.

Good governance is no longer just about tidy file structures or having a backup plan. It’s about understanding what data you hold, how it moves through your systems and how to protect it at every stage of its lifecycle.

What Microsoft Purview Actually Does

Purview is Microsoft’s data governance and compliance platform. It works across Microsoft 365 to help businesses locate sensitive data, apply labels and protection, control access and track usage.

Classification

Classification is how you identify sensitive information from the start. This can include anything from national insurance numbers and credit card data to client contracts, project files or commercially sensitive spreadsheets. Microsoft provides a wide range of pre-built classifiers, but you can also customise them to reflect your industry, processes or data types.

Labelling

Labelling allows you to tag content according to its sensitivity level. Labels might include “Confidential”, “Internal Use Only” or “Client Data”. These aren’t just visual markers – they trigger protections and policies behind the scenes.

Policy Enforcement

Policy enforcement is where those labels come to life. Once applied, a label can control what users are allowed to do with a file or message. That might mean preventing external sharing, forcing encryption, blocking printing or requiring multi-factor authentication to open a document.

These tools can be applied automatically, manually by users or a mix of both depending on your business needs.

Configuring Purview for Real-World Use

Out of the box, Purview offers a solid foundation. But as with most of Microsoft 365’s security features, its real value is unlocked through configuration.

The first step is to define what types of data are considered sensitive. This might be guided by regulatory requirements – such as GDPR – or by internal policies or client contracts. From there, you can custom build sensitive information types and tailor classifiers to reflect your content.

Next, set up a labelling structure that’s clear, consistent and easy to apply. Avoid over-complication. A small number of well-defined labels are better than a long list that no one understands or uses properly.

Then, create policies that automatically apply labels or suggest them based on the content being handled. For example, if a document contains payroll information or client names, a policy can apply the “Confidential” label and restrict sharing to approved recipients only.

It’s important to strike a balance. Overly aggressive policies can frustrate users and lead to workarounds. The goal is to apply just enough control to reduce risk, while maintaining the flexibility your teams need to work efficiently.

Integrating Purview Across the Microsoft Ecosystem

One of Purview’s strengths is how it integrates with the rest of Microsoft 365.

For example, Purview works alongside Microsoft Defender to provide better insight into potential data breaches or unauthorised sharing. It also supports audit logging, tracking who accessed what, when and from where.

In Teams and SharePoint, labelled documents retain their protection, even when they’re shared in collaborative workspaces. And with Microsoft 365 eDiscovery, Purview enables fast, targeted searches for sensitive information in the event of a compliance audit or incident investigation.

These integrations are where businesses often see real returns – not just in risk reduction, but in time saved managing and investigating data issues.

Supporting Compliance Without the Complexity

For SMEs, compliance can feel like a minefield. Regulations change, clients ask for more assurance and internal policies don’t always translate into daily practice.

Purview helps simplify this. It allows you to build compliance into your systems, rather than relying on users to follow every rule manually. When properly configured, policies are applied automatically, actions are logged and sensitive data is consistently protected – regardless of who’s handling it.

This means fewer gaps, less manual oversight and more confidence that your business is compliant.

How PSTG Makes Purview Work For You

At PSTG, we work with businesses to configure Microsoft 365 in a way that reflects how they operate – not just what the platform allows.

With Purview, this means helping you understand what data needs protecting, setting up practical labels and policies and reviewing how those controls behave day-to-day. We also offer training, so users understand what the labels mean and why they matter.

We don’t just switch things on and walk away. We configure with intent, test with your people and adjust as needed so that security and governance become part of how you work – not just another compliance exercise.

Take Control of Your Data

If your business relies on Microsoft 365, your data is already flowing through its systems. That data can either be unchecked, or governed in a way that protects your clients, your reputation and your bottom line.

Microsoft Purview gives you the tools. The right configuration gives you the results.

To find out how Purview fits into a broader security and compliance strategy, take a look at our guide: Enhancing Security with Microsoft 365 Configuration