Learn about optical character recognition in Microsoft Purview
Optical character recognition (OCR) scanning enables Microsoft Purview to scan images for sensitive information. OCR scanning is an optional feature and must be enabled at the tenant level. Once enabled, you select the locations where you want to scan images. Image scanning is available for Exchange, SharePoint, OneDrive, Teams, Windows and macOS devices. Once the OCR settings are configured, your existing policies for data loss prevention (DLP), records management, and insider risk management (IRM) are applied to images and text-based content. For example, say that you've configured the DLP condition content contains sensitive information and included a data classifier such as the Credit Card sensitive information type (SIT). In this case, Microsoft Purview scans for credit card numbers in both text and images at all of the chosen locations.
Workflow at a glance
| Phase | What's needed |
|---|---|
| Create Azure subscription if needed | If your organization doesn't already have an Azure pay-as-you-go subscription for your tenant, your Global admin needs to start by creating an Azure account. |
| Estimate your OCR scanning charges | Use the OCR cost estimator to estimate the expected charges for your specific use cases. |
| Set up pay-as-you-go billing to enable OCR. | Your Global or SharePoint admin must follow the instructions in Set up Microsoft Syntex billing in Azure to add a subscription for OCR. |
| Configure OCR scanning settings | The Compliance admin for your organization configures the OCR settings for your tenant. |
Prerequisites
To use OCR scanning, your organization's Global admin needs to verify that an Azure pay-as-you-go subscription is in place. If not, they need to set that up, following the instructions in Create your initial Azure subscriptions
Configure billing
When you enable OCR, all sensitive information types and trainable classifiers can detect characters that are in images.
Because it's an optional feature, your Global admin must set up pay-as-you-go billing to enable OCR. Refer to the instructions in Set up Microsoft Syntex billing in Azure to add a subscription for OCR.
Note
Once billing information is entered in Microsoft Syntex, your Compliance admin can configure OCR in Microsoft Purview, without any additional setup or licensing requirements.
You can find OCR pay-as-you-go pricing information on the Set up Microsoft Syntex billing in Azure page.
Estimate your OCR scanning charges
The charge for using OCR is $1.00 for every 1,000 items scanned. Each image scanned counts as one transaction. This means that stand-alone images (JPEG, JPG, PNG, BMP, or TIFF) each count as a single transaction. It also means that each page in a PDF file is charged separately. For example, if there are 10 pages in a PDF file, an OCR scan of the PDF file counts as 10 separate scans. For information on using the OCR cost estimator, see Estimate your OCR costs.
Note
To reduce your OCR costs, charges for scanning each unique image are incurred only once.
Small images, such as logos and signatures that are sent in email via Microsoft Exchange are scanned and billed only once per unique image across all users of the tenant. For all subsequent instances, the results of the previous scan will be reused.
Additionally, each scanned image can be used in any number of policies across data loss prevention, insider risk management, auto-labeling, and records management at no additional charge.
Important
For information about the Adobe requirements for using Microsoft Purview Data Loss Prevention (DLP) features with PDF files, see this article from Adobe: Microsoft Purview Information Protection Support in Acrobat.
Configure your OCR settings
Select the appropriate tab for the portal you're using. Depending on your Microsoft 365 plan, the Microsoft Purview compliance portal is retired or will be retired soon.
To learn more about the Microsoft Purview portal, see Microsoft Purview portal. To learn more about the Compliance portal, see Microsoft Purview compliance portal.
- Sign in to the Microsoft Purview portal.
- Select Settings.
- Select Optical character recognition (OCR) to enter your OCR configuration settings.
- Select the locations where you wish to scan images.
- Select the distribution groups that you want included or excluded from OCR scans.
- Select Done
Supported locations and solutions are listed in the table below.
Permissions
The account you use to create and deploy policies must be a member of one of these role groups
- Compliance administrator
- Compliance data administrator
- Global administrator
- Information Protection
- Information Protection Admin
Note
In general, OCR settings take effect about an hour after being turned on.
For information on OCR functionality in Microsoft Purview Communication Compliance, see Create and manage communication compliance policies.
Supported locations and solutions
| Location | Supported Solutions |
|---|---|
| Exchange | Data loss prevention Information protection: Auto-labeling policies Records management: Auto-apply retention label policies1 |
| SharePoint sites | Data loss prevention Insider risk management2 Records management: Auto-apply retention label policies1 |
| OneDrive accounts | Data loss prevention Records management: Auto-apply retention label policies1 |
| Teams chat and channel messages | Data loss prevention Insider risk management2 |
| Devices | Data loss prevention Insider risk management2 |
1 Supports keywords and sensitive information types.
2 Considers sensitive information types and trainable classifiers present in images for risk scoring.
Supported file types
This functionality supports scanning images in the following file types, with the noted requirements:
| Supported file types | Image requirements |
|---|---|
| JPEG, JPG, PNG, BMP, TIFF, and PDF (image only) | File sizes: Image files must be no larger than 20 MB for Exchange and Teams. For SharePoint, OneDrive, and Windows and macOS endpoints, the maximum image file size is 50 MB. Image resolution: Image resolution must be at least 50 x 50 pixels and not larger than 16,000 x 16,000 px. |
Important
- Only images uploaded after OCR has been enabled are scanned.
- Both incoming email (email from users outside the organization) and outgoing email (email sent from users inside the organization) are subject to OCR scanning. To restrict OCR scans to outgoing emails only, change the OCR settings from the default scope of All distribution groups to the specific distribution group(s) and specify the internal distribution groups that you want OCR to scan. For information on changing this configuration, see Configure your OCR settings.
- Data loss prevention policy tips are not supported for images in Exchange.
- If you exclude a path in the endpoint data loss prevention settings, OCR will not scan images in those folders.
- When OCR is turned on for Windows and macOS devices, the devices start sending messages to the cloud for scanning. The default bandwidth limit is 1024 MB of data per device per day. OCR stops scanning images once this daily limit is reached. If you want to continue scanning images, you can increase the bandwidth limit.
Supported Languages
OCR scanning supports more than 150 languages.
Summary
- To use OCR, you must set up Microsoft Syntex pay-as-you-go billing. (You don’t need to set up Microsoft Syntex itself.)
- Configuring OCR occurs at the tenant level, so once OCR is configured, it's available to the entire Microsoft Purview stack.
- You don't need to create separate data classifiers for OCR. Once OCR is configured, existing sensitive information types, exact data match based sensitive information types, trainable classifiers, and fingerprint SITs scan images as well as documents and emails.