492622 – Microsoft 365: The Next Generation of File & Folder Sharing

Product:

Microsoft 365 Apps, OneDrive, SharePoint

Platform:

Android, iOS, Mac, Online, US Instances, Web, Windows Desktop, World tenant

Status:

In development

Change type:

Links:

Details:

We're now introducing the third generation of the Microsoft 365 sharing experience designed to make collaboration simpler, smarter, and more secure by default. At the heart of this update is the new hero link, a single, powerful link that controls access to your files. Whether you copy a link, share via email, or send the URL from your browser, you now have a seamless and consistent way to share and stay in control of your files.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-05-09

updated:
2025-09-10

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**

Access Control Issues
If the new sharing experience is implemented without proper training, users may inadvertently share sensitive files with unauthorized individuals, leading to data breaches.
   - roles: IT Security Manager, End Users
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/microsoft-365-the-next-generation-of-file-folder-sharing/

User Confusion
The introduction of the new hero link may confuse users who are accustomed to the previous sharing methods, resulting in decreased productivity and frustration.
   - roles: End Users, Team Leaders
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/microsoft-365-the-next-generation-of-file-folder-sharing/

Integration Issues
Without proper preparation, existing integrations with third-party applications may break or function improperly due to changes in the sharing mechanism, disrupting workflows.
   - roles: IT Operations Manager, Application Developers
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/microsoft-365-the-next-generation-of-file-folder-sharing/

Configutation Options**

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Opportunities**

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Potentional Risks**

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IT Security**

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explanation for non-techies**

Imagine you have a keychain with different keys for your house, car, and office. Each key opens a specific door, and you need to keep track of which key goes where. Now, picture having a master key that can open all these doors, making it easier to manage access without juggling multiple keys. This is similar to what Microsoft 365 is doing with its new sharing experience.

The latest update introduces a "hero link," which acts like that master key. Previously, sharing files and folders in Microsoft 365 could feel like managing a bunch of different keys. You might have had to create different links or use various methods to share files, depending on the situation. Now, with the hero link, you have one consistent way to share your files, whether you're copying a link, sharing via email, or sending a URL from your browser.

This update is designed to make collaboration more straightforward and secure. Think of it as having a smart lock on your doors that not only lets you in but also keeps track of who else has access. The hero link allows you to control who can view or edit your files, ensuring that only the right people have access.

For those using Microsoft 365 across different devices and platforms, like Android, iOS, or on the web, this means a more unified experience. It's like having that master key work seamlessly, whether you're at home, in the office, or on the go. This change aims to simplify the way you manage and share your files, much like how a master key simplifies access to various locks.