check before: 2025-12-01
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:
2025-05-09
Docu to Check
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MS workload name
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summary for non-techies**
Microsoft 365's latest update introduces a "hero link," a single, consistent method for sharing files and folders across devices and platforms, enhancing collaboration and security by allowing users to control access permissions easily.
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**
Enhanced Collaboration Features
The new sharing experience allows users to manage file access more effectively, which can enhance collaboration across teams. This could lead to improved productivity and faster project completion as users can share files without worrying about complex permissions.
- next-steps: Conduct training sessions for users to familiarize them with the new sharing features and best practices for collaboration.
- roles: Project Managers, Team Leaders, Collaborative Teams
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/10/microsoft-365-the-next-generation-of-file-folder-sharing/
Improved Security and Compliance
With the introduction of the hero link, organizations can ensure that file sharing is more secure by controlling access through a single link. This can help in maintaining compliance with data protection regulations and reducing the risk of data breaches.
- next-steps: Review current data sharing policies and align them with the new security features to enhance compliance measures.
- roles: Compliance Officers, IT Security Managers, Data Protection Officers
- references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/announcing-the-next-generation-of-file-folder-sharing/ba-p/3752343
Streamlined IT Administration
The new sharing controls simplify the management of file permissions, reducing the administrative burden on IT teams. This can lead to more efficient IT operations as fewer resources are needed to manage file access issues.
- next-steps: Evaluate current IT workflows to identify areas where administrative tasks can be reduced or automated with the new sharing features.
- roles: IT Administrators, Operations Managers, Help Desk Staff
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/10/microsoft-365-the-next-generation-of-file-folder-sharing/
Potentional Risks**
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IT Security**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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