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If you’ve ever found yourself buried under a pile of SharePoint links, unsure which version is the right one to share—or worse, oversharing content without realizing it—Microsoft’s new SharePoint Hero Link system is built for you. This upcoming change to SharePoint’s sharing model could significantly reduce confusion, tighten security, and make everyday collaboration much simpler for users and administrators alike.
In this blog post, I’m going to break down this new SharePoint sharing system, when it’s coming, and more. Let’s get into it!
One Link to Rule Them All: Meet the SharePoint Hero Link
Typically, when you’re sharing a file, you go to the share dialogue, type in the people’s names, hit the copy link button, and send it. You’ll get a unique link every time you share with a new set of people. This results in a multitude of different sharing links across your environment. This is where the new system becomes very powerful.
In the current model, every time you share a file in SharePoint with a different group or individual, a unique link is generated. Over time, this leads to a fragmented environment with countless duplicate links, each tied to a slightly different permission set.
Hero Link changes all of that.
With Hero Link, every file has one consistent link. Whether you click “Copy link,” share via email, or just copy the URL from your browser’s address bar, it’s the same link. This not only cuts down on clutter but drastically simplifies the process of sharing documents across your team or organization.
Secure by Default
One big reason this new system is exciting is that it’s secure.
By default, Hero Links only work for people who already have access to the document. That means you can copy and share the URL without worrying that you’re accidentally exposing sensitive information.
If someone doesn’t have access, you—or another authorized user—must explicitly grant it. This prevents unintended “anyone with the link” scenarios and aligns well with the data governance priorities many organizations are now focused on, especially with the rise of tools like Microsoft Copilot.
Easy Admin Control
Admins will also have the ability to change default sharing behavior either on a per-site collection basis or across all of OneDrive.
They can choose whether the default option is users with existing access or everyone within the organization. This will vary depending on whether you’re talking about an intranet site or a departmental site. Different scenarios call for different default options to better serve end users.
Update Access Without Breaking the Link
Need to give someone access to a document after you’ve already shared it? Want to remove someone’s access later on? With Hero Links, you can do all of that without changing the URL.
Even bulk updates to permissions won’t generate a new link. That means no more sending out revised links every time your access list changes. Just update permissions, let them know, and you’re done.
This is a major shift from how SharePoint has traditionally handled access and will be a welcome change for both users and IT admins.
How SharePoint Hero Links Handle External User Tags
SharePoint Hero Link brings more visibility into who you’re sharing content with and how.
If you grant access to someone outside your organization, they’ll now be clearly marked as “external.” That added transparency can prevent accidental data exposure and keep users aware of who has eyes on their content.
Enhanced Security Features
Additionally, file owners will now have more control over who can manage access to their documents. Just because someone has edit rights doesn’t mean they can automatically change access permissions. Owners can lock down sharing management to themselves or designate trusted users, further tightening security without complicating the user experience.
Unified Sharing and Access Management
Historically, SharePoint has separated the “Share” and “Manage Access” screens. With Hero Link, these functions are now on a single screen. This lets you see everything you need to manage access in one, consolidated interface, saving time and reducing confusion.
What About More Complex Scenarios?
While Hero Link is intended to simplify sharing, it still supports more advanced needs. For example, if you want to share a file with a specific team—say, your executive leadership—you can create an additional sharing link with its own name, permissions, and access list.
These additional links are useful in specific cases where segmentation is important, but they’re not meant to replace Hero Link as the default. Organizations should be intentional about when and why they create these custom links to maintain clarity and improve long-term governance.
Naming these secondary links also adds valuable context. A year from now, you’ll be able to look back and understand why someone was granted access, just by seeing the name of the sharing link used.
Copilot Integration
When sharing a file and sending an email notification, there’s a new option to generate a file summary with Copilot. This summary is sent along inside the email, helping users understand what the file is without even opening it. This is a great use of Copilot, providing context before users need to ask what the file is.
Email Notification Control
You can disable email notifications when adding additional people. This is useful if you’re talking with someone in Teams and sharing a file. You don’t need an extra email if you already know you have access to the file.
Hero Link Release Timeline
Microsoft has targeted late 2025 for the release of SharePoint Hero Link. While “late” is still a bit vague, the system already looks polished and promising. Whether it arrives in Q3 or Q4, now’s the time to start preparing your organization for what’s coming.
You can stay ahead by monitoring your Microsoft 365 Message Center or subscribing to my SharePoint insights newsletter, which tracks roadmap updates and major feature announcements to keep your team informed.
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