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Sharing documents and resources is fundamental to collaboration—but traditional sharing links often introduce friction. Broken links, unclear permissions, and multiple link versions can undermine productivity and trust. Enter Microsoft 365 Hero Links: a modernized sharing experience designed to eliminate link chaos and empower users with simple, secure access to files.
What Are Hero Links?
Hero Links are a new feature in Microsoft 365 that replaces multiple sharing URLs for the same file with a single, standardized link. Announced at the 2025 Microsoft 365 Conference, this optimized sharing dialogue ensures
One link per file: No more generating separate URLs for view, edit, or external access.
Centralized permission management: Adjust who can view or edit directly from the same interface.
Clear external indicators: Instantly see when recipients are outside your organization.
By consolidating sharing into a single “hero” URL, Microsoft reduces confusion and administrative overhead, making file distribution and revocation seamless.
Key Benefits of Hero Links
Consistent Sharing Experience: Hero Links maintain a uniform access point. Whether you’re sharing internally or with external partners, the same link applies. This consistency minimizes “link not found” errors and reduces the number of support requests.
Real-Time Permission Control: Through the updated sharing dialogue, owners can add or remove individuals and adjust access levels (viewer, editor, owner) in real-time. If a collaborator leaves a project, revoke their permission; there is no need to generate a new link.
Enhanced Security and Trus: Hero Links flag external users, so you know exactly who has access. Permissions can be audited at any time, bolstering governance and compliance efforts across your organization.
Improved User Experience: The modernized sharing UI is intuitive and streamlined, enhancing the overall user experience. Users spend less time navigating complex menus and more time collaborating.
Reduced Link Proliferation: With a single link per file, there’s no more link fatigue. Teams won’t accumulate dozens of outdated URLs, and recipients always have the latest access point.
How to Use Hero Links
Navigate to Your File
Open the file in OneDrive or SharePoint.
Access the Sharing Dialogue
Click Share. You’ll notice the updated interface prompting you to generate a Hero Link.
Set Permissions
Select who can access the file (Anyone, People in your organization, or Specific people) and the permission level (View, Edit, or Owner).
Copy and Distribute
Copy the Hero Link and share it via email, chat, or Teams.
Manage Access Anytime
Return to the same Share dialogue to add or remove people, change permissions, or turn off the link entirely if needed.
Microsoft 365 Hero Links represent a significant leap forward in file sharing. By unifying all access under a single, secure URL and offering real-time permission management, Hero Links cut through the complexity of traditional sharing. As this feature rolls out later in 2025, organizations can look forward to fewer support tickets, increased confidence in shared content, and a smoother collaboration experience overall.
