Microsoft enhances file sharing in Microsoft 365 with improved security and ease of use

Enhancements in File Sharing with Microsoft 365

File sharing has become an integral component of today’s work environment. Recent statistics from Microsoft indicate that over 1.2 billion users engage with the file sharing dialog in Microsoft 365 monthly. To streamline this process, Microsoft is introducing several significant enhancements aimed at making file sharing simpler, more secure, and smarter. Key new features include hero links, improved security protocols, and bulk permission updates, among others.

The Introduction of Hero Links

In a bid to enhance user experience, Microsoft 365 now utilizes a unique hero link for every file. This single link governs access permissions and simplifies the sharing process. Regardless of whether the link is copied from the browser’s address bar, generated via the “Copy Link” option, or attached directly to an email, users will consistently utilize the same hero link. This is particularly advantageous when correcting access permissions on previously shared links.

Enhanced Security Features

Regarding security, hero links ensure that access is granted only to individuals previously authorized to view the document. When additional users are granted access, the new sharing interface will flag those who are external to the organization. Furthermore, IT administrators can customize default sharing behaviors to align with their organization’s security needs. New access controls will also enable administrators to specify who can modify access settings or invite additional users.

Expanded Access Features

Additional functionalities allow users to efficiently manage permissions. Enhancements include the ability to update access for multiple users simultaneously, create additional sharing links for tailored control, and rename links as necessary. These improvements are designed to provide users with greater flexibility and control over their document sharing.

AI Integration with Copilot

In a notable advancement, Copilot has been integrated into the sharing interface. Users can now request the AI to generate a brief summary of the document to include in their emails. Additionally, senders can choose whether to notify the recipient about the shared file, adding further customization to the sharing process.

Looking Ahead

These comprehensive improvements to the sharing interface are expected to roll out to Microsoft 365 in late 2025. Further updates regarding these changes will be provided by Microsoft later this year. For detailed insights, refer to the blog post here.

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