Sharing Is Changing—And So Is What AI Can See

Why Microsoft’s hero link model marks a deeper shift in how we think about access, visibility, and the future of collaboration

Microsoft is preparing to introduce a new sharing model in Microsoft 365. At the center is what they call the hero link—a single, persistent, updatable link per file that reshapes how access is assigned, tracked, and understood.

It may look like a minor UX refinement. It’s not.

It’s a signal that the way we define "sharing"—and the systems that interpret it—are evolving to match the complexity of the modern workplace.

This isn’t just about streamlining collaboration. It’s about aligning user behavior, governance, and AI in a way that finally makes sense.

Here’s what’s changing—and why it matters.

The Problem with the Way We Share Today

Today, link-based sharing is the default model in Microsoft 365. And for good reason—it made collaboration easier and faster than ever. With a few clicks, users could share a file with their team, their org, or even externally.

But here’s what most people don’t realize:

Sending a link doesn’t mean someone has access.

Let’s say Jordan shares a file with Taylor using a “People in your organization” link. She pastes it in Teams. Done, right?

Not quite.

Unless Taylor clicks that link, the system doesn’t consider her someone who has access. She’s not listed on the file. She’s not visible in access logs. And critically, Copilot can’t surface that file for her, because the system doesn’t know she’s meant to see it.

So when Taylor asks Copilot to summarize project files, that document stays hidden—despite the fact it was technically “shared.”

This isn’t a bug. It’s how the system is designed. Today’s model treats access as inferred from behavior, not explicitly assigned.

And in a world where AI is helping us discover, summarize, and connect content, that distinction matters.

What the Hero Link Changes

The hero link flips the model.

Instead of relying on someone to use a link before they’re considered to have access, you can now grant that access upfront—regardless of whether the link has been clicked.

You’re no longer handing out one-off keys. You’re managing the lock.

Key capabilities include:

• One canonical link per file
• Access that can be assigned—and updated—after sending
• Real-time visibility into who has access and how
• Alignment between user action and what Copilot can surface

And you still have flexibility: company links, guest links, and broad sharing options remain. The difference is that you can manage access with confidence, knowing you won’t need to chase down old links or worry whether someone’s clicked the right version.

Why This Matters Now

AI changes everything.

Tools like Microsoft Copilot depend on an accurate access graph to determine what files a user can see. And today, that graph doesn’t reflect intent—it reflects behavior.

This means:

• If someone sends you a file but you don’t open it, Copilot won’t suggest or summarize it
• If a file is technically accessible through a link, you still won’t appear in governance or access logs until you use it
• If you revoke access, you have to issue a new link—creating confusion, fragmentation, and risk

The hero link model addresses this. It brings clarity where today there’s ambiguity. It ensures that what users mean to share is what the system actually understands and tracks.

And for IT? It simplifies support, improves auditability, and reduces accidental oversharing.

What Leaders Should Be Thinking About

As this model rolls out later this year, it’s not just a product update—it’s an opportunity to evolve how your org thinks about collaboration:

• Update your guidance around link types and permissions
• Train teams on assigning access intentionally—not reactively
• Rethink how you evaluate “who has access” in the context of AI and search
• Clarify expectations between sharing, visibility, and discoverability

We’ve built our habits around the mechanics of the current system. Now we have the chance to build better ones.

Final Thought: From Potential to Presence

The hero link model reflects a deeper truth: In a world of AI, access isn’t just about who has a key—it’s about who the system knows is allowed through the door.

This shift from passive permissions to proactive access aligns sharing with clarity, security, and visibility.

That’s not just good design—it’s essential infrastructure for the AI-powered workplace.

Microsoft’s full announcement: Simple, Smart, and Secure: The Next Step in Sharing Files in Microsoft 365