Is it possible to do nested links in SharePoint?

Question

I manage a Data Governance process where I am compiling our DG procedures which are not all managed by my team. Many are related to the IT software, hardware, or security teams. I am trying to compile links to those files and ultimately post those links into a Word document (that unfortunately will ultimately have to be uploaded as a PDF to SharePoint itself due to Word's formatting limitations on 365 + SharePoint.)

Is there a way to link to a link such that I can have representation within the DG folder structuring for all of the files included in the document but not have to host the original?

Thanks in advance for any help.

Answer 1

Hi @Randy Wilson, 

Good day, and I appreciate the well‑structured description of your concern.  

Regarding your inquiry about managing procedures in SharePoint, it is indeed possible to achieve your goal by creating link items within a document library. This allows you to represent procedures within your DG folder structure without needing to host or duplicate the original files. 

To add a reference to an external file within your DG folders, follow these steps: 

1. Navigate to the DG document library and open the specific folder where you want the reference to appear. 
2. Select + New/ Create or upload from the top menu and choose Link. 
3. Paste the URL of the target item (file, folder, or site). A common method is to open the source document, select Copy link, and paste that URL into the "Create link to" pane. 
4. Enter a File name for the link and select Create. 

SharePoint will then add a shortcut to the library, automatically appending a .url extension to the file name. This surfaces the file within your structure while the original team retains ownership and hosting of the document. 

To implement this successfully, please note that link items are only compatible with the modern SharePoint experience or Server 2019+ and are not supported in classic or older versions. It is important to remember that these links do not grant new permissions; users must already have access at the source location to view the files. Additionally, clicking a link may occasionally trigger a brief redirection or confirmation screen, and because these items are categorized as shortcuts, they will not automatically appear in "News" web parts. 

Additionally, if your ultimate goal is to create a "DG Hub," you might also consider maintaining a dedicated SharePoint page with curated navigation. This allows you to group links by domain or owner while keeping the original files in their respective team sites. 

I hope this provides a clear path forward. Should you have any further questions, please feel free to reach out. 

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Answer 2

Yes. SharePoint supports “link to a link” scenarios using link items in document libraries, which will work well for the described Data Governance structure.

Key points and options:

1. Use “Link” items in a document library (recommended)
   In SharePoint in Microsoft 365 and SharePoint Server 2019, a document library can contain link items that point to:
   • Files in other document libraries or sites
   • Folders
   • External websites
   These link items appear in the library alongside regular files, so they can represent procedures stored elsewhere without duplicating the originals. Steps:
   1. Go to the DG document library/folder where the representation is needed.
   2. Select New → Link.
   3. In Create link to, paste the URL of the target file/folder (for example, a procedure stored in another library or site).
   4. Enter a friendly File name for the link and select Create. A .url item is created in the library.
   5. Repeat for each external procedure that needs to be represented in the DG structure.
   This does not move or copy the original file; it only creates a pointer to it. The DG library then effectively “hosts” a list of links to the real content.
2. Add links directly inside the Word document
   In Word (Microsoft 365), links can be inserted to files stored in OneDrive or SharePoint:
   1. Place the cursor where the link should appear.
   2. Go to Insert and use the drop arrow next to Link.
   3. Choose the file from the list of recent SharePoint/OneDrive files, or select Insert Link and navigate to it.
   The Word document can then be saved as PDF and uploaded to SharePoint. The PDF will contain hyperlinks to the original files. This gives a “nested” navigation experience from the PDF into SharePoint content.
3. Combining both approaches
   • Use link items in the DG library to mirror the folder/file structure for governance procedures.
   • Use hyperlinks in the Word/PDF to point to the same URLs.
   This way, the DG folder structure and the published PDF both reference the same underlying procedures without hosting duplicates.

Note: The “Link” content type in document libraries is not available in classic experience or SharePoint 2016 or earlier.

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References:

• Add a link in a document library
• Add links to recent files into your document