Broken Links

Question

1.) We have an Excel workbook stored on SharePoint Site A that contains hyperlinks to resources on the same site. When someone downloads the file and uploads it to SharePoint Site B, all the hyperlinks break with a 404 error. We confirmed the URLs inside the file contain relative paths with ../../ that get rewritten when the file moves sites. What is the permanent fix so that hyperlinks in an Excel workbook stored on SharePoint work correctly regardless of which SharePoint site the file is downloaded from or uploaded to, for non-technical end users who should not need to do anything special?

2.) What is the correct way to add a hyperlink inside an Excel workbook that is stored on SharePoint, so that the link permanently points to a SharePoint list or page and does not break when the file is moved, downloaded, or uploaded to a different SharePoint site? We need a step-by-step method that a non-technical user can follow.

3.) When we download an Excel file from SharePoint Site A and upload it to SharePoint Site B, the internal hyperlinks break. What is the correct Microsoft-supported process for moving or copying an Excel file between two SharePoint sites without breaking any hyperlinks inside the file?

4.) Some users in our organization open a SharePoint file and see an older version even though a newer version has been uploaded and is visible to other users. What is the exact step by step fix for a non-technical end user to clear whatever cache is causing them to see the old version and force their Excel or OneDrive to show the most current version of the file from SharePoint?

Kindly answer all questions one after the other.

Answer 1

Good day @Omidy, and I appreciate the clear explanation of your concern.  

I will provide scenarios based on your number questions: 

Scenario 1: Keep links working when moving files in SharePoint 

This happens because Excel saves some links as relative paths, so when you move the file to another SharePoint site, it adjusts those paths based on the new location, which can lead to broken links or 404 errors. 

To ensure hyperlinks always work regardless of where the file is stored, please follow this approach: 

• Update all hyperlinks (Right-click the link > Link Options > Edit link) that point to SharePoint lists, pages, or resources. 

• Replace any relative paths such as ../../ with full HTTPS links. 
• Ensure hyperlinks start with the complete address, for example: "https://tenant.sharepoint.com/sites/YourSite/Lists/YourList/AllItems.aspx" 

• Avoid creating links from synced folders or local file paths. 

Scenario 2: The correct way to create stable hyperlinks in Excel 

Please follow these steps to create a hyperlink that will not break: 

• Open the SharePoint list or page that you want to link to. 
• Copy the full URL from the browser address bar. 
• Open the Excel workbook. 
• Select the cell where you want the hyperlink. 
• Press Ctrl + K or go to Insert then select Link. 
• Paste the full SharePoint URL into the Address field. 
• Enter a friendly name in the Text to display field. 
• Select OK. 
• Save the workbook back to SharePoint. 

You can also use this formula in Excel: 

=HYPERLINK("https://tenant.sharepoint.com/sites/YourSite/Lists/YourList/AllItems.aspx","Open SharePoint List") 

Note: Don't create links using local synced folders, mapped drives, or relative paths. These methods will lead to broken links when the file is moved. 

Scenario 3: Move or Copy files between SharePoint sites 

Downloading and re-uploading files isn't recommended when transferring files between SharePoint sites, as it breaks link context and metadata. 

• Open the document library where the Excel file is stored. 
• Select the file. 
• Click Move to or Copy to from the top menu. 
• Choose the destination SharePoint site and document library. 
• Select Move here or Copy here. 

Notes: 

• Move to keeps version history. 
• Copy to only transfers the latest version. 
• Even when using this correct method, Excel will not fix hyperlinks that were originally created as relative paths. Those must still be converted to full URLs as mentioned earlier. 

Scenario 4: Fix for users who see an older version of a SharePoint file 

This issue is usually caused by cache stored in Excel or OneDrive. 

• Option 1: Reopen file from SharePoint 

Close the workbook > Close Excel completely. 

Open SharePoint in a browser. 

Confirm the latest version using Version history. 

Open the file directly from SharePoint. 

After that, you can open the file in Excel for the web or in the Excel desktop app. 

• Option 2: Clear Excel cache 

Close all Office applications. 

Open Excel (without opening the file).

Go to File > Options > Select Save > Under Cache Settings, select Delete cached files. 

Confirm the action. 

Restart the device. 

Open the file again from SharePoint. 

• Option 3: Reset OneDrive sync 

Please follow this article to reset the OneDrive app: Reset OneDrive - Microsoft Support 

Then start OneDrive again from the Start menu. 

Wait for synchronization to complete. 

Reopen the file from OneDrive. 

As community moderators, we kindly ask for your understanding that our access to internal development details is limited. Our primary role is to guide users toward the appropriate resources and support channels. While we may not have visibility into performing deeper backend analysis, we’ll continue doing our best to support you within the scope of our responsibilities.  

I hope this information is helpful. If you have any questions or need further support, please don’t hesitate to reach out at any time. 

Thank you for your patience and understanding. 

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