Microsoft

How to Fix Excel External Links That Aren't Working

Md Sojib Mia

— 3 min read
Share
A close-up of an Excel spreadsheet showing an error message for a broken link.

Broken external links in Excel can disrupt your financial data management. Fortunately, you can fix these issues by identifying the broken links and addressing their underlying causes. This guide will help you restore your spreadsheets to full functionality with straightforward steps.

Broken external links in Excel can manifest in various ways. One common symptom is the appearance of an error message when you try to access a linked cell. For instance, you might see an alert that says:

Error: Reference is not valid.

Additionally, you may notice that the cells linked to external sources display #REF! instead of the expected data. This typically means that Excel can't find the source file or the information it needs.

There are several common reasons why external links in Excel may stop working. One frequent cause is moving or renaming the source file that your Excel workbook is linked to. If the file is relocated or its name is changed, Excel can no longer find it, resulting in broken links. Another issue could be related to permissions; if you lose access to the file or the folder where it resides, the link will fail. Lastly, if the file is on a network drive, connectivity issues can also lead to broken links.

Before you start

This guide applies to Excel for Microsoft 365, Excel 2019, Excel 2016, and Excel 2013. You will need Administrator privileges to make certain changes. Before proceeding, ensure your Excel workbook is saved and backed up to prevent data loss. You should also check that the source file is accessible and in the correct location.

To fix broken external links, follow these steps:

  1. Open your Excel workbook and navigate to the Data tab.
  2. Click on "Edit Links" in the Connections group.
  3. In the Edit Links dialog box, you'll see a list of all external links. Identify the link that is broken, which may be marked as 'Error'.
  4. Select the broken link and click on "Change Source" to locate the file again. Navigate to the correct file location and select it.
Expected output: The link should update without error.
  1. If the link is still broken, consider using "Update Values" to refresh the data from the source.
A person navigating the Data tab in Excel to edit links.

After attempting to fix the external links, check to see if the links are functioning correctly. You can do this by going back to the Data tab and clicking on "Edit Links" again. If the links are working, the status should no longer display any errors. Additionally, verify that the linked cells show accurate data instead of error messages. If everything appears normal, the links have been successfully restored.

To avoid broken links in the future, consider these best practices:

  • Keep your linked files organized in a dedicated folder that doesn't change location.
  • Avoid renaming files unless necessary, and if you must, always update the links in your Excel workbook accordingly.
  • Regularly back up your data to prevent loss of access due to file corruption or accidental deletion.
  • If you work with a team, ensure everyone has the necessary permissions to access shared files.

What to do if nothing works?

If you've tried the above steps and the external links are still broken, consider these options:

  • Double-check that the file path is correct and that the file is accessible.
  • Restart Excel and your computer to eliminate any temporary issues.
  • If the problem persists, you might need to reach out to technical support for further assistance. They can help diagnose any underlying issues that may not be immediately apparent.

Conclusion

Now that you know how to identify and fix broken external links in Excel, you can manage your financial data more effectively. Regular checks and adherence to best practices can help you avoid these issues in the future. Should problems arise again, revisit these troubleshooting steps for assistance.

Read more