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Workbook Link support coming to Excel for the web

JoeMcDaid's avatar
JoeMcDaid
Icon for Microsoft rankMicrosoft
Aug 18, 2020

When collecting data from multiple workbooks, it’s often desirable to link directly to the data. Why? It provides a record of where the data was sourced and, if the data changes, you can easily refresh it. This has made Workbook Link support a highly requested feature for our web users. Today, we are excited to announce that Workbook Link support is beginning to roll out to Excel for the web.

 

This was previously only available in Excel for Windows and Excel for Mac, and is an important step on our journey to meeting one of our key goals: "Customers can use our web app for all their work and should never feel they need to fall back to the rich client". You can read more about our web investment strategy in Brian's recent post.

 

Creating a new Workbook Link

To create a new Workbook Link, follow these simple steps:

 

  • Open two workbooks in Excel for the web. They should be stored in either OneDrive or SharePoint.
  • In the source workbook, copy the range.
  • In the destination workbook, “paste links” via the right click menu or via paste special on the home tab.

The gif below provides a brief demonstration.

 

Creating Workbook Links

You can also explicitly reference the workbook using the following reference pattern. ='https://domain/folder/[workbookName.xlsx]sheetName'!CellOrRangeAddress

 

Opening a workbook that contains Workbook Links

When you open a workbook that contains Workbook Links, you will see a yellow bar notifying you that the workbook is referencing external data.

 

Data Connection Warning

If you ignore or dismiss the bar, we will not update the links and instead keep the values from before. If you click the “Enable Content” button, Excel for the web will retrieve the values from all the linked workbooks.

 

Managing Workbook Links

To help you manage Workbook Links, we’ve added a new Workbook Links task pane. The task pane can be accessed by pressing the Workbook Links button on the Data tab or via the “Manage Workbook Links” button on the yellow bar above.

 

Workbook Links button on the Data tab

You can see the task pane below with its menus expanded below.

Workbook Links Taskpane

The task pane lists all your linked workbooks and provides you with information on the status of each of the linked workbooks. If the link could not be updated, the status will explain the cause. So that you can quickly spot issues, any workbook that cannot be updated will be bubbled to the top of the list. 


At a global level you can take the following actions:

Refresh all: This triggers an immediate refresh of all linked workbooks.

Refresh links automatically: When enabled, this causes Excel to periodically check for updated values while you are in the workbook.

Break all links: This removes all the Workbook Links by replacing those formulas with their current values.

 

At a workbook level you can take the following actions:

Refresh workbook: This triggers an immediate refresh of that linked workbook.

Open workbook: This opens the linked workbook in another tab.

Break links: This removes links to that workbook by replacing those formulas with their values.

Find next link: This selects the next occurrence of a link to that linked workbook. (Great for quickly finding phantom links)

 

Workbook Links vs External Links

Direct links to external workbooks have historically been referred to simply as “External Links”. As we continue to add more external data sources to Excel, the term “External Links” has become ambiguous. To improve clarity going forward, we will use the term “Workbook Links” instead.

 

Learn More

You can find additional information about Workbook Links on our help page.

 

Updated Aug 18, 2020
Version 1.0

43 Comments

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Link support coming to Excel for the 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We are excited to announce that Workbook Link support is rolling out to Excel for the web. This functionality that was previously only available in Excel for Windows and Excel for Mac.Workbook Links task pane

","body":"

When collecting data from multiple workbooks, it’s often desirable to link directly to the data. Why? It provides a record of where the data was sourced and, if the data changes, you can easily refresh it. This has made Workbook Link support a highly requested feature for our web users. Today, we are excited to announce that Workbook Link support is beginning to roll out to Excel for the web.

\n

 

\n

This was previously only available in Excel for Windows and Excel for Mac, and is an important step on our journey to meeting one of our key goals: \"Customers can use our web app for all their work and should never feel they need to fall back to the rich client\". You can read more about our web investment strategy in Brian's recent post.

\n

 

\n

Creating a new Workbook Link

\n

To create a new Workbook Link, follow these simple steps:

\n

 

\n\n

The gif below provides a brief demonstration.

\n

 

\n

Creating Workbook Links

\n

You can also explicitly reference the workbook using the following reference pattern. ='https://domain/folder/[workbookName.xlsx]sheetName'!CellOrRangeAddress

\n

 

\n

Opening a workbook that contains Workbook Links

\n

When you open a workbook that contains Workbook Links, you will see a yellow bar notifying you that the workbook is referencing external data.

\n

 

\n

Data Connection Warning

\n

If you ignore or dismiss the bar, we will not update the links and instead keep the values from before. If you click the “Enable Content” button, Excel for the web will retrieve the values from all the linked workbooks.

\n

 

\n

Managing Workbook Links

\n

To help you manage Workbook Links, we’ve added a new Workbook Links task pane. The task pane can be accessed by pressing the Workbook Links button on the Data tab or via the “Manage Workbook Links” button on the yellow bar above.

\n

 

\n

Workbook Links button on the Data tab

\n

You can see the task pane below with its menus expanded below.

\n

Workbook Links Taskpane

\n

The task pane lists all your linked workbooks and provides you with information on the status of each of the linked workbooks. If the link could not be updated, the status will explain the cause. So that you can quickly spot issues, any workbook that cannot be updated will be bubbled to the top of the list. 

\n


At a global level you can take the following actions:

\n

Refresh all: This triggers an immediate refresh of all linked workbooks.

\n

Refresh links automatically: When enabled, this causes Excel to periodically check for updated values while you are in the workbook.

\n

Break all links: This removes all the Workbook Links by replacing those formulas with their current values.

\n

 

\n

At a workbook level you can take the following actions:

\n

Refresh workbook: This triggers an immediate refresh of that linked workbook.

\n

Open workbook: This opens the linked workbook in another tab.

\n

Break links: This removes links to that workbook by replacing those formulas with their values.

\n

Find next link: This selects the next occurrence of a link to that linked workbook. (Great for quickly finding phantom links)

\n

 

\n

Workbook Links vs External Links

\n

Direct links to external workbooks have historically been referred to simply as “External Links”. As we continue to add more external data sources to Excel, the term “External Links” has become ambiguous. To improve clarity going forward, we will use the term “Workbook Links” instead.

\n

 

\n

Learn More

\n

You can find additional information about Workbook Links on our help page.

\n

 

","body@stringLength":"6868","rawBody":"

When collecting data from multiple workbooks, it’s often desirable to link directly to the data. Why? It provides a record of where the data was sourced and, if the data changes, you can easily refresh it. This has made Workbook Link support a highly requested feature for our web users. Today, we are excited to announce that Workbook Link support is beginning to roll out to Excel for the web.

\n

 

\n

This was previously only available in Excel for Windows and Excel for Mac, and is an important step on our journey to meeting one of our key goals: \"Customers can use our web app for all their work and should never feel they need to fall back to the rich client\". You can read more about our web investment strategy in Brian's recent post.

\n

 

\n

Creating a new Workbook Link

\n

To create a new Workbook Link, follow these simple steps:

\n

 

\n\n

The gif below provides a brief demonstration.

\n

 

\n

Creating Workbook Links

\n

You can also explicitly reference the workbook using the following reference pattern. ='https://domain/folder/[workbookName.xlsx]sheetName'!CellOrRangeAddress

\n

 

\n

Opening a workbook that contains Workbook Links

\n

When you open a workbook that contains Workbook Links, you will see a yellow bar notifying you that the workbook is referencing external data.

\n

 

\n

Data Connection Warning

\n

If you ignore or dismiss the bar, we will not update the links and instead keep the values from before. If you click the “Enable Content” button, Excel for the web will retrieve the values from all the linked workbooks.

\n

 

\n

Managing Workbook Links

\n

To help you manage Workbook Links, we’ve added a new Workbook Links task pane. The task pane can be accessed by pressing the Workbook Links button on the Data tab or via the “Manage Workbook Links” button on the yellow bar above.

\n

 

\n

Workbook Links button on the Data tab

\n

You can see the task pane below with its menus expanded below.

\n

Workbook Links Taskpane

\n

The task pane lists all your linked workbooks and provides you with information on the status of each of the linked workbooks. If the link could not be updated, the status will explain the cause. So that you can quickly spot issues, any workbook that cannot be updated will be bubbled to the top of the list. 

\n


At a global level you can take the following actions:

\n

Refresh all: This triggers an immediate refresh of all linked workbooks.

\n

Refresh links automatically: When enabled, this causes Excel to periodically check for updated values while you are in the workbook.

\n

Break all links: This removes all the Workbook Links by replacing those formulas with their current values.

\n

 

\n

At a workbook level you can take the following actions:

\n

Refresh workbook: This triggers an immediate refresh of that linked workbook.

\n

Open workbook: This opens the linked workbook in another tab.

\n

Break links: This removes links to that workbook by replacing those formulas with their values.

\n

Find next link: This selects the next occurrence of a link to that linked workbook. (Great for quickly finding phantom links)

\n

 

\n

Workbook Links vs External Links

\n

Direct links to external workbooks have historically been referred to simply as “External Links”. As we continue to add more external data sources to Excel, the term “External Links” has become ambiguous. To improve clarity going forward, we will use the term “Workbook Links” instead.

\n

 

\n

Learn More

\n

You can find additional information about Workbook Links on our help page.

\n

 

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We are excited to announce that Workbook Link support is rolling out to Excel for the web. This functionality that was previously only available in Excel for Windows and Excel for Mac.Workbook Links task pane

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Workbook Link support coming to Excel for the web","moderationData":{"__ref":"ModerationData:moderation_data:3891033"},"body":"

RE: 

\" I have a workbook that I am working in that has numerous sheets within in.   One of those sheets is a summary sheet of all the jobs (individual work sheets).   I want to link the job number on the summary page to the job worksheet so that I don't have to scroll through all the sheets to find that specific job sheet.   How do I do this?:

 

My workaround is to name the individual work sheet with \"job number\" so that they are visible without additional linking or XL4 macros to list sheets. Hope this helps.

 

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I have a workbook that I am working in that has numerous sheets within in.   One of those sheets is a summary sheet of all the jobs (individual work sheets).   I want to link the job number on the summary page to the job worksheet so that I don't have to scroll through all the sheets to find that specific job sheet.   How do I do this?

","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"223","kudosSumWeight":1,"repliesCount":0,"postTime":"2023-08-03T14:34:37.935-07:00","lastPublishTime":"2023-08-03T14:34:37.935-07:00","metrics":{"__typename":"MessageMetrics","views":19210},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"entityType":"BLOG_REPLY","eventPath":"category:microsoft365/category:products-services/category:communities/community:gxcuf89792board:ExcelBlog/message:1590314/message:3890873","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[]},"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"customFields":[]},"User:user:1616395":{"__typename":"User","id":"user:1616395","uid":1616395,"login":"HenBerk","biography":null,"registrationData":{"__typename":"RegistrationData","status":null,"registrationTime":"2022-11-17T00:51:21.502-08:00"},"deleted":false,"email":"","avatar":{"__typename":"UserAvatar","url":"https://techcommunity.microsoft.com/t5/s/gxcuf89792/m_assets/avatars/default/avatar-2.svg?time=0"},"rank":{"__ref":"Rank:rank:37"},"entityType":"USER","eventPath":"community:gxcuf89792/user:1616395"},"ModerationData:moderation_data:3678449":{"__typename":"ModerationData","id":"moderation_data:3678449","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"BlogReplyMessage:message:3678449":{"__typename":"BlogReplyMessage","author":{"__ref":"User:user:1616395"},"id":"message:3678449","revisionNum":1,"uid":3678449,"depth":1,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Blog:board:ExcelBlog"},"parent":{"__ref":"BlogTopicMessage:message:1590314"},"conversation":{"__ref":"Conversation:conversation:1590314"},"subject":"Re: Workbook Link support coming to Excel for the web","moderationData":{"__ref":"ModerationData:moderation_data:3678449"},"body":"

Is it also possible to link two files saved in Sharepoint automatically with a macro (VAB)? I tried to sort out the appropriate path. But I could not succeed. When I use an example path I generated manually by copying the cells as explained above, it does not work.

Thanks for help!

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Hi JCOLLINS0331, you mention \"organization\". So, this means you got the Excel linking functionality to work in your own personal organization and but can't get them to work in your current organization?  If so, you could consider asking your colleagues, in that organization, if they are having the same issue. This would point to , perhaps an Office 365 Admin setting that needs to be turned on. In Teams, restrictions can be applied to which SharePoint sites/Groups and content you get access to. So, opening an Excel workbook in a Teams tab does not necessarily give you access (via the linking) to other Excel workbooks. Though, that said, the error message, above, is perhaps an HTTP/Server caused error. That is, it is perhaps an intermittent error. Refreshing/quitting Teams can resolve that type of error.

Additional remediation, possible, is to recreate the links in the workbook or recreate a new worksheet in that workbook with the links or create a new workbook with the links in it.

You could, also, try reporting the issue in a support request to Microsoft. Give them that Error id. Use your own personal Microsoft work account to report the issue if you don't have access to the support reporting link in your organizational tenant.
Hope that helps.    

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I use workbook links in my other ms teams / excel on the web spreadsheets but in this organization Im getting the following error.

 

I have tried everything i can think of. help?

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Rodito_Buan 

You can try to use this example VBA to refresh your \"external data connection\" :

Sub UpdatingExternalCons()
' UpdatingExternalCons Macro
ActiveWorkbook.Connections(\"Query - SampleData\").Refresh
End Sub

You should, then, insert that VBA into the Power Automate triggered solution as I have demoed here:  Run VBA on SharePoint Online for Excel files - YouTube

 

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Checking if anyone figured out how to automatically enable the \"external data connection has been disabled\"?

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What would be really useful, is if this feature could work with non-Excel formatted files!! For example csv. Csv files do open in Excel Online and we can see the data in individual cells, etc., yet when it comes to copy-pasting links it does not work.  

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Hi Anders_Kjo , the way to use this is to either manually type the formula or copy the cells (range) from the source workbook and \"past link\".

As far as I am aware this feature has now been rolled out across the world, so it should be working for you. If not raise a support request with Microsoft. 

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This function is really valuable, however I the selection paste special workbook link is not available unless I have something copied in the target workbook. And then that is what is copied in to the target cell - ie a copy within one workbook.

Is there anyone who has gotten this to work???

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