2024 Expert Solution for How to Find External Links in Excel

2024 Expert Solution for How to Find External Links in Excel

We all know how frustrating it can be when something in Excel breaks, especially when you’re dealing with external links that you can't find. These links can cause issues with your data, but don’t worry—we're here to help. Below are two easy ways to find and manage those sneaky external links.

And remember, as a Managed IT Services provider, we deal with these kinds of issues all the time, so you're in good hands!

Step-by-Step Guide to Find External Links in Excel

This is the most straightforward method for finding external links in your workbook.

Step 1: Navigate to the Data Tab

Go to the Data tab in your Excel workbook. Once there, look for the Queries & Connections group. In this section, click on Workbook Links to access the list of all linked workbooks, both internal and external.

This image shows an Excel sheet with three columns: "Product," "Price," and "Link Formula." There are #REF! errors in the "Link Formula" column. The "Data Validation" window is open with a Source field containing external file references. The "Data" tab is highlighted, and the "Data Validation" option is selected from the ribbon at the top.

Step 2: View the Workbook Links Dialog Box

After clicking Workbook Links, a dialog box will appear showing all the linked workbooks. This list includes both internal and external links, allowing you to easily identify which workbooks are connected to your current file.

This image shows an Excel sheet with the same three columns and #REF! errors. The "Workbook Links" pane on the right lists three workbooks: "InventoryData2022.xlsx," "MarketAnalysis2023.xlsx," and "SalesData2024.xlsx." The "MarketAnalysis2023.xlsx" workbook is selected with an indication that the file may have been moved, renamed, or deleted.

Step 3: Update an External Link

If you need to update an external link, simply select the link from the list in the dialog box. Then, click the Change Source button to point the link to the correct or updated workbook.

This image shows an Excel sheet with the same three columns and #REF! errors. The "Workbook Links" pane on the right lists three workbooks: "InventoryData2022.xlsx," "MarketAnalysis2023.xlsx," and "SalesData2024.xlsx." The user has clicked the three-dot menu for "MarketAnalysis2023.xlsx," revealing options such as "Open workbook," "Copy link," "Change source," and "Break links." The "Break links" option is highlighted.

Step 3.1: Break an External Link

If you want to remove an external link, select it from the list and click the Break Link button. This will permanently disconnect the link from your workbook.

This image shows an Excel sheet with the same three columns and #REF! errors. The "Workbook Links" pane on the right lists three workbooks: "InventoryData2022.xlsx," "MarketAnalysis2023.xlsx," and "SalesData2024.xlsx." The user has clicked the three-dot menu for "MarketAnalysis2023.xlsx," revealing options such as "Open workbook," "Copy link," "Change source," and "Break links." The "Break links" option is highlighted.

This method allows you to identify and manage external links efficiently through a dedicated feature in Excel.

 

Hidden External Links in Data Validation

External links can also be hidden within Data Validation settings, and the Find & Replace tool won’t reveal these links. To check for hidden links:

Step 1: Access Data Validation

Navigate to the Data tab in your Excel workbook. From there, click on Data Validation to open the settings where you can review any validation rules applied to your data.

Step 2: Check the Source Field

In the Data Validation settings, review the Source field carefully. Look for any references to external workbooks, as these may indicate hidden external links that need to be updated or removed.

This image shows an Excel sheet with three columns: "Product," "Price," and "Link Formula." There are #REF! errors in the "Link Formula" column. The "Data Validation" window is open with a Source field containing external file references. The "Data" tab is highlighted, and the "Data Validation" option is selected from the ribbon at the top.

Why Finding External Links in Excel is Important

We’ve seen firsthand how broken external links can disrupt your workflow. By following these steps, you’ll ensure your workbook stays accurate and functional.

At BCA, we’re always here to help you with Excel or any other IT issue. Don’t hesitate to reach out—we love solving problems like these for our clients!