SharePoint Document Issues

Best Practices for Updating SharePoint Links and Managing Documents

Maira Mehtab Sep 22, 2026 869 views

Question details

Organizations need to establish best practices for managing documents in SharePoint to prevent broken links, avoid access errors when files are moved, and effectively train users on features like check-out.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Moving files within SharePoint site collections and managing version control or collaboration across a team.
Observed behavior: Moving documents often generates 'file not found' or access errors. Additionally, incorrect use of the check-out feature blocks users from co-authoring and locks others out of the file.

Before you start

Before moving bulk documents or restructuring your site, communicate the scheduled downtime to your team to ensure no files are actively being edited or checked out.

Solution 1Recommended

Track Document Movements and Update Links

Use a centralized tracking system to map old URLs to new locations, ensuring no links are permanently broken after a migration.

When documents are moved from one SharePoint library to another, the original URL is broken. A systematic tracking approach ensures administrators and document owners can update internal references.

Create a Migration Tracking Sheet

Set up a SharePoint list or an Excel workbook containing columns for the Old Link, New Link, Document Owner, Location, and Update Date.

Identify Broken Links

Locate files that have been moved which are currently returning 'file not found' or access errors to users.

Update the Hyperlinks

Navigate to the SharePoint pages, navigation menus, or documents referencing the old URL. Edit the content and replace the outdated hyperlink with the newly tracked destination URL.

Establish Document Champions: Assign and train document-management champions within your organization to oversee this tracking list and assist users with access errors.

Solution 2

Manage the Check-out Feature Effectively

Understand when to use the check-out feature to prevent overwrites and when to leave it disabled for co-authoring.

Solution 3

Enable and Utilize Document IDs

Assign permanent Document IDs to files so their links remain intact regardless of where they are moved within the site collection.

Free Microsoft Office alternative

Simplify Document Collaboration with WPS Office

If strict SharePoint permissions and check-out lockouts are slowing down your team's productivity, consider managing your files with WPS Office. It provides a robust, lightweight, and highly compatible alternative to Microsoft Office, complete with seamless cloud collaboration tools that make document management effortless.

1. Download WPS Office: Visit the official WPS website, download the free installer, and complete the quick installation process.
2. Open Your Office Documents: Easily open your existing .docx, .xlsx, and .pptx files. WPS Office ensures your original formatting remains perfectly intact.
3. Collaborate via WPS Cloud: Upload your documents to WPS Cloud to share them via secure links, allowing multiple team members to co-author without rigid file check-out barriers.

Free and lightweight alternative to heavy Microsoft Office subscriptionsFully compatible with Microsoft Word, Excel, and PowerPoint document formatsBuilt-in cloud syncing and real-time co-authoring capabilities without complex lockoutsFamiliar and intuitive tabbed interface for seamless user adoption

microsoft office alternative - wps office

Frequently Asked Questions

Why do I get a 'file not found' error when clicking a SharePoint link?

This error occurs when the destination document has been moved to a new folder or library, or deleted, but the original hyperlink referencing it has not been updated.

What is the difference between SharePoint Check-out and co-authoring?

Checking out a document locks it so only one person can edit it at a time, which prevents accidental overwrites. Co-authoring allows multiple users to edit the document simultaneously. Checking out a file disables co-authoring.

How do Document IDs prevent broken links in SharePoint?

The Document ID service assigns a permanent, unique identifier to a file. When a user clicks a link based on a Document ID, SharePoint looks up the ID rather than the folder path, effectively finding the document even if it has been relocated within the site collection.

How can I unlock a file if the user who checked it out is unavailable?

A SharePoint administrator or Site Owner can override the lock by navigating to the document library settings or by selecting the file and choosing 'Discard check out'. This will revert any unsaved changes made by the user who locked it.

Document & File Issues