File Sharing Problems

How to Preserve Shared Document Access and Hyperlinks After Moving Files

Nimra Malik Oct 22, 2026 868 views

Question details

The user needs to know how to keep hyperlinks intact and extract collaborator email addresses when exporting a shared document and migrating it to another service.

How to Preserve Shared Document Access and Hyperlinks After Moving Files

Product: Document Sharing Services
Device & OS: not provided
Scenario: Exporting shared documents and moving them to a new file hosting or document collaboration platform while ensuring collaborators stay informed.
Observed behavior: Users want to ensure that internal and external hyperlinks are not broken during export, and they need to retrieve the access list (email addresses) to notify collaborators or re-add them to the new platform.

Before you start

Make sure you have administrative or full editing permissions for the shared document, as restricted viewers may not be able to export the file or view the full list of collaborator email addresses.

Solution 1Recommended

Copy Collaborator Emails and Send Migration Notifications

Use the document's sharing menu to extract all collaborator email addresses so you can easily notify them about the file move or re-invite them to the new platform.

Before migrating your file to a new service, it is highly recommended to secure your current list of collaborators. This ensures nobody loses access during the transition.

Access the Share Menu

Open the shared document in your browser or application. Locate and click on the 'Share File' button, typically found in the lower-left or top-right corner of the window.

View the Collaborator List

Look for the section displaying the current number of collaborators. Click on 'Show them' or a similar option next to the collaborator count to expand the list of active users.

Export or Email Collaborators

Once the list is visible, open the dropdown menu and select 'Copy All' to save the email addresses to your clipboard, or select 'Email All' to draft a bulk notification regarding the service change.

Copy Collaborator Emails and Send Migration Notifications

Notification Tip: If you choose 'Email All', make sure to include the new document link and any required access passwords in your message.

Solution 2

Export the Document to Preserve Hyperlinks

Exporting your shared workspace document to a standard Microsoft Word format ensures that all embedded hyperlinks and formatting are retained offline.

Easily Manage Shared Documents and Collaborators with WPS Office

WPS Office offers a robust built-in cloud sharing system that makes migrating, exporting, and managing shared documents incredibly easy. You can invite collaborators, control permissions in real-time, and securely export files to universal formats without losing a single hyperlink.

1. Open your Document: Launch WPS Office and open the document you wish to share or migrate.
2. Access Sharing Options: Click the 'Share' button in the top right corner of the interface.
3. Manage Collaborators: Enter email addresses directly to invite users, or click 'Settings' to customize who can view, edit, or download your file.
4. Export Seamlessly: Go to 'Menu' > 'Save As' to securely export your document to a local .docx file with all links perfectly preserved.

Keep all hyperlinks and formatting intact when exporting to local Word formatsFully compatible with Microsoft Office formats (.docx, .xlsx, .pptx)Easily extract, manage, and modify viewing/editing permissions for multiple collaboratorsBuilt-in cloud sharing with password protection and link expiration options

microsoft office alternative - wps office

Frequently Asked Questions

Will I lose my hyperlinks if I download a shared document as a PDF instead of a Word file?

Generally, exporting a document directly to PDF will preserve active hyperlinks, provided the original service supports standard PDF conversion. However, exporting to a Word (.docx) file is recommended if you intend to continue editing the file on a new platform.

How do I ensure only specific people have access to the newly moved document?

After moving your document to the new service (such as WPS Cloud), you should utilize the 'Share' settings on the new platform to manually invite the required email addresses and set specific viewing or editing permissions.

Can I transfer ownership of a shared document directly to another user?

Most cloud document services allow you to transfer ownership. Locate the 'Share' or 'Collaborators' menu, click on the specific user's permissions dropdown, and select 'Make Owner' or 'Transfer Ownership'.

Document & File Issues