Data Import & Export

How to Keep Linked Excel Workbooks Updated with Latest Data

Guest Writer Sep 28, 2026 872 views

Question details

The user needs to ensure that a destination Excel workbook automatically or manually updates to display the latest values from a linked source workbook.

How to Keep Linked Excel Workbooks Updated with Latest Data

Product: Excel
Device & OS: not provided
Scenario: Working with data connected across multiple Excel workbooks locally or via cloud storage like Microsoft Teams or SharePoint.
Observed behavior: The destination workbook displays older, outdated values when the source workbook is closed, particularly when the files are stored in a cloud environment.

Before you start

Ensure you have proper read permissions for the source workbook, and if your files are stored on SharePoint or Teams, verify that your local cloud client has fully synced the latest file versions.

Solution 1Recommended

Verify and Refresh External Links Manually

Check the status of the external data connections in your destination workbook and force a manual refresh to pull the latest data from the source file.

When a source workbook is closed or moved, Excel may not automatically pull the most recent data. Manually updating the links ensures you are viewing the most current information.

Open Link Settings

Open the destination workbook in Excel. Navigate to the 'Data' tab on the ribbon and click on 'Edit Links' or 'Workbook Links' in the Queries & Connections group.

Check Source File Path

Review the listed source files to verify that the file paths are correct. If a source file was moved, click 'Change Source' and browse for its new location.

Update Values

Select the correct source workbook from the list and click 'Update Values'. Excel will fetch and display the latest data from the source file.

Verify and Refresh External Links Manually

Automatic Prompts: You can click 'Startup Prompt' in the Edit Links dialog box to configure Excel to ask you whether to update links every time you open the workbook.

Solution 2

Resolve SharePoint and Teams Sync Issues

Address synchronization delays that prevent linked workbooks in cloud environments from updating properly.

Efficient Data Management

Seamlessly Link and Update Workbooks in WPS Spreadsheet

WPS Spreadsheet provides powerful and intuitive tools for managing external data links across multiple workbooks, ensuring your interconnected data is always accurate and up-to-date without complicated sync errors.

1. Open the Destination File: Launch WPS Office and open your destination spreadsheet.
2. Access the Link Manager: Navigate to the 'Data' tab on the top menu ribbon and click on 'Edit Links'.
3. Refresh Data: Select the source workbook from the list of links and click 'Update Data' to instantly pull in the newest values.

Fully compatible with Microsoft Excel formats (.xls, .xlsx)Intuitive 'Edit Links' manager for tracking and updating external sourcesLightweight architecture ensures fast loading of complex linked filesFree to use with built-in cloud support for seamless collaboration

microsoft office alternative - wps office

Frequently Asked Questions

Why do my external Excel links break when I email the workbooks to someone else?

When you email workbooks, the links retain the absolute file path of your local hard drive (e.g., C:\Users\Name\Documents). Because the recipient doesn't have that exact folder structure, the link breaks. To avoid this, store both files in a shared cloud folder or network drive before linking.

How can I set my linked workbooks to update automatically without asking?

Go to File > Options > Trust Center > Trust Center Settings > External Content. Under 'Security settings for Workbook Links', select 'Enable automatic update for all Workbook Links'.

Does renaming the source workbook break external links in the destination workbook?

Yes. If the destination workbook is closed when you rename or move the source file, the link will break. You will need to open the destination workbook, go to Data > Edit Links, and use 'Change Source' to reconnect the newly renamed file.

Excel & Data Problems