How to Refresh Linked Excel Values from a Shared OneDrive Workbook
Question details
The user needs to refresh external data links connected to an Excel workbook stored in another user's shared OneDrive, as the updates are not fetching automatically.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Updating external cell links in a local Excel workbook that are connected to a shared OneDrive file.
- Observed behavior
- Links do not refresh immediately, clicking 'Update Values' requires multiple attempts, and changes are not automatically retrieved when the source workbook remains closed.
Ensure your internet connection is stable and that the OneDrive desktop client is actively running and fully synced, as delayed background synchronization often causes linked values to remain outdated.
Force Update via Edit Links and Open Source File
The most reliable method to force Excel to retrieve the latest values is to manually trigger an update or open the source workbook directly.
When dealing with files in a shared OneDrive, Excel heavily relies on the local cache. If the background sync is delayed, manually opening the source file bridges the gap and forces the current workbook to read the live data.
In your destination workbook, navigate to the 'Data' tab on the ribbon and click on 'Edit Links' located in the Queries & Connections group.
Select the linked source file from the list within the dialog box and click 'Update Values'. Wait a few moments for the software to communicate with OneDrive.
If the values still do not refresh after multiple attempts, click 'Open Source' in the same dialog box. Keeping the source file open forces Excel to pull the live data immediately.
Create a Paste Link Connection in OneDrive for Business
Using OneDrive for Business with a direct Paste Link connection improves the reliability of the 'Refresh All' function for shared workbooks.
Try WPS Office for Seamless Data Management
If OneDrive sync issues and Excel link errors continue to disrupt your workflow, consider switching to WPS Office. It provides a lightweight, highly compatible spreadsheet tool that manages complex data links effortlessly without the heavy resource demands.
- 1. Download and Install: Visit the official WPS website to download and install the free WPS Office suite on your device.
- 2. Open Your Excel Files: Launch WPS Spreadsheet and open your existing .xlsx workbooks directly without losing any data formatting or links.
- 3. Manage External Links: Use the Data tab in WPS Spreadsheet to easily manage, edit, and refresh your external workbook connections.
Frequently Asked Questions
Why doesn't Excel update links automatically when the shared source file is closed?
When the source file is closed, Excel relies on the locally cached version provided by OneDrive's background sync. If OneDrive hasn't synced the latest cloud changes to your local drive yet, Excel cannot pull the updated values.
Can I set my workbook to automatically update external links upon opening?
Yes. Go to Data > Edit Links, click on 'Startup Prompt', and select either 'Let users choose to display the alert or not' or 'Don't display the alert and update links' to automate the update process when you open the file.
Does the location of the OneDrive folder affect link refreshing?
Yes. If external links use absolute local file paths (e.g., C:\Users\Name\OneDrive\...), they may break or fail to refresh when opened by another user on a different PC. Storing files in OneDrive for Business allows Excel to use web-based paths that refresh much more reliably.
What should I do if the 'Update Values' button is grayed out in Edit Links?
If 'Update Values' is grayed out, check if the worksheet or workbook structure is protected. You will need to unprotect the sheet via the Review tab before you can modify or manually refresh external links.
