Why Other Users Cannot Refresh an Excel Workbook and How to Fix the Data Connection
Question details
The user needs to understand why an Excel workbook refreshes for one user but not for others when the workbook is stored in SharePoint or Microsoft Teams, and how to correct the data connection path so all users can refresh successfully.
- Product
- Excel workbook data connection
- Device & OS
- not provided
- Scenario
- A workbook stored in SharePoint or Microsoft Teams refreshes for one user, but other users cannot refresh the same workbook. The data connection may point to a private local file path instead of a shared location.
- Observed behavior
- The workbook refreshes for the owner but fails for other users because the connection string points to a local folder such as a colleague's Desktop.
Before changing the workbook connection, confirm that you have edit permission for the workbook and know the shared SharePoint, OneDrive, or network location where the source file should be stored. Close the workbook in other users' sessions while you update the connection string.
Update the workbook connection string to a shared location
Use this solution when the workbook refreshes for the owner but not for other users because the data connection still points to a private local file path.
The connection string controls where the refresh query looks for the source data. If it points to a colleague's Desktop or another local folder, other users cannot reach that file even when the workbook itself is stored in SharePoint or Microsoft Teams.
Launch WPS Office, open the affected .xlsx workbook from SharePoint or Microsoft Teams, and make sure you have edit permission.
Go to the Data tab, click Connections or Existing Connections, and select the connection used by the refresh query.
In the connection properties, change the source path from a local path such as C:\Users\Name\Desktop\source.xlsx to a shared SharePoint, OneDrive, or network location that every user can access.
Click OK to close the connection dialog, save the workbook back to the shared location, and click Data > Refresh All to verify the connection.
Test the workbook refresh as another user after saving
Use this as a verification step after updating the connection so you can confirm the refresh works from a different account.
Fix Workbook Refresh for All Users with WPS Office
Use WPS Spreadsheets to open the workbook, update the data connection from a private local path to a shared OneDrive, SharePoint, or network location, then save and refresh. This restores access for every user while keeping the file format intact.
- 1. Open the affected workbook in WPS Spreadsheets: Launch WPS Office and open the .xlsx file from the shared SharePoint or Microsoft Teams location.
- 2. Open the data connection manager: Click the Data tab and open Connections or Existing Connections to find the refresh query.
- 3. Update the source path to a shared location: Change the connection from a local path such as a Desktop folder to a SharePoint, OneDrive, or network path accessible to all users.
- 4. Refresh and save the workbook: Click Data > Refresh All to test the connection, then save the workbook back to the shared library so other users can refresh it.
Frequently Asked Questions
Why does my Excel workbook refresh on my computer but not for my teammates?
The connection likely points to a private local file path such as your Desktop or Documents. Open the workbook connection properties in WPS Spreadsheets and change the source path to a shared SharePoint, OneDrive, or network location that everyone can access.
What is the correct location to store an Excel data source for multiple users?
Store the source workbook in SharePoint, OneDrive for Business, or a shared network folder. Avoid local Desktop, Documents, and Downloads paths because they are only available on one user's computer.
Can WPS Office edit Excel workbook data connection strings?
Yes. Open the workbook in WPS Spreadsheets, go to the Data tab, open Connections or Existing Connections, select the connection, and update the source path before saving the file.
After I update the connection, why do other users still need to refresh?
The workbook does not always refresh automatically for every user. Ask other users to open the workbook from the shared location and click Data > Refresh All to pull current data using the corrected connection.
Will WPS Office preserve my Excel workbook format when saving?
Yes. WPS Office saves Excel workbooks in .xlsx format and maintains compatibility with Microsoft Excel, including data connections and refresh queries.
