How to Refresh Microsoft Access Linked Tables in Office 365
Question details
The user needs to update the source location of linked tables in Microsoft Access, especially when the standard prompts from the Linked Table Manager are unavailable.
- Product
- Microsoft Access (Office 365)
- Device & OS
- not provided
- Scenario
- Updating the file path or database location of existing linked tables in Microsoft Access after the backend data source has been moved.
- Observed behavior
- The user wants to successfully reconnect their linked tables to a new database location using available manager tools or VBA routines without losing connections or duplicating tables.
Before refreshing your linked tables, ensure you have the exact file path to the new back-end database and verify that you have appropriate read/write network permissions for the new location.
Use the Built-in Linked Table Manager
The standard and most user-friendly way to update linked tables is by using the built-in Linked Table Manager within Microsoft Access.
Open your database in Microsoft Access. Navigate to the 'External Data' tab on the top ribbon, and click on 'Linked Table Manager' in the Import & Link group.
In the Linked Table Manager dialog, select the checkboxes next to the specific linked tables you want to update, or click 'Select All' to refresh the entire list.
Depending on your Office 365 version, check the box for 'Always prompt for new location' at the bottom of the dialog (or click the 'Relink' button). Click 'OK', then use the file explorer window to browse and select the new backend database file.
Use a Custom DAO Routine with VBA
If the Linked Table Manager interface is unavailable or you need an automated method across multiple databases, you can use a VBA DAO routine to update the connection properties programmatically.
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Frequently Asked Questions
Why is the Linked Table Manager prompt unavailable in newer versions of Office 365?
In newer updates to Office 365, Microsoft overhauled the Linked Table Manager interface. Instead of the classic pop-up prompt with checkboxes, you now use a dedicated side pane or modern dialog box. You must select the tables and click the 'Relink' button in this new interface to choose a new data source.
Do I need to delete my linked tables before refreshing them?
No, deleting existing linked tables is usually unnecessary and should be avoided unless the table link is completely corrupted. Refreshing the connection simply updates the file path without breaking existing queries, macros, or forms that rely on the table's name.
What happens if I move the back-end database without updating linked tables?
If the back-end file is moved or renamed, Access will display a 'File not found' or 'Not a valid path' error when you try to open any form or query relying on the linked tables. You must open the Linked Table Manager to point them to the new file location to restore functionality.
Can I use the Linked Table Manager to refresh tables linked from Excel?
Yes, Access allows you to link tables directly to Excel spreadsheets. You can manage, update, and refresh Excel linked tables using the exact same Linked Table Manager tool found on the External Data tab.
