Fix Word List of Figures Links Opening SharePoint in PDF
Question details
Hyperlinks in a Word-generated List of Figures direct users to a SharePoint file location instead of navigating to the expected figure within the exported PDF.
- Product
- Microsoft Word / PDF
- Device & OS
- not provided
- Scenario
- Exporting a Word document containing a List of Figures to a PDF while the file is hosted on or synced with SharePoint.
- Observed behavior
- Clicking a link in the PDF's List of Figures opens a web browser navigating to the SharePoint file URL rather than jumping to the corresponding figure in the local PDF document.
Ensure you download and save a copy of your Word document to a local folder on your computer's hard drive rather than working directly from the live SharePoint synced folder, as cloud paths often interfere with PDF link generation.
Recreate the List of Figures Locally Before Exporting
Bypassing SharePoint's cloud-path link generation by updating the document fields locally often resolves incorrect hyperlink mappings during PDF conversion.
When Word AutoSaves directly to SharePoint, it automatically assigns absolute web URLs to bookmarks and figure lists. Generating the list while offline or saved locally forces Word to use relative document paths.
Go to File > Save a Copy and save the document to a local directory like your Desktop or Documents folder.
Open the local file, highlight your entire List of Figures, and press the Delete key.
Navigate to the References tab on the ribbon and click 'Insert Table of Figures' to create a fresh list based on your local file paths.
Go to File > Export > Create PDF/XPS Document. Ensure the options are set to include document structure tags, then publish.
Verify PDF Export Options in Microsoft Word
Incorrect export configurations can cause Word to drop relative bookmarks or improperly map document tags.
Test the Output in an Alternative PDF Reader
Occasionally, the PDF viewer itself misinterprets relative links created from cloud-hosted documents, treating them as web URLs.
Use WPS Office for Flawless Document Formatting and PDF Export
If Microsoft Word continues to struggle with SharePoint hyperlink paths during PDF conversion, consider switching to WPS Office. It provides a lightweight, highly compatible alternative that accurately preserves document structures, bookmarks, and internal links without unwanted cloud-path interference.
- 1. Install WPS Office: Download and install the free WPS Office suite on your computer.
- 2. Open your document: Open your .docx file directly in WPS Writer without losing any formatting.
- 3. Export flawlessly: Navigate to the Menu, select 'Export to PDF', and enjoy perfectly functioning internal hyperlinks.
Frequently Asked Questions
Why do my internal Word links change to SharePoint URLs when saved as a PDF?
When working with files hosted on OneDrive or SharePoint, AutoSave embeds the absolute cloud path (the URL) into hyperlinks instead of maintaining the relative document path. When the file is converted to PDF, these web URLs are preserved, causing the links to open your browser instead of navigating within the document.
Does using 'Print to PDF' fix the hyperlink issue?
No. Using 'Microsoft Print to PDF' flattens the document and generally removes all hyperlinks, bookmarks, and tags entirely. To preserve clickable links, you must use the 'Save As PDF' or 'Export' functions with bookmark settings enabled.
How can I fix existing wrong links in the PDF without going back to Word?
You would need a premium PDF editing software to fix the file post-export. In the PDF editor, you can right-click the hyperlink, access its properties, and change the link action from 'Open a web link' to 'Go to a page view' manually.
Will unlinking OneDrive or SharePoint permanently stop this issue?
Yes, but it prevents you from using cloud AutoSave. Simply downloading a local copy of the file or pausing cloud sync temporarily right before you update the fields and export to PDF is usually sufficient to bypass the issue without permanently unlinking your accounts.
