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Discover effective solutions to prevent the `Excel HYPERLINK` function from breaking when downloading files from SharePoint. Learn best practices for working with hyperlinks in Excel.
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How to Prevent Your Excel HYPERLINK Function from Breaking

Excel is a powerful tool for managing and analyzing data, and its HYPERLINK function is especially handy for referencing documents, design guidelines, and other important resources. However, a common issue many users encounter is the HYPERLINK function breaking after downloading files from SharePoint. In this post, we’ll delve into the problem and provide a structured guide on how to prevent this from happening.

The Problem Explained

Recently, a user encountered a frustrating issue where hyperlinks created using the HYPERLINK function in Excel stopped working after downloading the file from SharePoint. The error message displayed was “Cannot open the specified file.” This was particularly problematic because it disrupted essential references in a calculation sheet.

Key Symptoms of the Issue:

HYPERLINK functions break when files are downloaded from SharePoint.

The issue appeared to be isolated to files using cell functions to link to other worksheets.

Recalculating the sheet did not resolve the problem; the only fix was to manually re-enter the HYPERLINK formulas.

Understanding the Cause

Upon investigation, it was discovered that the issue stemmed from a mix-up between native hyperlinks and HYPERLINK formulae. Here’s a closer look at what went wrong:

Native Hyperlinks vs. HYPERLINK Function:
The user initially created native hyperlinks in their Excel cells. When directed to replace them with the HYPERLINK function, they inadvertently layered the HYPERLINK formulas over the existing native links without removing them.

Precedence of Hyperlinks:
When both types of hyperlinks are present in a cell, Excel appears to favor the native hyperlink. Therefore, when the file was downloaded, the native link became the active link, which often led to erroneous paths or mappings, resulting in an inability to open the specified file.

Solutions to Fix the Issue

To prevent the HYPERLINK function from breaking and ensure that your references remain intact, follow these best practices:

1. Remove Native Hyperlinks

Before entering your HYPERLINK formulas, ensure that you delete any native hyperlinks in the cells you plan to use.

To remove a native hyperlink, right-click the cell and select Remove Hyperlink.

2. Use the HYPERLINK Function Correctly

After clearing any native hyperlinks, enter your desired HYPERLINK formula:

[[See Video to Reveal this Text or Code Snippet]]

Ensure that your link points to valid file paths to avoid errors.

3. Regularly Check Links

After editing or updating your spreadsheet, always click on the hyperlinks to ensure they function as expected. This can save you time in the long run, especially before sharing the spreadsheet with others.

4. Educate Team Members

If you work in a team, make sure everyone is aware of the right practices regarding hyperlinks in Excel. Clarifying how to use the HYPERLINK function correctly can help prevent future issues.

5. File Management Practices

When sharing Excel files via SharePoint or other platforms, remind users to confirm that hyperlinks are functioning correctly post-download, particularly if they modify the file.

Conclusion

By understanding the nuances between native hyperlinks and the HYPERLINK function in Excel, as well as following best practices when creating and managing them, you can avoid issues that break these important references. If you find yourself in a similar situation, remember to delete any old native hyperlinks, properly set up the HYPERLINK function, and implement regular check-ups on your document.

Now you can continue utilizing Excel's powerful functionalities without running into hyperlink head