When you create external references (also called links), you can control whether the external references stays up to date, and when they are updated. If someone else has changed a value in a cell, Excel does not look for the new value unless you tell it to.What do you want to do?

Learn more about external references

The workbook that contains the links is called the destination workbook, and the workbook that is linked to is called the source workbook . If the workbook you have opened (called a destination file ) contains links to other workbooks or files (called source files ), and the source files have changed, then the links in workbook you are opening may display information that is out of date.

workbook contains links

callout 1 The destination workbook contains the external reference.

callout 2 The external reference (or link) is a reference to a cell range in the source workbook.

callout 3 The source workbook contains the cell and the actual value retrieved and placed in the destination workbook.

Control links to other workbooks

When both the source workbook and the destination workbook are open on the same computer, links are updated automatically. When you open a destination workbook, and the source workbook is not open, you may be alerted by the Trust Bar whether to update the links. You can control whether or not the Trust Bar alerts you, and whether or not to update all links when the alert does not appear. You can also update only some of the links, if the workbook contains more than one.

Manually update all of the links or none of the links in a workbook

  1. Close all workbooks. If one source workbook is left open, and others are closed, the updates will not be uniform.
  2. Open the workbook that contains the links.
  3. To update the links, on the Trust Bar, click Options, and then click Enable this Content.

Manually update only some of the links to other workbooks

  1. Close all workbooks.
  2. Open the workbook that contains the links.
  3. On the Data tab, in the Manage Connections group, click Edit Links.

    excel ribbon image

  4. In the Source list, click the linked object you want to update.

    To select multiple links, hold down CTRL and click each linked object.

    To select all links, press CTRL+A.

  5. Click Update Values.

Control the startup prompt for updating all links

Don't ask whether to update links when I open any workbook, and update links automatically

This option is for the current user only, and affects every workbook opened. Other users are not affected. This option also affects links to other programs.

  1. Click the Microsoft Office Button button image, click Excel Options, and then click the Advanced category.
  2. Under When calculating this workbook, clear the Ask to update automatic links check box. If this box is clear, the links are automatically updated, and no prompt is displayed.

Don't ask to update links for this workbook, and let me control whether links are updated

Warning This option affects all users of the workbook. If you choose not to update links, and not to prompt, users of the workbook will not know the data is out of date.

  1. On the Data tab, in the Connections group, click Edit Links.
  2. Click Startup Prompt.
  3. Select the option that you want.

Note Even if you specify that Excel should not ask whether to update links, you will still be notified if there are any broken links.

Decide whether to update links when prompted at startup

If you don't remember creating links

Click Don't Update. It is possible to accidentally create a link by moving or copying a range, worksheet, or chart between workbooks. Open the workbook, and then look for the links that were created, and delete them.

How?

Break a link to a source

Important When you break a link to a source, all formulas that that use the source are converted to their current value. For example, the link =SUM([Budget.xls]Annual!C10:C25) would be converted to =45. Because this action cannot be undone, you may want to save a version of the file before you start.

  1. On the Data tab, in the Connections group, click Edit Links.
  2. In the Source list, click the link you want to break.

    To select multiple linked objects, hold down CTRL and click each linked object.

    To select all links, press CTRL+A.

  3. Click Break Link.
  4. If the link used a defined name, the name is not automatically removed. You may want to delete the name as well.

    How?

    1. On the Formulas tab, in the Named Cells group, click Name Manager.
    2. In the Name column, click the name you want to delete, and then click Delete Name.
  5. If you use an external data range, a parameter of a query may also use data from another workbook. You may want to check for and remove any of these type of links.

Replace a single formula with its calculated value

Caution When you replace a formula with its value, Microsoft Excel permanently removes the formula. If you accidentally replace a formula with a value and want to restore the formula, click Undo button image immediately after you enter or paste the value.

  1. Select the cell that contains the formula.

    If the formula is an array formula, select the range that contains the array formula.

    How?

    1. Click any cell in the array range.
    2. On the Home tab, in the Editing group, click Find & Select, and then click Go To Special.
    3. In the Go To Special dialog box, click Current Array.
  2. On the Home tab, in the Clipboard group, click Copy button image.
  3. Click Paste button image.
  4. Click the arrow next to Paste Options button image, and then click Values.

If you know you are not connected to the source

Click Don't Update. Microsoft Excel cannot update from a source that is not connected. For example, the source may be on a network, and you may not be connected to that network.

If you want the data as it already exists, and don't want it replaced with new data

Click Don't Update.

If you tried to update last time, and it took too long

Click Don't Update. If the data does not need to be the most current, you can save time by not updating all the links. After opening the workbook, on the Data tab, in the Manage Connections group, click Edit Links, and then update links only from the sources you need.

If someone else created the workbook, and you don't know why you are seeing this prompt

Click Update. Contact the author of the workbook. You can also investigate what links are in the workbook. On the Data tab, in the Connections group, click Edit Links.

If you answer the prompt the same way every time, and don't want to see it again

You can answer the startup prompt in a consistent way, and avoid seeing it for this workbook.

Don't prompt for all workbooks I open, and update the links automatically

This option is for the current user only, and affects every workbook opened. Other users of the workbook are not affected.

  1. Click the Microsoft Office Button button image, click Excel Options, and then click the Advanced category.
  2. Under General, clear the Ask to update automatic links check box. If this box is cleared, the links are automatically updated, and no alert is displayed.

Prompt in the same way for every user of this workbook

Warning This option affects all users of the workbook. If you choose to not update links, and not to prompt, users of the workbook will not know the data is out of date.

  1. On the Data tab, in the Connections group, click Edit Links.
  2. Click Startup Prompt.
  3. Select the option you want.

Note You will still be notified if there are any broken links.

If you know the workbook Excel is trying to connect to is available

Click Update. This ensures that you have the latest data.

If you are using a parameter query

A link to a parameter query cannot be updated unless the source workbook is open.

  1. Click Don't Update.
  2. Close the destination workbook.
  3. Open the source workbook.
  4. Open the destination workbook.
  5. Click Update.