What you need to know about linking to files and pages in SharePoint

SharePoint Online has some keen capabilities when it comes to creating "durable" links to files. Simply, it turns out that the type of file and the type of link and your browser can deliver different experiences. In other words: It's complicated.

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A client recently told me that even though I had urged her to utilise "Copy link" with "People with existing admission" to make a link to a document on a SharePoint communication site, she had adamant that selecting the Path to the document was better — because links didn't break when documents were renamed. I did some testing, saw someting dissimilar than she was seeing, and concluded ... that nosotros were both right!

When we got together to compare why we saw different results, as I expected, there was something different about what nosotros were doing. Information technology turns out, we were not testing with the same type of document or browser. I was surprised to learn some new SharePoint link superpowers, but was concerned considering as it turns out, choosing the right mode to take hold of a link to a document depends on multiple things. Fortunately, you don't have to remember all of the utilise cases we tested, because there is a simple arroyo that will piece of work consistently to provide the all-time user experiences.

Specifically, nosotros found that link behavior is based on:

  • Browser (Edge vs. Chrome)
  • Web part (Quick Links vs. Text hyperlink)
  • Type of document (PDF vs. native Office file)
  • Location (site where the document lives and where you are making the link)

The scenarios are complex and nuanced, but here is the bottom line.

Files

On your site, use the Quick Links web part if you lot can. For whatsoever type of file, utilize the Quick Links web part to navigate to the file and add together a link to the file if it lives on your site. (Exist careful when you lot are using the Quick Links web part. If you upload a document from that spider web part, you may not be able to easily discover it once more because it will be stored in Site Avails – in a folder with the same name equally the page title. It volition not "live" in the Documents library, which is where editors and others might wait to find it. I always recommend that you upload your documents to the library or binder where y'all want to maintain them offset. After you upload the file, use the Quick Links web function to navigate to the file.)

Why use this approach? If you move or rename the file, your links will not interruption!

For native Office files, use Re-create link > people with existing admission can use the link to copy a link to a document and add it to either a text hyperlink or Quick Links web part. It doesn't matter whether you use Share vs. Re-create Link; both methods give you the exact same experience. But it's a little more work to use Share unless you lot are trying to send a link to a file via e-mail. If you just want to make a link to a file, employ Copy link. If you desire to e-mail a link, Share saves some steps.

Why utilize this arroyo? If you lot move or re-name a document and y'all have used this type of link, your document links will not interruption. (The same is truthful if you are linking to the documents from another site!)

For PDF files, copy the path to the document and add it to either a text hyperlink or Quick Links web role. Y'all tin can find the Path link past clicking the information panel for the document, scrolling down to the lesser of the attributes, and clicking the icon next to the Path.

Why utilise this approach? If yous move or rename the file, your link will not pause if y'all are on the same site, but they will break if y'all are linking from another site.

Pages

For pages, the experience is the same in both Chrome and Border. Renaming the Title of a page does not affect the URL for the folio. Then, Title updates will not touch on links to the folio. The simply action that affects links is renaming the file name for the page. Yous can rename the Title of a page without renaming the folio URL. Unless there is a major disconnect between the Championship and the file name for the page, yous may want to limit changes to the file proper noun for pages.

For pages, apply the Path to create links. The quickest fashion to get the path is to open the page and catch the URL. Nevertheless, you lot tin also get the path from the Site Pages library using the same method as if you were getting the path to a file.

Why employ this approach? Links to the page in navigation or web parts on your site volition not suspension if the file name is changed. Notwithstanding, all links from other sites to the page will intermission if the file proper name is changed.

Other spider web parts

These experiences are not browser-dependent. I'll explain the implications in the recommendations beneath:

Link to a file using the File Viewer spider web part

  • Select the file from the web office if the file lives on your site. If you choose an Office file or PDF from the web part, you lot tin can rename and movement the file within the site and your link will withal work.
  • If you are displaying a file on some other site, y'all can choose either the Path or Copy Link for any blazon of document. Both links will resolve to the new proper noun or location if you rename or move the document within the source site.

Link to a view of a Certificate Library

  • Document Library spider web part on your site. You tin can rename the view URL or Title of the view and your web role will still work.
  • Quick Links web part. You tin can rename the view URL or Title of the view and your spider web part will still work.
  • Links to a view on another site. Changing the Championship of your view volition non affect the link. If you alter the view URL, the link will break.

Want all the details?

I've created detailed tables that explain all the different browser, spider web part, and link blazon scenarios. To explore, review my document "Linking to Files and Pages in SharePoint Online."

Susan Hanley is a consultant, author and Microsoft Office Apps and Services MVP. She specializes in helping organizations build effective intranet and collaboration solutions using SharePoint. You can observe her speaking schedule, white papers, books and briefing presentations at www.susanhanley.com.

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