Excel can link a cell in one workbook to a cell in another workbook. The destination cell shows the source value and can update when the source file changes.
Does this affect you?
Use this for Excel for Microsoft 365, Excel 2021, and Excel 2019 on Windows or Mac when copying a number manually between files has become repetitive or error-prone.
Link a cell to another open workbook
Let Excel build the external reference for you.
- Open both workbooks: the destination file and the source file.
- In the destination workbook, click the cell where the value should appear.
- Type = but do not press Enter yet.
- Switch to the source workbook.
- Click the source cell.
- Press Enter.
Excel creates an external reference similar to ='[Sales Report.xlsx]January’!$B$2. With both files open, the value updates immediately. Otherwise, Excel may update when the destination file opens and you allow link updates.
Manage, update, or break existing links
Use Edit Links to control external workbook connections.
- Open the workbook containing external links.
- Go to Data > Edit Links or Edit Links to Files.
- Select a source file.
- Click Update Values to refresh now.
- Click Change Source if the source file moved or was renamed.
- Click Break Link to permanently replace linked formulas with their last values.
Breaking a link cannot be undone after confirmation. The formulas are removed and only the values remain.
More control
Understand the update prompt
When opening a workbook with external links, Excel may ask whether to update values from other files. Update only if you trust the source and it is available.
Stable file locations matter
External links store file paths. Shared network drives or synced cloud folders are more reliable than Desktop or Downloads folders that may be reorganized.
Fix stale or broken links
If the source was moved, use Data > Edit Links > Change Source instead of rebuilding every formula manually.
Use Paste Values for a snapshot
If the number should not keep changing, copy it and use Paste Special > Values instead of linking.
Sources
- Microsoft Support – Create an external reference link to a cell range in another workbook (2025)
- Microsoft Support – Edit links to other files (2025)
- Microsoft Support – Break links to a source workbook (2024)