When linking to documents in SharePoint, it has become apparent that not all linking behavior is the same. While some recommend utilizing the “copy link” with “people with existing access” method in order to ensure that links don’t break when documents need to be renamed, others feel that the better method is to select the Path to the document.
You may be wondering, Why are there different methods? What is the difference between the 2? When they are put to the test, the difference seems to boil down to these several factors:
- The browser you’re using
- Chrome vs. Edge
- Document type
- Native office file vs. PDF
- Document location
- Where you’re creating the link and which site the document exists on
- Web part
- Text hyperlink vs. quick links
Linking specifics for files
If you’re working with SharePoint files, your best course of action is to use the Quick Links web part if you have to link to a file that exists on your site. You do need to proceed with caution as uploaded documents will be stored in Site Assets and it could be difficult to locate them again after uploading. The document(s) will be stored under Site Assets in a folder with a label that matches your page title.
To work around this, it’s recommended to always upload your documents to wherever you want them maintained before you link to your pages. After saving them, you’re free to use the Quick Links web part to navigate to them without concern.
If you’re working with native Office files, it’s recommended to use the copy link > people with existing access method. Native Office file users have the option to choose whether to use a text hyperlink or the Quick Links web part. You also have the freedom to choose between utilizing Share or Copy Link as either technique will give you the same result. Remember, however, that unless you’re sending via email, that Share will require a little more work.
Using either of these techniques will keep your links from breaking in the event that you have to move or rename a file.
Linking specifics for pages
For those working with pages, you will find your experience is the same whether you use Chrome or Edge for your browser. Additionally, if you rename your page, it won’t affect your URL. Therefore, title updates have no effect on page links. You’ll only see a difference if you rename the file name of the page.
To create links for pages, it’s recommended to use Path. The easiest way to do this is to open the page you’re linking and grab the URL. You can, however, also find the Path by using the Site Pages library.