How to Hyperlink Multiple PDF Files in Excel (3 Methods)

Excel HYPERLINK Function Introduction

The HYPERLINK Function creates a shortcut in a specific cell. If you click on the shortcut, it will open the linked document or cell. The document can be stored on the hard drive of the computer, a network server, or on the internet.

Syntax

HYPERLINK(link_location,[friendly_name])

Arguments

link_location: It is the compulsory argument of the function, defining the link address.

[friendly_name]: This is the second argument of the function and it is optional. We put the text that should be displayed in the cell using the double quotation sign.

For example, you want to hyperlink a file in Cell B4. If Cell A2 contains the link location and you need ‘Click here to download’ to be displayed, then, you need to type the formula below in Cell B4:

=HYPERLINK(A2,”Click here to download”)

How to Hyperlink Multiple PDF Files in Excel: 3 Ways

We will use a dataset that contains information about the Department and Appointment Letters of some employees. In the Appointment Letter column, we will hyperlink the PDFs of the letters, one for each employee.

Method 1 – Hyperlink Multiple PDF Files Using the Excel Insert Tab

STEPS:

Select the cell where you want to link the PDF. We have selected Cell D5.

Go to the Insert tab and select Link. It will open a drop-down menu.
Select Insert Link from the drop-down menu.

Alternatively, right-click on Cell D5 and select Link from the context menu.

The Insert Hyperlink window will appear.
Select the folder that contains the PDF files using the drop-down icon.

Select the appointment letter of Mike as Row 5 contains information about Mike. You have to select the respective PDF file for each employee.
Click OK to proceed.

After clicking OK, you will see that Cell D5 has been linked successfully.

Repeat for the rest of the cells to hyperlink multiple PDF files.

Method 2 – Using the Command Prompt to Hyperlink Multiple PDF Files in Excel

We made the Appointment Letter column empty.

STEPS:

Go to the file that contains the PDF files.
The order of the PDF files should be the same as the order of the employees. This means Letter 1 must contain the appointment letter of Mike. In this way, Letter 2, Letter 3, Letter 4, and Letter 5 should contain the appointment letters of Tom, Paul, Josh & Carry, respectively.
Type ‘cmd’ in the Address bar like the picture below.
Hit Enter to open the command prompt window.

Paste the following command in the window:

dir/b/s/0|clip

Press Enter.

Go to your Excel sheet and select a cell. We have selected Cell B11.

Press Ctrl + V to paste the addresses of the PDF files.

Select Cell D5 and insert this formula:

=HYPERLINK(B11,"Download")

Hit Enter.

This formula links the address of Cell B11 and defines the friendly name as Download.

Drag down the Fill Handle to hyperlink the rest of the cells.

If you click on the Download, it will show a message. You need to click OK to open the PDF file.

Method 3 – Simple Excel Formulas to Hyperlink Multiple PDF Files

We will create a drop-down list first and then apply some simple formulas. This is very effective for large datasets.

STEPS:

Go to a new sheet and create a structure like the below image.
Select the cell that will contain the drop-down list. We have selected Cell C4.

Select the Data Validation option from the Data tab.

Select List in the Allow field of the Data Validation window.
Select the Source field.

Go to the sheet that contains the name of the employees and select the names. The name of the employees should be unique.
Click OK to proceed.

You will see a drop-down list in Cell C4.

We need to hyperlink the PDF files. The name of the PDF files should be the same as the name of the employees.
Open the file that contains the PDF files.
Click on the right side of the Address bar.
Press Ctrl + C to copy the address.

Select Cell B7 of the sheet and press Ctrl + V to paste it.

Select Cell B8 and insert this formula:

=B7&"\"&C4&".pdf"

Here, this formula is creating link locations for the respective PDF files.

Press Enter.

Select Cell C5 and insert the formula:

=HYPERLINK(B8,"Download")

Hit Enter and choose a name from the drop-down list to see results like the below.

Here, the HYPERLINK function creates a shortcut for the link stored in Cell B8 and defines Download as the friendly name.

Read More: Excel Hyperlink with Shortcut Key

Things to Remember

Method 1 is very effective for a small number of PDF files but not handy for large datasets.
In Method 2, the PDF files should be arranged in the same order as the order of the employees. Otherwise, it will hyperlink the wrong PDF file.
In Method 3, the name of the PDF files must be the same as the name of the employees.

Download the Practice Workbook

Hyperlink Multiple PDF Files.xlsx