File Locked for Editing by Another User? Fix It

You open a spreadsheet and get "[File name] is locked for editing by [another user]", with options to open a read-only copy or be notified when it's available. In Excel you might see "The file is locked for shared use by [name]" or "The file is locked for editing by you", even though you're sure you closed it. Sometimes the "other user" left hours ago, or doesn't even work there any more.

In Microsoft 365, several people should be able to edit the same file at once. When they can't, something in the setup is preventing co-authoring. Here's what's going on and how to fix it.

Why This Happens

When a file can't be co-authored, Office falls back to the old rule: one editor at a time. The first person to open it gets a lock and everyone else is locked out. The usual reasons are:

• Old file format. .xls, .doc and .ppt files can't be co-authored.
• Not stored in Microsoft 365. Files on a server, NAS or mapped drive, or opened from an email attachment, can't be co-authored.
• Older Office versions. Office 2016 and 2019 don't support real-time co-authoring in Excel. Current Microsoft 365 apps or the web version give the best results for everyone.
• Features that block co-authoring, such as Excel's legacy Shared Workbook feature or password-to-open encryption.
• Check-out is required or someone has checked the file out.
• A stale lock left behind when Office crashed or a laptop went to sleep with the file open.

Fix 1: Wait or Ask

If someone genuinely has it open in an older app, ask them to close it. If they've closed it or their app crashed, the lock usually expires on its own after a short time, often within around ten minutes. Close the file, wait, and try again.

Fix 2: Open It the Right Way

• Open the file from SharePoint, Teams or OneDrive, or from your synced OneDrive folder, not from an email attachment or a downloaded copy.
• Check AutoSave is on (top-left of Word, Excel or PowerPoint). If it's greyed out, the file isn't in a location or format that supports co-authoring.
• Try Open in Browser. If several people can edit it in the web version but not in the desktop app, the problem is someone's desktop app.

Fix 3: Convert Old Formats

If the file ends in .xls, .doc or .ppt, open it, choose File > Info > Convert (or Save As) and save it as .xlsx, .docx or .pptx. Macro-enabled files should be saved as .xlsm or .docm. Delete or archive the old version so people don't keep opening it.

Fix 4: Turn Off Excel's Legacy Shared Workbook

If the title bar says [Shared], the file uses the old Shared Workbook feature, which blocks modern co-authoring. Look for Share Workbook (Legacy) in Excel (you may need to add it to the ribbon via File > Options > Customize Ribbon) and turn sharing off. Also check for File > Info > Protect Workbook > Encrypt with Password: password-to-open files can't be co-authored.

Fix 5: Update Office

Check everyone uses current Microsoft 365 apps rather than older one-off purchases such as Office 2016 or 2019. In any Office app, go to File > Account: it should say Microsoft 365 under Product Information. Click Update Options > Update Now. Mixing versions is one of the most common causes of locked files in small businesses.

Fix 6: Check In the File

In the SharePoint library, a file that's checked out shows a small green arrow on its icon. Select it, open the … menu, look for More and choose Check in (if you checked it out) or ask a site owner to Discard check out.

Fix 7: Network Drive Lock Files

If the file is still on a server or NAS rather than SharePoint, Office creates a hidden owner file, starting with ~$, in the same folder. When Office crashes, that file can remain and keep the document locked. Make sure nobody has the file open, show hidden files, and delete the matching ~$ file. Better still, move shared files to SharePoint.

For Your Microsoft 365 Admin

• Check the library setting Require documents to be checked out before they can be edited. It's in the library's settings under versioning settings. For most small business libraries, it should be set to No, because required check-out prevents co-authoring.
• Site owners can force a check-in or discard a check-out from the library.
• Make sure everyone's licence includes the Microsoft 365 desktop apps, and remove old perpetual Office installs with Intune.
• In the OneDrive sync app, keep the setting that lets Office applications sync Office files enabled (look under OneDrive settings, Sync and back up, Advanced settings). It's on by default and is what enables co-authoring from synced folders.

How to Stop It Happening Again

Locked file problems disappear when everyone uses the same current Microsoft 365 apps, shared files live in a well-organised SharePoint rather than a server or emails, and old formats are converted. Moving from a file server to SharePoint properly, rather than dumping files across, is where that gets set up. Our Microsoft 365 setup guide covers the basics.

When to Call in Help

If locked files are a daily irritation, you're still running a file server, or your team has a mix of Office versions, our managed IT service can standardise it, and our cloud migration team can move you to SharePoint properly. For a quick fix, our IT support team can help. Get in touch.

Related Reading

• OneDrive Not Syncing? How to Fix It Step by Step
• Office Says Unlicensed Product? How to Fix It
• Is OneDrive a Backup?