Excel File Locked for Editing? Try These Fixes

Common causes

• The file is still open on another of your devices, or the previous instance of the file didn’t close properly
• Another person has the file open in their desktop version of Office
• Someone editing uses an Excel version without co-authoring, such as Excel 2016, 2019 or 2021 LTSC
• The file is saved in a location that doesn’t support co-authoring
• The file uses a feature co-authoring doesn’t support, such as Shared Workbook, a password, Refresh data when opening file or an add-in

Step-by-Step Solutions

Start with the first step if the message names you, or the second if it names someone else, then work down the list.

1. 1

   Step 1: Close the file on all your devices

   If the file is locked by you, make sure it’s closed everywhere, then give the server a few minutes.

   If you locked the file yourself, it may be open on a different device, or the previous instance of the file didn’t close properly.

   Make sure the file is closed on all your devices. If the error still occurs, wait a few minutes for the server to release the lock on the file. Sometimes the server thinks you have the file open and just needs to catch up.

2. 2

   Step 2: Wait for the other person or ask them to close it

   If someone else has the file open, wait for them, open it as read-only, or ask them to release it.

   If someone else is already working on a workbook from a shared location in their desktop version of Office, you can view the last saved version, but you can’t edit it until they close it. This prevents two or more people from making conflicting changes in the file.

   You can wait until the other person is done and has closed the file, or choose to view it as read-only. You can also ask the person to close the file, check it in, or give you edit permissions.

3. 3

   Step 3: Request more access if you can only view

   If you have view-only permission on a file, you can ask the owner for more access from inside Excel.

   Select Viewing in the upper right-hand corner, then select Request more access.

   Choose the permission level you need, Ask to edit or Ask to review. You can write a note to the file owner, then send the request. The owner gets an email with options to grant or decline access.

4. 4

   Step 4: Save your own copy if you can’t wait

   To make changes right away, save a new copy of the file and work in that copy.

   Use File, then Save As to create a new copy of the file, and make your changes in your copy.

   You’ll then need to reconcile your changes with those made by others in their copies.

5. 5

   Step 5: Make sure everyone uses a version that supports co-authoring

   If just one person uses an Excel version without co-authoring, everyone else gets the “locked” error.

   When you co-author, more than one person can open the file, and you can see each other’s changes in a matter of seconds. If just one person uses a version of Excel that doesn’t support co-authoring, everyone else gets the “locked” error, even if they use a version that does.

   Excel 2016, 2019 and 2021 LTSC don’t support co-authoring. These versions do:

   • Excel for Microsoft 365
   • Excel for Microsoft 365 for Mac
   • Excel for the web
   • Excel for Android
   • Excel for iOS
   • Excel Mobile

   Good to know

   Co-authoring in Excel for Microsoft 365 and Excel for Microsoft 365 for Mac requires you to be signed in with your Microsoft 365 subscription. If people aren’t sure which version they have, encourage everyone to use Excel Online to co-author in a web browser.

6. 6

   Step 6: Put the file in OneDrive or SharePoint in Microsoft 365

   If the file is saved in a location that doesn’t support co-authoring, people get the “locked” error.

   To co-author with others, put the file on OneDrive, OneDrive for Business, or SharePoint in Microsoft 365. These locations don’t support co-authoring:

   • Server paths like \\server\folder and smb://server/folder
   • Cloud locations like Dropbox, Box and Google Drive
   • Local folders on your Windows or Mac computer
   • Libraries on SharePoint On-Premises sites

   Good to know

   If you have an on-premises SharePoint site and Excel for Microsoft 365, try using Excel Online to co-author instead.

7. 7

   Step 7: Check the file format and the OneDrive sync app

   For co-authoring, the file needs to be in .xlsx, .xlsm or .xlsb format, and the OneDrive sync app for Windows shouldn’t be paused.

   Check the file name and make sure the file is in .xlsx, .xlsm or .xlsb format. If it isn’t, in Windows go to File, then Save As, then Browse, then Save as type, and choose one of those formats. On a Mac, go to File, then Save As, and choose one of them.

   Co-authoring doesn’t support the Strict Open XML Spreadsheet format.

   If you use the OneDrive sync app for Windows, make sure you have the latest version and that the sync app isn’t paused.

8. 8

   Step 8: Remove features co-authoring doesn’t support

   When you co-author, the “locked” error can occur if the file uses a feature co-authoring doesn’t support.

   Ask the person who has the file open to try these. First, turn off the Shared Workbook feature. If you’re opening a snapshot from SharePoint, open the workbook itself instead.

   If those two don’t work, try one or more of these in Excel for Windows:

   • If possible, remove password encryption or restricted access: go to File, then Info, then Protect Workbook, and remove any passwords or restricted access settings.
   • Turn off Refresh data when opening file on all tables and PivotTables: select the table or PivotTable, go to Table Tools Design, then Refresh, then Connection Properties, and uncheck Refresh data when opening file.
   • Inactivate an add-in that’s causing the lock: select File, then Options, then Add-Ins, then Excel Add-ins, then Go, and clear the check box for the add-in.

   Good to know

   On a Mac, remove a password from the Review tab: if Protect Workbook is highlighted, click it to turn off protection and enter the password if prompted. Remove restricted access with File, then Restrict Permissions, then No Restrictions. Refresh data when opening file is under the Table tab, then Refresh, then Connection Properties, and add-ins are under Tools, then Excel Add-ins.

Frequently Asked Questions