How to Fix 'File in Use' or 'File Locked by Another User' Errors When Opening Office Documents on a Network Drive

Summary

This guide helps you troubleshoot and resolve: How to Fix 'File in Use' or 'File Locked by Another User' Errors When Opening Office Documents on a Network Drive. Follow the steps below to fix the issue.

Common Causes

When you try to open a Microsoft Office document stored on a shared network drive and receive a "File in Use" or "Locked by Another User" message, it means another person or process currently has the file open. This is a common issue in small business environments where multiple staff access the same spreadsheets, reports, or templates over a network. This guide will help you identify who has the file locked and how to resolve it so you can continue working.

Quick Fix Steps

1. Close all open Microsoft Office applications on your computer.
2. Wait two to three minutes, then try opening the file again.
3. If the error persists, ask your colleagues if they have the document open and request that they close it.
4. If no one is using the file, proceed to the detailed instructions below to clear the lock.

Detailed Instructions

Option 1: Open a Copy Instead

If you need to view the document immediately and cannot wait for the lock to clear, you can open a read-only copy.

1. When the "File in Use" dialog appears, select Open Read Only.
2. Review the document as needed.
3. To save changes, use File > Save As and save the document to your local computer or a different folder with a new filename.

Option 2: Identify Who Has the File Locked

Office usually displays the name of the user who has the file open in the lock notification. If the name is not shown or is unclear, and you have access to the file server:

1. On the file server or the computer sharing the folder, right-click the Start button and select Computer Management.
2. In the left pane, expand Shared Folders and click Open Files.
3. Look for the document in the list. The Open By column shows which user has the file open.
4. Right-click the file and select Close Open File to release the lock.
5. Alternatively, contact the user shown in the lock notification and ask them to close the document.

Option 3: Save a Local Copy and Work Offline

If the file remains locked and you need to edit it urgently:

1. Open the document as Read Only.
2. Press Ctrl + S or select File > Save As.
3. Choose a location on your local computer, such as C:\Users\YourName\Documents, and save the file.
4. Edit the local copy, then save it back to the network drive once the original file is unlocked.

Option 4: Clear an Orphaned Lock (Windows)

Sometimes a file remains locked after a computer crashes or Office closes unexpectedly. Only attempt this if you are certain no one else is actively using the file and you have access to the file server.

1. Ask all users to close the document and any Office applications.
2. On the computer where the file is stored (the file server or the PC sharing the folder), open File Explorer.
3. Navigate to the folder containing the locked file.
4. If you see a temporary file beginning with ~$ (for example, ~$Budget2024.xlsx), this is the Office lock file.
5. Delete the ~$ temporary file.
6. Try opening the original document again.

Warning: Do not delete the actual document. Only remove files that start with the ~$ prefix, as these are temporary lock files created by Microsoft Office. Deleting the wrong file can cause data loss.

Troubleshooting

The File Locks Frequently for Multiple Users

If files on your network drive are constantly locked, the issue may be related to:

• Office AutoSave or AutoRecover features keeping files open in the background.
• Antivirus software scanning the file while it is in use.
• Network instability causing Office to lose connection and leave orphaned locks.
• Multiple users opening the same file with edit permissions instead of using a shared collaboration tool like Microsoft 365.

Mac Users Accessing Network Drives

If you are using a Mac to connect to a Windows file share:

1. Close all Office applications.
2. Open Finder and navigate to the network share.
3. Look for temporary files starting with ~$ and move them to the Trash.
4. Empty the Trash, then try opening the document again.

Note: For better collaboration, consider storing documents in a cloud location such as OneDrive or SharePoint, where multiple users can edit the same file simultaneously without locking conflicts.

If you continue to experience file locking issues on your network drive, Open a Ticket with 220 Internet Services support.

Still Having Issues?