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Can a SharePoint Owner Force Users to Close a Co-Authored File?
Question details
The user wants to know if there is a way for a SharePoint owner to remotely force users to close a co-authored document without removing their general access permissions.
- Product
- Microsoft SharePoint / Teams
- Device & OS
- not provided
- Scenario
- Co-authored files are being left open by users for extended periods, which is affecting performance and document formatting.
- Observed behavior
- SharePoint does not provide a direct button or feature for owners to remotely force-close a document that is currently open by other users.
Verify that you have Site Owner or Library Administrator permissions in SharePoint to modify file settings or enforce document check-outs.
Use File Check-Out to Prevent Simultaneous Editing
Since there is no native 'force close' button, utilizing SharePoint's check-out feature is the standard workaround to ensure only one user can edit the file at a time.
SharePoint Online does not currently offer a feature that allows an owner to remotely close a co-authored file on another user's device. Co-authoring is enabled by default for anyone with Edit permissions.
To regain exclusive control over a document or prevent performance issues from multiple long-term idle sessions, you can use the file Check-Out feature. This locks the file for editing by anyone other than the person who checked it out.
Open your SharePoint site or Teams Files tab and locate the document library containing the co-authored file.
Hover your mouse over the file name and click the three vertical dots (Show actions) next to it.
Select 'More' from the dropdown menu, then click 'Check out'. Once checked out, other users can only read the document, and simultaneous co-authoring is blocked until you check it back in.
Try WPS Office for Lightweight and Seamless Document Collaboration
If you frequently encounter performance issues or complex permission management in Microsoft Office and SharePoint, consider trying WPS Office. It provides an intuitive, lightweight, and highly compatible alternative for creating, editing, and sharing documents efficiently.
- 1. Download the Installer: Visit the official WPS Office website and download the free version for your operating system.
- 2. Install WPS Office: Run the downloaded installer and follow the on-screen instructions to complete the setup.
- 3. Open and Edit Office Files: Launch WPS Office and open your existing Word, Excel, or PowerPoint files directly to experience seamless compatibility.
Frequently Asked Questions
Can I completely disable co-authoring in SharePoint Online?
Co-authoring is a core, default feature in SharePoint Online and cannot be completely disabled at the tenant level. However, you can effectively disable it for a specific document library by configuring the library settings to 'Require Check Out' before editing.
What happens if a user checks out a file and forgets to check it back in?
If a file is locked because someone forgot to check it in, a SharePoint Site Owner or Administrator can navigate to the library settings and use the 'Discard Check Out' option to override the lock and restore access to other users.
Does removing a user's Edit permissions force the file to close on their end?
No. Revoking access prevents the user from syncing new changes to SharePoint, but if the document is already open in their local desktop application, it will remain open on their screen. They will encounter a sync error when attempting to save.
