File Sharing Problems

Do Shared Excel and Access Files Need the Source Computer to Stay On?

Elise Williams Oct 13, 2026 868 views

Question details

The user wants to know if collaborators can still access shared Excel and Microsoft Access files when the original computer hosting those files is turned off.

Do Shared Excel and Access Files Need the Source Computer to Stay On?

Product: Microsoft Excel, Microsoft Access
Device & OS: not provided
Scenario: Collaborating on and sharing spreadsheet or database files with other users remotely or across a network.
Observed behavior: Clarifying the requirement for local host computer availability versus utilizing cloud storage for continuous file sharing.

Before you start

Ensure you have an active internet connection and access to a cloud storage account (such as OneDrive, SharePoint, or WPS Cloud) if you plan to share files for 24/7 access without relying on a local machine.

Solution 1Recommended

Migrate Shared Files to Cloud Storage

Uploading your Excel or Access files to a cloud service allows others to access them regardless of whether your local computer is powered on.

When a file is stored only on your local computer's hard drive and shared over a local network, that specific computer acts as a server. If it turns off, goes to sleep, or disconnects from the network, the shared files immediately become unavailable to everyone else.

To ensure continuous availability, files must be stored in a reliable cloud environment.

Open your cloud storage service

Navigate to a cloud service such as OneDrive, SharePoint, or Microsoft 365 in your web browser, or open the respective desktop application.

Upload the files

Click the 'Upload' button or drag and drop your Excel and Access files from your local drive into a designated cloud folder.

Share the uploaded file

Right-click the newly uploaded file in the cloud interface and select 'Share' from the context menu.

Configure permissions

Set the appropriate permissions (e.g., 'Anyone with the link can edit' or invite specific email addresses) and send the sharing link to your collaborators.

Local Network Sharing Limitation: If you continue to share files via a mapped local network drive instead of moving them to the cloud, the host computer or local file server must remain turned on and connected to the network at all times.

Seamless Cloud Collaboration

Share and Collaborate on Spreadsheets 24/7 with WPS Cloud

WPS Office provides built-in cloud storage (WPS Cloud), allowing you to easily save and share your spreadsheets. Once saved in WPS Cloud, your collaborators can access, view, and edit the files at any time, even when your local computer is completely turned off.

1. Open your file in WPS Office: Launch WPS Spreadsheets and open the document you wish to share with others.
2. Save to WPS Cloud: Click on 'Menu' > 'Save As' and select 'WPS Cloud' as the storage location to upload your document.
3. Initiate sharing: Click the 'Share' button located in the top right corner of the WPS Office interface.
4. Set access permissions: Choose the desired permission level (such as 'Anyone with the link can edit') to control how others interact with your file.
5. Distribute the link: Click 'Create Link', copy the generated URL, and send it to your team for continuous, uninterrupted access.

Built-in WPS Cloud storage ensures spreadsheets are accessible 24/7.Fully compatible with Microsoft Excel (.xlsx, .xls) formats.Real-time collaboration features for seamless remote team editing.Lightweight software with an intuitive, familiar user interface.

microsoft office alternative - wps office

Frequently Asked Questions

Can multiple users edit a shared Excel file at the same time?

Yes, if the Excel file is stored in a supported cloud service like OneDrive, SharePoint, or WPS Cloud, multiple users can co-author and edit the document simultaneously. Local network sharing often limits editing to one person at a time.

What happens if my computer goes to sleep while someone else is using a locally shared file?

If the file is only shared over a local network and has not been uploaded to the cloud, other users will lose access or receive a network error the moment your host computer goes to sleep, hibernates, or is turned off.

Can I share Microsoft Access databases via OneDrive?

While you can store an Access database (.accdb) on OneDrive, it is not designed for simultaneous multi-user editing over the cloud and may result in file corruption or sync conflicts. For multi-user database environments, it is recommended to migrate the backend to SharePoint lists or a dedicated SQL Server.

Do I need a premium subscription to share files in the cloud?

No, basic file sharing is available on free tiers of services like OneDrive, Google Drive, and WPS Cloud. However, overall storage limits and some advanced permission settings may require a premium subscription depending on the provider.

Document & File Issues