Fix: Cannot Open Word/PowerPoint Files from External Hard Drive
Question details
Users are unable to open Microsoft Word and PowerPoint documents stored on an external hard drive, receiving a prompt stating the files cannot be read.
- Product
- Microsoft Word, Microsoft PowerPoint
- Device & OS
- not provided
- Scenario
- Attempting to access and open document files directly from an external or portable hard drive.
- Observed behavior
- The application fails to load the document and displays an error message indicating that the files cannot be read.
Before making any system changes, verify that your external hard drive is securely connected to a functioning USB port and that the connection cable is not damaged.
Copy the File to Your Internal Hard Drive
Isolate the issue to determine if the problem is with the specific file or the external hard drive's connection.
Sometimes, external hard drives experience temporary read timeouts or permission issues. Moving the file locally can bypass these connection problems.
Launch File Explorer on Windows or Finder on macOS and navigate to your external hard drive.
Select the Microsoft Word or PowerPoint file that will not open, right-click it, and choose Copy.
Navigate to your computer's internal storage, such as the Desktop or Documents folder, right-click an empty space, and choose Paste.
Double-click the copied file on your internal drive to see if it opens successfully without the read error.
Repair Drive Errors using Command Prompt (Windows)
Use the built-in CHKDSK utility to scan the external drive for file system errors and repair bad sectors.
Update the Disk Driver
Ensure your computer can properly communicate with the external hard drive by updating its device drivers.
Easily Access and Manage Office Files with WPS Office
If Microsoft Office errors persist or strict Trust Center settings block files from your external drives, switch to WPS Office. It provides robust file compatibility and fewer restrictions, ensuring your documents open smoothly.
- 1. Download the software: Visit the official website to download and install WPS Office for free.
- 2. Connect your drive: Plug your external hard drive into your computer.
- 3. Open your documents: Right-click the problematic file, select 'Open with', and choose WPS Office to view and edit your document.
Frequently Asked Questions
Why does Microsoft Office say 'files cannot be read' on my external drive?
This error typically occurs due to corrupted file system sectors on the external drive, outdated disk drivers, loose USB connections, or strict Microsoft Office Trust Center settings blocking files from external sources.
Will running CHKDSK delete my files on the external drive?
No, running the CHKDSK command primarily fixes file system errors and recovers data from bad sectors. It is designed to repair your drive without deleting your files, though maintaining a backup is always recommended.
Can macOS read Windows-formatted external hard drives?
Yes, macOS can natively read external drives formatted with NTFS (the standard Windows file system), allowing you to open files. However, macOS cannot write or save changes to NTFS drives without third-party software.
How do I know if the file itself is corrupted rather than the hard drive?
If you copy the file from the external hard drive to your computer's internal storage and it still produces the same 'cannot be read' error, the file itself is likely corrupted. If it opens successfully, the issue lies with the external drive.
