Fix Excel Asking for Password on Cached SharePoint Files
Question details
Excel prompts the user to enter a password for a randomly named local file, which is actually a cached copy of a password-protected SharePoint workbook.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- A user opens a workbook containing background links pointing to a password-protected SharePoint file, triggering a password request for a local cached version.
- Observed behavior
- Excel displays a password prompt for a local file located in the user profile (such as AppData), rather than the expected SharePoint URL.
Before troubleshooting, ensure you have the correct password for the original password-protected SharePoint workbook and save any unsaved work in your current Excel files.
Verify Workbook Links and Clear Office Cache
Resolve the unexpected password prompt by checking for hidden SharePoint links and clearing the local Office and OneDrive document cache.
When you open online Office files in desktop applications, Office and OneDrive automatically create local cache files in your user profile (typically under the AppData directory).
If your workbook contains links pointing to a password-protected SharePoint file, Excel may try to update these links in the background, prompting a password request for the cached version instead of the live online file.
In Excel, go to the 'Data' tab and click on 'Edit Links' (or 'Queries & Connections') to check if the current workbook is linked to a password-protected SharePoint file.
If the link is legitimate, enter the password for the source file. If the link is outdated or unnecessary, select the link in the dialog box and click 'Break Link'.
Navigate to Excel Options > Save > Cache Settings, and click 'Delete cached files' to clear temporary SharePoint files.
If the issue persists, right-click the OneDrive icon in your system tray, select 'Settings', and under the sync settings, review how Office applications handle synced files.
Try WPS Office for Seamless Document Management
If you are tired of complex cache issues and sync conflicts with Microsoft Excel and SharePoint, consider switching to WPS Office. It provides a lightweight, highly compatible alternative for handling spreadsheets, including those with password protection.
Frequently Asked Questions
Why does the Excel password prompt show a random string of characters instead of the file name?
When Office caches a SharePoint or OneDrive file locally, it often renames the temporary file using a randomized string (GUID) in the AppData directory. The prompt is asking for the password to unlock this specific cached copy.
Can I disable local caching for SharePoint files in Excel?
You can reduce caching issues by adjusting your Office Sync settings. In Excel, go to Options > Save, and check the settings under 'Cache Settings' to manage how cached files are stored and deleted.
Will breaking the workbook links delete my SharePoint data?
No. Breaking a link in Excel simply converts the previously linked data in your current workbook into static values. It does not delete or modify the source file stored on SharePoint.
How do I find the hidden AppData folder to delete the cache manually?
Press the Windows Key + R, type '%appdata%' or '%localappdata%', and press Enter. Navigate to the Microsoft Office cache folders (usually under Microsoft\Office\16.0\OfficeFileCache) to delete the temporary files.
