File Sharing Problems

Fix Excel Not Showing Read-Only Mode for Shared OneDrive Files

Kushani Nimanthika Sep 28, 2026 871 views

Question details

Users editing a shared Excel file on OneDrive are not receiving a read-only prompt, which causes the system to create duplicate file copies instead of updating the original document.

Excel Does Not Show Read-Only Mode for Shared OneDrive Files

Product: Microsoft Excel, OneDrive
Device & OS: not provided
Scenario: Multiple users are attempting to open and co-author the same Excel spreadsheet stored in a shared OneDrive folder.
Observed behavior: The read-only notification fails to appear for subsequent users opening the file. When they attempt to save their changes, a duplicate copy of the file is created instead of merging edits.

Before you start

Ensure that your internet connection is stable and that the OneDrive desktop application is actively running and syncing without any paused statuses or pending errors.

Solution 1Recommended

Verify the File Access Method and Location

Ensure all users are opening the live file directly from OneDrive or SharePoint rather than editing a downloaded local copy.

Co-authoring and proper file-locking mechanisms only work when a file is actively opened from its original cloud location. If a user downloads the file to their local drive, Excel treats it as an independent document.

Check how the file was opened

Confirm with all collaborators whether they opened the file directly from the OneDrive folder on their PC, or if they clicked 'Download' from the web browser and opened it from their Downloads folder.

Open from OneDrive directly

Instruct users to navigate to the shared OneDrive folder via File Explorer (Windows) or Finder (Mac) and double-click the file there, or open it directly in Excel for the Web.

Verify AutoSave is active

Look at the top-left corner of the Excel desktop application. The AutoSave toggle must be turned 'On'. If it is off, real-time co-authoring is disabled, which can cause read-only detection issues.

Verify the File Access Method and Location

Desktop vs. Web Version: Mixing Excel for the Web and older standalone versions of the Excel desktop app can sometimes break co-authoring. Ensure all desktop users have Microsoft 365 versions installed.

Solution 2

Check OneDrive Synchronization Status

Resolve any underlying OneDrive sync issues that prevent Excel from recognizing that another user has the file open.

Collaborate Seamlessly

Use WPS Office for Real-Time Co-Authoring

Avoid file duplication and read-only errors by using WPS Office's built-in cloud collaboration tools. You can easily share your spreadsheets and co-author in real time with perfect format compatibility.

1. Upload your file: Open WPS Office, go to the 'Cloud' tab, and upload your spreadsheet to WPS Cloud.
2. Share with your team: Click the 'Share' button in the top right corner of your open spreadsheet.
3. Set editing permissions: Change the link settings to 'Anyone with the link can edit'.
4. Start co-authoring: Send the link to your team. Everyone can now edit the same file simultaneously without creating duplicate copies.

Fully compatible with Microsoft Excel (.xlsx) file formatsFree and lightweight with built-in WPS Cloud storageSee real-time edits from collaborators instantly without file lock confusionFamiliar user interface for a seamless transition

microsoft office alternative - wps office

Frequently Asked Questions

Why does Excel create a copy of my file with my computer name on it?

This happens when Excel and OneDrive encounter a sync conflict. If multiple users edit a file offline, or if AutoSave is disabled, OneDrive cannot merge the changes. To prevent data loss, it creates a duplicate file appended with the user's computer name.

Can I co-author a workbook using the Excel desktop app?

Yes, but certain conditions must be met. The file must be saved in OneDrive or SharePoint, the AutoSave feature must be turned on, and all users must be using a compatible Microsoft 365 version of the Excel desktop app.

How do I force an Excel file to open in read-only mode for others?

You can enforce this by opening the file in Excel, navigating to File > Info > Protect Workbook, and selecting 'Always Open Read-Only'. Alternatively, when saving the file, you can go to Save As > Tools > General Options and check 'Read-only recommended'.

Document & File Issues