File Sharing Problems

Fix Excel Showing Wrong User Name in File in Use Message

Natalie Taylor Oct 8, 2026 869 views

Question details

The user needs to resolve an issue where Excel displays an incorrect or stale user name in the prompt when a shared workbook is already open by someone else.

How to Fix Excel Showing the Wrong User Name in the File-in-Use Message

Product: Microsoft Excel
Device & OS: not provided
Scenario: Accessing a shared Excel workbook stored on a network drive that is currently being used by another person.
Observed behavior: The "File in Use" or "File is Open" message displays the name of a previous user or incorrect owner instead of the person who is actually using the file at that moment.

Before you start

Ensure you have administrative access or sufficient folder permissions to view and manage hidden system files in the directory where the shared Excel file is stored.

Solution 1Recommended

Clear Stale Ownership by Deleting Lock Files

Force all users to close the workbook and delete any lingering hidden lock files to reset the file ownership data.

When an Excel session crashes or is abruptly terminated without saving, a temporary lock file may remain in the folder. This hidden file holds the previous user's name, causing Excel to display incorrect information in the 'File in Use' warning.

Close the file everywhere

Ask all colleagues who might have the shared workbook open to save and close the file completely.

Navigate to the network folder

Open Windows File Explorer and navigate to the specific network folder or directory where the shared Excel workbook is saved.

Show hidden files

Click the 'View' tab at the top of File Explorer, and check the box for 'Hidden items' in the Show/hide group to reveal hidden system files.

Locate the lock file

Look for a small, hidden temporary file with a name starting with '~$'. For example, if your file is 'Report.xlsx', look for '~$Report.xlsx'.

Delete the lock file

Right-click the temporary lock file and select 'Delete' to remove the stale ownership data. Open the original Excel file again to verify the issue is resolved.

Clear Stale Ownership by Deleting Lock Files

Lock File Reset: Once the lingering lock file is deleted, Excel will generate a fresh lock file with the correct user data the next time someone opens the workbook.

Solution 2

Transition to Modern Co-authoring

Avoid legacy "File in Use" lock messages entirely by using modern cloud-based co-authoring.

Free Microsoft Office alternative

Switch to WPS Office for Seamless Collaboration

If you are tired of dealing with Excel's stale lock files and incorrect "File in Use" messages, try WPS Office. It provides a lightweight, highly compatible alternative with built-in cloud collaboration features to prevent legacy file locking issues entirely.

1. Download WPS Office: Download and install WPS Office for free from the official website.
2. Open your file: Launch WPS Spreadsheet and open your existing .xlsx network file effortlessly.
3. Share via WPS Cloud: Use WPS Cloud to upload the document and generate a secure share link for multiple users to co-edit without lock conflicts.

Free, comprehensive alternative to Microsoft OfficeFully compatible with all Microsoft Excel formats including .xlsx, .xls, and .csvSeamless cloud collaboration prevents legacy "File in Use" locking errorsFamiliar user interface requires no learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Why does Excel show a user who is not even logged into their computer?

This typically happens when the specified user previously opened the file, but Excel or the computer crashed before the file was properly closed. The system leaves behind a hidden temporary lock file (starting with ~$) that retains their username.

How can I prevent the "File in Use" error from occurring in the future?

You can prevent this error by ensuring all users close Excel files normally before turning off their computers. Alternatively, migrate your files to a cloud service like OneDrive, SharePoint, or WPS Cloud to utilize modern co-authoring, which allows simultaneous editing without file locks.

What does a lock file look like and where is it stored?

A lock file is a hidden temporary file created in the exact same network folder as your original Excel file. If your file is named "Budget.xlsx", the lock file will typically be named "~$Budget.xlsx" and is usually only around 1 KB in size.

Can I disable the temporary lock file feature in Excel?

No, you cannot disable the creation of these owner files locally as they are a fundamental part of how traditional Excel manages file sharing and prevents data overwrite. The only way to bypass it is by switching to a cloud-based co-authoring environment.

Document & File Issues