File Sharing Problems

How Excel Notify Works When Multiple Users Are Waiting for a File

Phi Hung Vo Sep 30, 2026 868 views

Question details

The user wants to understand how the waiting sequence functions when multiple users click the Notify option on an unshared, locked Excel workbook.

How the Excel Notify Feature Works When Multiple Users Wait for a File

Product: Excel
Device & OS: not provided
Scenario: Multiple users are attempting to access and edit an unshared Excel workbook simultaneously over a network.
Observed behavior: The first user gains edit access, while subsequent users receive a 'File in Use' prompt with a 'Notify' option, placing them in a sequential waiting queue.

Before you start

Ensure that your network connection to the shared folder or server is stable, as the Notify queue relies on a continuous connection to detect when the file is closed by the current editor.

Solution 1Recommended

Understanding the Excel Notify Queue System

Learn how Excel handles multiple users who click the Notify button on a locked workbook and how access is granted sequentially.

When a user opens an Excel file that is already in use (without co-authoring enabled), Excel displays a 'File in Use' dialog box.

If a user selects the 'Notify' option, Excel opens a read-only copy of the workbook and places the user in a hidden queue. Access is granted strictly based on the order in which users clicked Notify.

First User Retains Access

The original user who opened the file retains exclusive read-write access and can continue working normally until they save and close the workbook.

Second User is Notified

Once the first user closes the file, Excel sends a prompt to the next person in the Notify queue, offering them the ability to switch to read-write access.

Subsequent Users Wait in Line

While the second user edits the file, any other users who clicked 'Notify' remain in the queue with read-only access. This process repeats sequentially as each user finishes their edits and closes the file.

Understanding the Excel Notify Queue System

Alternative to Waiting: If your team needs to edit the file at the exact same time without waiting in a queue, you must migrate the file to a cloud service (like OneDrive, SharePoint, or WPS Cloud) and use real-time co-authoring.

Real-Time Collaboration

Use WPS Office for Simultaneous Spreadsheet Collaboration

Instead of waiting in a Notify queue for your turn to edit, you can use WPS Office to co-author spreadsheets simultaneously with your team. WPS Cloud allows multiple users to edit the same file at once without locking each other out.

1. Open WPS Spreadsheet: Launch WPS Office and open your Excel workbook.
2. Upload to WPS Cloud: Save or upload the file to your WPS Cloud space to enable online collaboration features.
3. Share with Your Team: Click the 'Share' button in the top right corner, set the permissions to allow editing, and send the link to your team members.
4. Co-author Simultaneously: Your team can now open the shared link and edit the document at the same time, completely eliminating the need for a waiting queue.

Edit spreadsheets simultaneously with multiple users in real timeFully compatible with Microsoft Excel formats (.xlsx, .xls)Bypass the 'File in Use' lock entirelyBuilt-in cloud storage for easy file sharing and version control

microsoft office alternative - wps office

Frequently Asked Questions

Can I save my work while in read-only mode waiting for notification?

You can make changes while in read-only mode, but you cannot save them directly to the original file. You must use 'Save As' to create a new copy, or wait until you receive read-write access to apply your changes to the original document.

What happens if the first user leaves their computer without closing the file?

The file will remain locked, and all users in the Notify queue will continue to wait indefinitely. The current editor must close the workbook, or an administrator must forcibly close the open session on the server to release the lock.

Why didn't I receive a notification when the file became available?

This usually happens if your network connection to the shared drive drops momentarily, removing you from the queue. It can also occur if another user bypassed the queue by opening the file at the exact millisecond it was closed.

Document & File Issues