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How to Fix Cannot Co-Edit Excel Files in OneDrive Desktop App
Question details
Users are unable to co-author shared Excel documents via the desktop app, resulting in the file opening in read-only mode.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Two or more Microsoft 365 users are trying to edit the same shared Excel file simultaneously using the OneDrive and Office desktop apps.
- Observed behavior
- The shared Excel file opens as read-only instead of allowing real-time co-editing, preventing users from making concurrent changes.
Before altering any permissions, ensure that both users have a stable internet connection and that the OneDrive desktop client is completely synced without any pending upload errors.
Verify Microsoft 365 Licenses and Office Sign-In Accounts
Co-authoring in the Excel desktop app requires an active Microsoft 365 subscription and matching account credentials across Office and OneDrive.
Often, files open as read-only because the desktop app is signed into an account that lacks the proper Microsoft 365 license or doesn't match the account the file was shared with.
Ensure that the new user has been assigned an appropriate Microsoft 365 license that includes desktop app access. You can verify this in the Microsoft 365 Admin Center under Active Users.
Open the Excel desktop app, click on 'File' > 'Account', and check the 'User Information'. Ensure the signed-in email perfectly matches the work account the file was shared with.
Click the OneDrive cloud icon in your system tray, go to 'Help & Settings' > 'Settings', and check the 'Account' tab to confirm the same work account is actively linked.
Test Web Sharing and Confirm Edit Permissions
Bypass the desktop app temporarily to verify if the issue stems from file-level permission settings or a localized desktop sync error.
Co-Edit Spreadsheets Seamlessly with WPS Office
If you are tired of complex Microsoft 365 licensing issues and desktop sync errors, WPS Office provides a lightweight, free alternative. It features built-in cloud collaboration, allowing teams to co-edit spreadsheets in real-time without the hassle of read-only lockouts.
- 1. Download and Install WPS Office: Get the free WPS Office suite from the official website and install it on your computer.
- 2. Upload to WPS Cloud: Open your spreadsheet in WPS Office and save it directly to WPS Cloud to enable collaboration features.
- 3. Share and Co-Edit: Click the 'Share' button in the top right corner, set the permission to 'Anyone with the link can edit', and share it with your team.
Frequently Asked Questions
Why does my shared Excel file still open as read-only after granting edit permissions?
This often happens if the 'AutoSave' toggle is turned off, if the file is in an older format like .xls instead of .xlsx, or if another user has locked the file by using an older version of Excel that does not support modern co-authoring.
Do I need a paid subscription to co-edit Excel files in the desktop app?
Yes, to use the co-authoring feature within the Microsoft Excel desktop application, all users participating must have an active Microsoft 365 subscription that includes desktop client access.
Does co-authoring work if one person is using the web app and another is using the desktop app?
Yes, co-authoring is supported across platforms. One user can be editing in Excel for the Web while another edits in the Microsoft 365 desktop app, provided both have edit permissions and are signed into their respective accounts.
