OneDrive File Issues

How to Fix Outlook or OneDrive Sync Errors for an Open File

Amos Gikunda Oct 12, 2026 871 views

Question details

The user needs to resolve synchronization failures in Outlook or OneDrive caused by files being locked, in use by another application, or experiencing permission conflicts.

How to Fix Outlook or OneDrive Synchronization Errors for an Open File

Product: OneDrive / Outlook
Device & OS: not provided
Scenario: Synchronizing or saving files to the cloud or an email client.
Observed behavior: A synchronization error appears stating the file is open or in use by another application, preventing the sync from completing successfully even if the app appears closed.

Before you start

Save any open documents locally to prevent data loss, and ensure you have administrative privileges to manage background processes and file permissions.

Solution 1Recommended

Force Close Related Background Processes

Often, a file remains locked by a hidden background process even after closing the application. Ending these processes forces the file to unlock.

When you close a Microsoft Office application, background processes may occasionally hang. This tricks OneDrive or Outlook into thinking the file is still actively being edited, triggering a sync error.

Open Task Manager

Press Ctrl + Shift + Esc on your keyboard to open the Task Manager window.

Locate background processes

Navigate to the 'Processes' tab and scroll through the list to look for Microsoft Word, Excel, Outlook, or any other relevant application that might have opened the file.

End the task

Right-click the application process and select 'End task' to force it to close completely.

Verify synchronization

Wait a few seconds for the operating system to release the file lock, then check OneDrive or Outlook to see if the sync error is resolved.

Force Close Related Background Processes

Tip: If you are unsure which application is locking the file, simply restarting your computer will also clear all active background processes and release the file lock.

Solution 2

Restart and Relink Your OneDrive Account

Restarting the OneDrive client or relinking your account can resolve internal synchronization glitches preventing the file from updating.

Solution 3

Refresh the File Location and Verify Permissions

Moving the file out of the sync folder temporarily can clear the error state, while checking permissions ensures OneDrive has the rights to read and upload it.

Free Microsoft Office alternative

Switch to WPS Office for a Seamless Experience

If Microsoft Office and OneDrive synchronization errors continue to disrupt your workflow, consider switching to WPS Office. It is a highly compatible, lightweight, and completely free alternative that works seamlessly with your local and cloud files without persistent file-locking issues.

1. Download and install: Visit the official WPS Office website to download and install the free software on your device.
2. Open your files: Launch WPS Office and click 'Open' to browse your local directories or OneDrive folders.
3. Edit without hassle: Select your existing Office files. They will open perfectly without formatting loss or locked-file sync errors.

Fully compatible with Microsoft Office formats including .docx, .xlsx, and .pptx.Lightweight architecture that avoids complex background file-locking issues.Free to download and use with a highly familiar user interface for a zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why does OneDrive say my file is in use when the application is closed?

The application may have closed visually, but a background process is still running and holding a lock on the file. Using Task Manager to find and end the residual process (like WINWORD.EXE or EXCEL.EXE) usually resolves this.

Will unlinking my PC from OneDrive delete my local files?

No, unlinking your account only stops the synchronization process between your computer and the cloud. Your locally downloaded files will remain safely on your hard drive.

How do I check if I have the correct permissions for a file in Windows?

Right-click the file, select 'Properties', and go to the 'Security' tab. Select your user profile from the list to verify that your account has 'Full control' or 'Modify' permissions allowed in the permissions box.

Can I sync WPS Office documents to my OneDrive account?

Yes, you can save any WPS Office document directly into your local OneDrive folder. OneDrive will automatically detect the new file and sync it to the cloud just like any standard document.

Document & File Issues