OneDrive File Issues

How to Fix SharePoint and OneDrive Sync Errors with Excel Co-Authoring and Word Mail Merge

Steve K Oct 23, 2026 869 views

Question details

Users are experiencing file lock issues during Excel co-authoring and sync errors with Word mail merge documents in synchronized SharePoint and OneDrive folders.

How to Fix SharePoint and OneDrive Sync Errors with Excel Co-Authoring and Word Mail Merge

Product: Microsoft Excel and Word
Device & OS: not provided
Scenario: Attempting to co-author Excel files via desktop apps or opening Word mail merge documents during active SharePoint-to-OneDrive synchronization.
Observed behavior: Excel files become locked, preventing simultaneous editing despite co-authoring being enabled, and Word mail merge documents generate synchronization errors.

Before you start

Ensure you have a stable internet connection and that all collaborating users are running the latest version of the Office desktop applications to fully support real-time co-authoring.

Solution 1Recommended

Resolve Excel Co-Authoring File Locks in OneDrive

Ensure all users are accessing the live cloud file correctly rather than conflicting local synchronized copies.

Co-authoring works best when files are stored directly in SharePoint or OneDrive and accessed via supported, updated Office applications. Opening a local synced copy from the File Explorer can sometimes trigger file locks.

Update Office Applications

Open Excel, navigate to 'File' > 'Account', and click 'Update Options' > 'Update Now' to ensure you are on the latest version.

Share via Cloud Link

Instead of opening the file from the local OneDrive sync folder, open it from the OneDrive website or share the direct web link with your collaborators.

Test with a New File

Ask all users to close the locked file. Create a new Excel file in OneDrive, share it, and open it simultaneously in both the web and desktop versions to test if co-authoring functions normally.

Resolve Excel Co-Authoring File Locks in OneDrive

Enable AutoSave: Real-time co-authoring requires the 'AutoSave' toggle to be turned on in the top left corner of the Excel desktop application.

Solution 2

Troubleshoot Word Mail Merge Sync Errors

Prevent sync conflicts by pausing synchronization or waiting for it to complete before opening mail merge documents.

Free Microsoft Office alternative

Try WPS Office for Seamless Cloud Collaboration

If you frequently encounter synchronization errors or file locks with Microsoft Office, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with reliable built-in cloud services to make co-authoring and document management hassle-free.

1. Download the Installer: Visit the official WPS Office website and download the free software installer for your operating system.
2. Install and Log In: Complete the installation process and sign in to activate your free WPS Cloud storage workspace.
3. Open Your Documents: Open your existing Excel or Word documents directly in WPS Office to continue working securely and collaboratively.

Free and lightweight suite for word processing, spreadsheets, and presentations.Seamless compatibility with Microsoft Excel (.xlsx) and Word (.docx) formats.Built-in WPS Cloud for stable real-time collaboration without complex sync errors.Familiar tabbed user interface, ensuring zero learning curve for Office users.

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Frequently Asked Questions

Why is my Excel file locked when co-authoring is enabled?

This usually happens if someone editing the file is using an outdated version of Excel, or if a user opened a local synchronized copy instead of the live cloud file. Ensure AutoSave is turned on for all users to enable simultaneous editing.

Can I perform a mail merge while OneDrive is syncing?

Opening mail merge documents during an active SharePoint-to-OneDrive sync can cause file locking or sync errors. It is highly recommended to wait until OneDrive reports 'Up to date' before starting your mail merge.

How do I force OneDrive to sync my Word and Excel files?

You can manually refresh your sync by clicking the OneDrive cloud icon in your taskbar, clicking the gear icon (Help & Settings), and selecting 'Pause syncing' followed immediately by 'Resume syncing'.

Document & File Issues