'%3e%3cpath%20d='M8%200C12.4183%200%2016%203.58172%2016%208C16%2012.4183%2012.4183%2016%208%2016C3.58172%2016%200%2012.4183%200%208C0%203.58172%203.58172%200%208%200ZM11.6162%204.38379C11.2257%203.99337%2010.5927%203.99338%2010.2021%204.38379L8%206.58594L5.79785%204.38379C5.40732%203.99334%204.77429%203.99329%204.38379%204.38379C3.99331%204.77429%203.99335%205.40733%204.38379%205.79785L6.58594%208L4.38379%2010.2021C3.99348%2010.5927%203.99341%2011.2257%204.38379%2011.6162C4.77426%2012.0066%205.40734%2012.0065%205.79785%2011.6162L8%209.41406L10.2021%2011.6162C10.5927%2012.0066%2011.2257%2012.0067%2011.6162%2011.6162C12.0067%2011.2257%2012.0066%2010.5927%2011.6162%2010.2021L9.41406%208L11.6162%205.79785C12.0066%205.40735%2012.0066%204.77429%2011.6162%204.38379Z'%20fill='%23080E17'%20fill-opacity='0.46'/%3e%3c/g%3e%3cdefs%3e%3cclipPath%20id='clip0_3761_713'%3e%3crect%20width='16'%20height='16'%20fill='white'/%3e%3c/clipPath%3e%3c/defs%3e%3c/svg%3e)
How to Fix User Cannot Open Shared Excel Files in Microsoft 365
Question details
A single user is unable to open shared Excel files in the Microsoft 365 desktop app, receiving a 'file moved or deleted' error, despite being able to open them in Edge and access shared Word documents.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Attempting to open shared Excel workbooks sent from a Microsoft 365 Business account to a Microsoft 365 Personal account.
- Observed behavior
- The Excel desktop application displays an error stating the file was moved or deleted, preventing the user from opening the shared spreadsheet.
Ensure that both the sender and receiver have an active internet connection and that the affected user has signed into the correct Microsoft 365 Personal account on their desktop application.
Test Access in Excel for the Web
Determine if the sharing error is isolated to the desktop application or affects the account's permissions globally.
Since the files open correctly in the Edge browser, testing specifically within Excel for the Web helps confirm if the desktop client is failing to authenticate the shared link.
Navigate to the Microsoft 365 portal in your web browser and sign in with the affected user's Microsoft 365 Personal account.
Click on the App Launcher (waffle icon) in the top left corner and select Excel, or locate the shared file directly in the 'Shared' section of your OneDrive dashboard.
Click on the file to see if it opens successfully in the browser editor. If it does, the issue is isolated to the local Excel desktop client.
Create and Share a New Test Workbook
Rule out file-specific corruption or path issues by generating a fresh sharing link.
Check OneDrive Synchronization and File Paths
Ensure the shared folder is syncing correctly between the Business and Personal OneDrive environments without path errors.
Try WPS Office for Seamless Spreadsheet Sharing
If Microsoft 365 synchronization continues to fail between Business and Personal accounts, WPS Office provides a lightweight, highly compatible alternative for opening, editing, and sharing Excel files without complex account tier restrictions.
- 1. Download WPS Office: Visit the official WPS website and download the free installation package for your operating system.
- 2. Install and Launch: Run the installer, follow the on-screen prompts, and open WPS Spreadsheets.
- 3. Open the shared file: Drag and drop the problematic Excel file into the WPS workspace to view and edit it immediately without sync errors.
Frequently Asked Questions
Why does Excel say my shared file is moved or deleted?
This error often occurs if the local OneDrive sync client has lost track of the file's path, if the file was moved by another user, or if there is a local authentication conflict between Microsoft 365 Business and Personal accounts on the desktop application.
Can a Microsoft 365 Business user share Excel files with a Personal user?
Yes, but the Business tenant administrator must have external sharing enabled. If the file opens in the web browser but not the desktop app, the sharing permissions are correctly configured, but the local application is failing to access the cloud path.
How do I force OneDrive to sync shared Excel files?
Click the OneDrive cloud icon in your taskbar, click the gear icon to open Settings, and select 'Pause syncing', then 'Resume syncing'. You can also try going to Account settings to 'Unlink this PC' and signing back in to refresh the connection.
