How to Prevent Duplicate Access Files When Using SharePoint
Question details
Users experience duplicate Access database files being created automatically, appended with the computer name, when saving changes while linked to SharePoint.
- Product
- Microsoft Access
- Device & OS
- not provided
- Scenario
- Saving changes to an Access database linked to a SharePoint list or stored in a OneDrive synchronization folder.
- Observed behavior
- Duplicate ACCDB files are generated, typically named with the original database title followed by the local computer's name.
Ensure that your OneDrive or SharePoint synchronization client is fully up to date, and check your system tray for any pending file sync conflicts before making structural changes to your database.
Test Locally and Verify Sync Folder Settings
Isolate the issue by testing the database outside the synchronized folder to determine if the OneDrive or SharePoint sync engine is causing the duplicate files.
Duplicate files with a computer name attached are often 'conflicted copies'. This happens when a cloud sync service (like OneDrive or SharePoint) cannot upload the changes because the Access database file is locked or currently in use by another process.
Copy your ACCDB file from the SharePoint or OneDrive synced folder to a strictly local directory, such as your Desktop or local Documents folder.
Open the local Access database, make a minor update or edit, and save it. Verify if a duplicate file with your computer name is still being created.
In MS Access, navigate to File > Info to verify the database properties and confirm exactly how your SharePoint list is currently linked.
If duplicates only occur in the synced folder, pause OneDrive synchronization temporarily while working in the database, or configure the folder to 'Always keep on this device' to prevent conflicted cloud copies.
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Frequently Asked Questions
Why does my computer name appear at the end of duplicate Access files?
This is a standard behavior of OneDrive and SharePoint sync engines. When the system detects a file lock or a sync conflict (often caused by the Access database being open), it creates a separate copy with your computer name to prevent data loss.
Can multiple people use a SharePoint-synced Access database at the same time?
Using a single Access desktop file synced via OneDrive or SharePoint for multiple concurrent users is highly discouraged, as it frequently causes sync conflicts and database corruption. It is recommended to split the database or use SharePoint lists directly.
How do I stop OneDrive from creating conflicted copies of my database?
You can prevent conflicted copies by moving the database out of the synchronized folder, or by ensuring the database is completely closed before the sync client attempts to upload the changes to SharePoint.
