SharePoint Document Issues

How to Restrict Excel Editing to One User at a Time in SharePoint

Maira Mehtab Sep 24, 2026 871 views

Question details

The user wants to prevent multiple people from making simultaneous changes to a specific Excel workbook in SharePoint.

Product: SharePoint / Microsoft Excel
Device & OS: not provided
Scenario: Managing an Excel file with complex elements like queries, connections, pivot tables, and lists where concurrent editing causes conflicts or data overwrites.
Observed behavior: By default, SharePoint allows simultaneous editing, but the goal is to enforce a file lock so only one person can edit at a time while others can only view.

Before you start

Ensure you have the necessary permissions (such as Edit, Design, or Full Control rights) in the SharePoint document library to modify versioning settings or manually check out files.

Solution 1Recommended

Enable Required Checkout in SharePoint Library Settings

Use SharePoint's versioning settings to force users to check out documents before editing, preventing simultaneous modifications.

Enabling this feature makes the file read-only for other users while it is checked out by someone else. Keep in mind that applying this setting from the Library Settings menu will affect all documents within that specific SharePoint library.

Navigate to Library Settings

Open your SharePoint document library in your web browser. Click the gear icon (Settings) in the top right corner and select 'Library settings'.

Open Versioning Settings

In the Library Settings menu, click on 'Versioning settings'.

Require Document Checkout

Scroll down to the 'Require Check Out' section at the bottom of the page. Select 'Yes' under the prompt 'Require documents to be checked out before they can be edited?'.

Save the Changes

Click 'OK' to save your settings. Users must now click 'Check Out' before editing the Excel workbook and 'Check In' when they are finished.

Applying Checkout to a Single Workbook: If you do not want to apply this rule to the entire library, leave the setting off. Instead, instruct users to manually click the ellipsis (...) next to the specific Excel file and select 'Check Out' before they start editing.

Free Microsoft Office alternative

Edit Spreadsheets Seamlessly with WPS Office

If you are struggling with complex Excel file management and locking issues in SharePoint, consider trying WPS Office. It is a powerful, lightweight alternative to Microsoft Office that comes with built-in cloud collaboration tools for better file control.

1. Download and Install: Visit the official WPS website, download the free version, and follow the on-screen instructions to install it on your device.
2. Open Existing Excel Files: Launch WPS Spreadsheets and click 'Open' to load your existing Microsoft Excel files directly without losing any formatting.
3. Collaborate via WPS Cloud: Upload your spreadsheet to WPS Cloud to share links, set editing permissions, and manage team collaboration effortlessly.

Fully compatible with Microsoft Excel (.xlsx, .xls) and CSV formats.Lightweight installation with a familiar, easy-to-navigate user interface.Includes built-in WPS Cloud for secure file sharing, version control, and permissions.Free to download and use for your daily spreadsheet and data management tasks.

microsoft office alternative - wps office

Frequently Asked Questions

Can I require checkout for just one specific Excel file instead of the whole SharePoint library?

The automated 'Require Check Out' setting can only be applied to an entire document library. However, you can achieve the same result for a single workbook by keeping the library setting disabled and having users manually check out the specific file by right-clicking it and selecting 'Check Out'.

What happens if someone forgets to check the Excel file back in?

If a user leaves an Excel file checked out, the file remains locked for editing by others. A SharePoint Site Administrator can manually override this by going to the document library settings and selecting 'Discard Check Out', which reverts the file to its last saved, checked-in state.

Why is my Excel file opening as read-only in SharePoint?

Your Excel file will open as read-only if another user currently has the file checked out, or if they have the file open in the Excel desktop application without co-authoring enabled. You will need to wait for them to close or check in the file before you can make edits.

Document & File Issues