How to Stop Excel Files from Opening as Read-Only on a Shared Drive
Question details
Users need to resolve an issue where Excel workbooks on a shared network drive are restricted to read-only mode, preventing team members from editing the file simultaneously.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Multiple users are attempting to access and co-edit a shared Excel workbook hosted on a traditional local or network shared drive.
- Observed behavior
- The file opens as read-only for everyone except the owner. Even when the file is closed by the owner, only one user can edit it at a time while subsequent users are forced into read-only mode.
Verify whether the read-only issue affects a single specific file or all files within the shared drive, and ensure you have administrative access to modify folder permissions if necessary.
Move Files to SharePoint Online for Simultaneous Editing
Since traditional shared drives only allow one user to edit a file at a time, moving the workbook to SharePoint enables real-time co-authoring for multiple users.
Traditional network shared folders lock Excel files when the first user opens them to prevent conflicting data entry. This design forces all other users into read-only mode.
To allow multiple users to edit the same workbook simultaneously without encountering read-only prompts, the file must be hosted on a cloud-based collaboration platform like SharePoint Online or OneDrive.
Create a new site using SharePoint Online and navigate to the default Document Library.
Upload the problematic Excel file from your local shared drive into the SharePoint Document Library.
Share the site or the specific document with your team members, ensuring their permission level is set to 'Edit' rather than 'View'.
Instruct users to open the file directly from SharePoint or sync the library to their File Explorer or Finder. Multiple users will now be able to edit the document simultaneously.
Verify and Modify Shared Drive Permissions
If users are receiving read-only access even when no one else is using the file, they may lack the necessary network folder permissions.
Use WPS Office to Co-Edit Spreadsheets Without Read-Only Locks
If configuring complex SharePoint servers or network permissions is too much hassle, WPS Office offers a built-in cloud workspace. You can easily upload your spreadsheets to WPS Cloud and invite team members to co-edit in real-time, bypassing local network read-only restrictions completely.
- 1. Open WPS Spreadsheet: Launch WPS Office on your device, sign in to your WPS account, and open the spreadsheet you want to collaborate on.
- 2. Initiate sharing: Click the 'Share' button located in the top-right corner of the application window.
- 3. Set editing permissions: Change the link permission setting from 'View Only' to 'Anyone with the link can edit'.
- 4. Distribute the link: Copy the generated sharing link and send it to your team members so you can all edit the document together in real time.
Frequently Asked Questions
Why does Excel say my file is locked for editing by 'another user'?
This happens on traditional shared network drives because Excel creates a temporary hidden lock file to prevent conflicting data changes. If a previous user did not close the file properly, or if they still have it open in the background, Excel will lock it for everyone else.
Can multiple people edit an Excel file on a local network shared drive?
Generally, no. A traditional local shared folder only supports one active editor at a time for Excel workbooks. To enable simultaneous editing, the file must be moved to a cloud-based service like SharePoint, OneDrive, or WPS Cloud.
How do I remove the 'Read-Only Recommended' prompt in Excel?
Open the Excel file, go to 'File' > 'Save As', and click 'Browse'. In the Save dialog box, click 'Tools' near the Save button, select 'General Options', uncheck the 'Read-only recommended' box, and save the file.
What if I have network Write permissions but the file is still read-only?
The file's local properties might be restricted. Right-click the specific Excel file in File Explorer, select 'Properties', and ensure the 'Read-only' attribute box under the General tab is unchecked.
