How to Stop Microsoft Access from Creating Duplicate Files in OneDrive
Question details
The user needs a way to prevent Microsoft Access from automatically generating duplicate database files that include the device hostname in the file name.
- Product
- Microsoft Access
- Device & OS
- not provided
- Scenario
- Opening, editing, and saving a Microsoft Access database directly from a synchronized OneDrive or SharePoint folder.
- Observed behavior
- Duplicate database files are automatically created and saved in the folder, with the device's hostname appended to the original file name.
Ensure all instances of the Access database are closed on your device and pause OneDrive syncing temporarily to prevent further duplication during the troubleshooting process.
Download and Edit the Database Locally
Prevent cloud sync conflicts by moving the database out of the OneDrive or SharePoint folder before you start editing.
OneDrive and SharePoint attempt to sync changes in real-time. Because Microsoft Access locks the database file while it is open and continuously modifies it, cloud storage clients cannot sync the file normally. This triggers a sync conflict, prompting OneDrive to create a duplicate file with the device name to prevent data loss.
Open your File Explorer and navigate to your OneDrive or SharePoint sync folder where the Access database is stored.
Right-click the Microsoft Access database file and select 'Copy'.
Navigate to a local folder that is not synced to the cloud, such as your Desktop or local Documents folder, right-click an empty area, and select 'Paste'.
Open the local copy of the database, complete your necessary edits, and save the file. Ensure you completely exit Microsoft Access.
Copy the updated local file and paste it back into the OneDrive or SharePoint sync folder, allowing it to overwrite the old version and safely upload to the cloud.
Split the Access Database for Multiple Users
If multiple users need to access the database, follow Microsoft's deployment guidelines to split the database rather than relying on OneDrive.
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Frequently Asked Questions
Why does OneDrive append my computer name to my Access files?
OneDrive adds your computer name to the file when it detects a sync conflict. Because Microsoft Access locks the database file while open and makes continuous changes, OneDrive cannot sync it normally. To prevent data loss, it creates a duplicate copy with your device's hostname.
Can I co-author an Access database using OneDrive or SharePoint?
No, Microsoft Access does not support real-time co-authoring via OneDrive or SharePoint. If multiple users open the same synced database, it will result in conflicting copies and potential database corruption.
How do I safely share an Access database with others?
The safest method is to split the database. Place the back-end (which contains the tables) on a shared local network drive and provide each user with a local copy of the front-end (which contains the forms, queries, and reports). Avoid placing the back-end in any cloud-syncing folder.
Will pausing OneDrive sync fix the duplication issue?
Pausing the sync while you are working on the database will prevent immediate duplication. However, you must remember to resume syncing only after the database is completely closed. Moving the file to a local unsynced folder is a much more reliable long-term solution.
