OneDrive File Issues

How to Synchronize a Shared Excel Workbook Through OneDrive

Maira Mehtab Sep 21, 2026 871 views

Question details

The user needs to ensure that an Excel workbook shared via OneDrive synchronizes correctly for all employees, preventing the issue where edits are made to disconnected local desktop copies.

Product: Microsoft Excel and OneDrive
Device & OS: not provided
Scenario: Collaborating on a shared workbook (like an employee hours tracker) where multiple users need to input data and see real-time updates.
Observed behavior: Employees are entering data into separate desktop copies of the file, meaning their changes fail to synchronize with the main OneDrive workbook.

Before you start

Ensure that all employees have active internet connections and are logged into their respective Microsoft accounts so they can access the shared OneDrive directory.

Solution 1Recommended

Access and Edit the Shared OneDrive Workbook Directly

The most reliable way to ensure synchronization is for all users to access the same cloud-hosted file rather than independent desktop copies.

When collaborating on a file, downloading a local copy breaks the link to the cloud file. Users must open the file directly from OneDrive to sync their changes automatically.

Share the workbook with edit permissions

Navigate to the file in OneDrive, right-click it, select 'Share', and ensure that the employees' email addresses are granted 'Can edit' permissions.

Open from the Shared section

Instruct employees to log into OneDrive online and open the file directly from their 'Shared' section rather than downloading it to their computer.

Enable AutoSave in Excel Desktop

If employees choose 'Open in Desktop App' from the web, they must verify that the 'AutoSave' toggle in the top-left corner of the Excel window is turned on.

Add a File Explorer shortcut

Employees can also go to OneDrive online, select the shared folder, and click 'Add shortcut to My files'. This allows them to open the synchronized file directly from Windows File Explorer.

Best Practice: Always avoid creating and working out of separate local copies on employee desktops, as these are disconnected from the cloud and will not sync automatically.

Solution 2

Manually Update the Shared File via Drag and Drop

Use this method if a local copy was already updated and you need to manually replace the outdated OneDrive file with the new data.

Free Microsoft Office alternative

Try WPS Office for Seamless File Collaboration

If you are experiencing synchronization issues with Microsoft Excel and OneDrive, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with powerful built-in cloud collaboration features.

1. Download and Install WPS Office: Visit the official WPS website, download the free installer, and install the application on your device.
2. Upload your file to WPS Cloud: Open WPS Spreadsheets, log in to your account, and upload your local workbook to WPS Cloud.
3. Share and Collaborate: Click the 'Share' button in the top right corner, set editing permissions, and send the link to your employees for real-time collaboration.

Completely free to download and useFully compatible with Microsoft Excel (.xlsx, .xls) formatsBuilt-in WPS Cloud for real-time synchronization and team collaborationFamiliar user interface that requires no learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Why is my Excel AutoSave button grayed out?

AutoSave is only available when a file is saved to and opened directly from OneDrive, OneDrive for Business, or SharePoint Online. If you are working on a localized desktop copy, the AutoSave toggle will be disabled.

How do I force OneDrive to sync an Excel file?

You can force a sync by clicking the OneDrive cloud icon in your system tray (Windows taskbar), clicking the gear icon for Settings, and choosing to pause syncing, then immediately clicking resume syncing.

Can multiple users edit a shared Excel file at the same time?

Yes, as long as the file is hosted in OneDrive or SharePoint and all users have 'Can edit' permissions, multiple users can co-author the workbook simultaneously. You will see colored cursors indicating where others are typing.

What happens if two people edit the same cell in a shared workbook?

In real-time co-authoring, the last person to make a change to a specific cell will overwrite the previous data. Excel displays who is currently active in a cell to help prevent these conflicts.

Document & File Issues