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Why a Shared OneDrive Excel File Opens as Read-Only and How to Fix It
Question details
The user needs to understand why a shared Excel workbook on OneDrive locks into read-only mode when opened on a desktop computer running Office Professional Plus 2019, specifically while another user has it open in Excel for the web.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Attempting to simultaneously collaborate on a shared Excel file via OneDrive using a desktop Office application.
- Observed behavior
- The Excel file opens as read-only on the desktop application when another user is viewing or editing it in Excel for the web.
Verify your Microsoft Office version and check with your team to see if anyone currently has the shared file open in their web browser.
Use Excel for the Web for Simultaneous Collaboration
Since Office Professional Plus 2019 lacks real-time cloud co-authoring features, using the web version of Excel ensures everyone can edit at the same time without encountering read-only locks.
Desktop versions of Excel with perpetual licenses (like Office 2019) do not support the real-time collaboration found in Microsoft 365. When one user opens the file in Excel for the web, the desktop app will lock it as read-only to prevent conflicting edits.
Open your web browser, navigate to the OneDrive website, and log in with your credentials.
Find the shared Excel file in your OneDrive folders or the 'Shared' directory.
Click on the file name to open it directly in your browser. Ensure all collaborators do the same to enable simultaneous editing.
Edit the Workbook Sequentially
If you must use the Office Professional Plus 2019 desktop application, you will need to edit the file at different times.
Upgrade to Microsoft 365 Desktop Applications
To co-author directly from your desktop applications, you need a subscription-based Microsoft 365 license rather than a perpetual Office 2019 license.
Collaborate Seamlessly with WPS Office
If Microsoft Office licensing limitations are slowing down your team's collaboration, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with robust cloud integration, allowing teams to view and edit documents together effortlessly.
Frequently Asked Questions
Does Office 2019 support real-time co-authoring?
No. Real-time co-authoring in desktop applications is a premium feature exclusive to Microsoft 365 subscriptions. Office Professional Plus 2019 users will experience read-only file locks if someone else is currently editing the document.
Why does my Excel file say read-only when someone else is in it?
Desktop Excel locks the workbook to prevent conflicting changes. If you are using a version of Office that does not support real-time cloud co-authoring (like Office 2016 or 2019), the file defaults to read-only while another user has it open.
How can I remove the read-only lock on my shared Excel file?
The simplest way to remove the lock is to ask the person currently editing the file to save and close the workbook. Once they exit, reopen the file. Alternatively, switch to using Excel for the web, which supports simultaneous editing.
