Excel Performance Problems

Fix Excel Hanging and Working on it Errors During Co-Authoring

Khadija Khan Oct 10, 2026 869 views

Question details

The user needs to fix an issue where an Excel workbook freezes during simultaneous co-authoring by multiple people.

Troubleshoot Excel Files That Hang During Co-Authoring

Product: Microsoft Excel
Device & OS: not provided
Scenario: Collaborating on an Excel workbook with a large group of users (more than 16) simultaneously in Excel for the web.
Observed behavior: The Excel file remains stuck on a 'Working on it' message, which prevents AutoSave from functioning and ultimately results in data loss.

Before you start

Before proceeding with troubleshooting, download a local copy of your workbook to secure your existing data and prevent any further data loss during testing.

Solution 1Recommended

Optimize the Excel Workbook Content

Use this solution to reduce the processing load on Excel for the web by minimizing complex data structures and excessive calculations.

While Microsoft does not specify a strict maximum number of users for co-authoring, performance heavily depends on the file's complexity. Large files, volatile formulas, and heavy formatting can cause the web application to hang when multiple people make edits concurrently.

Check the file size

Navigate to your SharePoint or OneDrive folder, select the Excel file, and check its properties to ensure the file size is not excessively large (preferably keep it under a few megabytes for optimal web performance).

Review and simplify formulas

Open the workbook and look for volatile functions (like INDIRECT, OFFSET, or TODAY) or complex array formulas. Replace them with static values or simpler calculations where possible.

Remove unnecessary external links

Go to the Data tab and click on 'Edit Links' to check for external references. Break or update any broken links that might be slowing down the synchronization process.

Complex Content: Excessive conditional formatting, large tables, and macros can also degrade co-authoring performance. Consider clearing unused formatting in blank rows and columns.

Solution 2

Test with a Clean Copy of the Workbook

Isolating the issue by creating a fresh copy helps determine if the original file is corrupted or if specific sensitive data structures are causing the freeze.

Free Microsoft Office alternative

Collaborate Seamlessly with WPS Office

If Microsoft Excel continues to hang during team collaboration, try WPS Office. It provides a lightweight, highly compatible alternative with smooth real-time co-authoring capabilities designed to handle team edits without frustrating freezes.

1. Download and Install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
2. Upload your file to WPS Cloud: Open WPS Spreadsheet, upload your existing .xlsx file to WPS Cloud, and retain all original formatting and formulas.
3. Invite your team: Click the 'Share' button in the top right corner, generate an edit link, and send it to your team to start real-time co-authoring.

Free, lightweight, and fast Office suiteFully compatible with Microsoft Excel (.xlsx) formatsSmooth real-time co-authoring via WPS CloudFamiliar user interface with zero learning curve for your team

microsoft office alternative - wps office

Frequently Asked Questions

What is the maximum number of users allowed for Excel co-authoring?

Microsoft's official documentation does not specify a strict maximum limit for concurrent users during co-authoring. However, sharing with more than 15-20 people often leads to performance issues like the 'Working on it' error, especially if the workbook is complex.

Why does Excel get stuck on the 'Working on it' screen?

This error typically occurs when the web application is overwhelmed by simultaneous edits, large file sizes, volatile formulas, or complex data structures like external links and heavy formatting.

Does AutoSave still work when Excel hangs?

No. When Excel for the web hangs or freezes on the loading screen, the connection to the server is usually interrupted, which prevents AutoSave from updating the file. This is why the issue frequently results in data loss.

How can I prevent data loss when co-authoring crashes?

To minimize data loss, encourage users to make changes in smaller batches, avoid using volatile formulas, and regularly download local backup copies of the workbook during heavy collaboration periods.

Excel & Data Problems