Multiple Users Can Simultaneously Access Word or Excel Files

Question

Hello,

We are experiencing an issue on a Windows Server 2022 21H2.

The affected files are located in shared folders, accessed via a Mapped Drive, and these folders are used by multiple users.

This issue is not related to OneDrive or SharePoint.

Windows file sharing caching is disabled.

Recently, we have been noticing more frequently that files can be opened by multiple users simultaneously, without any notification indicating that the file is in use and can only be accessed in read-only mode.

The affected Word and Excel files are not configured as Shared Workbooks.

We are using the Microsoft 365 version of Word and Excel on Windows 10 and Windows 11 PCs.

This issue causes save conflicts: only one user (not necessarily the first to open the file) is able to save changes, which leads to data loss risks.

Do you know how to restore exclusive access to these files?

Thank you in advance for your help.

Answer 1

Hello,

Regarding the issue you mentioned where multiple users can access Word or Excel files simultaneously without receiving any read-only warnings, it could be related to file sharing settings or file locking mechanisms. Here are some possible solutions:

1. Check Share Permissions: Ensure that the shared folder's permission settings are correct. Verify both the shared folder permissions and NTFS permissions to ensure that the file isn't inadvertently set to allow excessive concurrent editing. You can try reconfiguring the share permissions to ensure the access control is set correctly for both the folder and the file.
2. Disable File Caching: Since you mentioned that file caching is already disabled, confirm that it is fully disabled. In some cases, file caching may cause file states to desynchronize, especially when accessed by multiple users simultaneously.
3. Enable File Locking: Even though you mentioned that these files are not configured as Shared Workbooks, Word and Excel by default lock files when they are opened. Make sure that file locking is enabled on the shared folder to prevent multiple users from editing the file at the same time.
4. Check Office Settings: Ensure that collaboration features such as "Co-authoring" are not accidentally enabled in your Office applications. You can check the settings within Office to adjust co-editing options and see if there’s any conflict with file sharing.
5. File History or Backup: In cases where users experience data loss or save conflicts, you might want to enable File History or backup solutions to reduce the risk of data loss. You can also check Windows File History settings to see if version conflicts are occurring.
6. Updates and Patches: Ensure that both your Windows Server 2022 and Office 365 are up to date with the latest patches to resolve any known issues related to concurrent file access. Microsoft occasionally releases updates to address such problems.

If the issue persists, you may need to check the network settings or review the event logs for additional details on file access problems.

I hope these suggestions help! If the problem remains unresolved, please provide more details, and we can further investigate.

Best regards!

Answer 2

Hello,

Thanks for your answer.

However, could you please provide some more details ?

1. Check Share Permissions: You mentioned "the file isn't inadvertently set to allow excessive concurrent editing".
   But I cannot find any paramter about concurrent editing.
   Could you please tell me the location of these parameters ?
2. Disable File Caching: Yes, file caching is completely disabled on all shares.
3. Enable File Locking: "Make sure that file locking is enabled on the shared folder". Where can I find this parameter ?
4. Check Office Settings: I cannot find any "Co-authoring" in Word or Excel 365. Where is this parameter ?
5. File History or Backup: Yes, there are many backups.
6. Updates and Patches: Everything is up to date.

Thanks in advance for your feedback.

Answer 3

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