Problem with M365 on iPad

Question

If i search and open an Excel file in M365 I can not edit the cells. It is like all cells are protected. If i choose Edit in Excel I have no problems editing the file.

If I after the edit try to reopen the file directly in Excel it opens a very old (October 15th) version of the file and I get the error message *... the file was not loaded as the merge of changes is not possible as they are done by different users (rough translation from Swedish).

I only use one and the same user on all platforms. On Win 11 I have no problem to open and edit the file directly in Excel.

The solution I see is to save the file under a new name. But the error is still strange.

(The longer story: In the beginning I could edit the file in Excel. Then I had problems and had to use M365 and edit the file directly in M365. And now i have to open it in M365 and the edit in Excel).*

Answer 1

Hi,

Thank you for sharing your question. I understand how confusing it is when a file opens in Microsoft 365 on the web in a read‑only state, but becomes editable when you switch to the Excel app, and then later loads an old version when reopened directly in Excel. This usually happens when the file has unsynchronized versions stored in OneDrive, and the iPad alternates between an older cached copy and the cloud version. When Excel detects that different versions of the file were edited by what appears to be separate users, it triggers a conflict warning because the changes cannot be merged safely. Even though you use the same account, the iPad, web version, and desktop version may store temporary edits differently, which leads to mismatched versions and the appearance that all cells are protected.

To resolve this, you can ensure the file is fully saved and synced in OneDrive before switching between M365 online and the Excel app, remove outdated cached copies from the Excel Recent list, and confirm the file is opening from the same OneDrive folder on every device. If the conflict persists, saving the file with a new name creates a clean version that all devices can sync properly, preventing Excel from loading the October 15th copy. Clearing the Excel app cache or signing out and back into your Microsoft account on the iPad can also refresh the connection so the correct version loads consistently.

Before we continue, may I ask whether the file is stored in your personal OneDrive, a shared folder, or a OneDrive for Business library? I’m here to help you resolve this fully, so please feel free to follow up with any details and I can guide you through the next steps.”

 

I hope this helps.

 

Best Regards,

Noel

Answer 2

The behavior matches two separate issues on iPad:

1. Files opened from M365 search are effectively read‑only or “locked”
2. Excel on iPad is holding on to an old, locally cached version and failing to merge changes

Use the following steps to clear the state and get back to normal editing.

1. Confirm the file type and location
   • On iPad, Excel can fully open and edit only supported formats such as .xlsx and .xlsm. Older formats like .xls or certain templates may open as read‑only or with limited functionality.
   • If the workbook is in an older or unsupported format, open it on Windows Excel and use File > Save As to save it as .xlsx, then reopen on iPad.
2. Check for “locked for editing” or coauthoring limitations
   • If the file is stored in a location that does not fully support coauthoring, or if the server/policy disables coauthoring, Excel on iPad may only allow read‑only access when another instance (or cached instance) is considered to be editing it.
   • If prompted that the file is locked by another user, either:
     • Wait until all other sessions are closed, then reopen, or
     • Use Save As in Excel on iPad to create a new copy and work in that copy.
3. Clear the stale/cached copy on iPad The error about not being able to merge changes and the October 15 version indicates Excel is using a cached local copy that conflicts with the online version.
   • Fully close Excel on the iPad (swipe it away from the app switcher).
   • Reopen Excel, but do not open the file from Recent; instead, browse to the file’s cloud location (OneDrive/SharePoint) and open it from there.
   • If the problem persists, sign out of the Office apps on iPad, then sign back in with the same Microsoft 365 account, and open the file again from its cloud location.
4. If the issue started around subscription renewal
   • Similar iPad Excel issues around renewal have been resolved by completely removing and reinstalling the Office apps on iPad:
     1. Delete Excel (and optionally the other Office apps) from the iPad.
     2. Reinstall from the App Store.
     3. Sign in with the active Microsoft 365 account.
   • After reinstall, open the workbook directly from M365/OneDrive and verify that editing works without needing “Edit in Excel.”
5. When Excel still opens an old version
   • If Excel continues to open the October 15 version, treat that as a separate, outdated copy:
     • Open the correct, up‑to‑date version from M365/OneDrive in the browser or Office app.
     • Use Save As to create a fresh .xlsx copy with a new name.
     • Use only this new copy going forward and delete or archive the old one to avoid Excel picking it up from cache or a different location.

These steps address both the read‑only behavior in M365 on iPad and the merge error by ensuring the workbook is in a supported format, coauthoring is not blocked, and any stale cached copies on the iPad are cleared or replaced.

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References:

• Why can't I open my Excel file?
• Why can’t I edit this file?
• Unlock a file that has been locked for editing
• Error when opening password-protected files on a mobile device
• I have been using Excel for IPad for over a year and suddenly it has stopped working. - Microsoft Q&A
• My Microsoft365 Office Package no longer works with my iPad Pro - Microsoft Q&A
• When opening Word or Excel, getting a 'subscription canceled' message but I have renewed my Office subscription - Microsoft Q&A