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We have an Excel file that is on our network that one person usually keeps open and makes changes to. Other users keep the file open, in read-only mode.

Occasionally, someone other than the first person who is in charge of editing the excel file will open that file and somehow take over write functionality of that file causing the person who is supposed to make edits unable to save those changes.

This has been occuring for quite some time and I can't seem to find a fix for it.

Any ideas what's going on?

Office 2010
Windows 7 Pro x64

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Are you saying that the second person opens the file while the first person has it open and takes write access away from the first person?  Or just that a second person sometimes gets to work early and opens the file before the first person has a chance? – Scott Dec 19 '12 at 14:06

2 Answers

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Here’s a possible fix: From the “Save As” dialog, select “Tools” –> “General Options”, select “Read-only recommended”, and save.

    “Save As” dialog     “General Options” dialog, with “Read-only recommended” marked

Then, any time anybody opens the file, they will get this:

“Open as read-only?” dialog

Teach them to click on “Yes” except for the one person who is supposed to edit the file (or his alternate, in case of absence).

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I did that option without password. Hopefully it works. Thanks for the tip – Markaway Dec 19 '12 at 14:51
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The only way I can think this is happening is either

  • The Allow Users to Edit ranges option configured (see ribbon called Review -> Changes)
  • Person 1 doesn't always have the file open or, maybe if the OS goes in standby the lock on Excel is released.
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The person keeps the file open. I will check if the OS goes into standby as that's the only thing I can think of that would cause this as he occasionally leaves his desk for 10-15 minutes at a time. – Markaway Dec 19 '12 at 13:08
Computer is not set to go into sleep mode or screen saver. The Allow Users to Edit ranges is not configured. – Markaway Dec 19 '12 at 13:15
Where is the file saved (on a network share on his PC (which is shared), and do you share log in details? It may be worth while ensuring that he is in his own group in AD and that the file is explicit write access to him/her only. – Dave Rook Dec 19 '12 at 13:18
The file is on a DroboPro attached to a server (2008 R2) via iSCSI. We have another server with a DroboPro. We use DFS for namespace/replication. I can't strictly give him write access only as other users may need to write to it when he is not available. – Markaway Dec 19 '12 at 13:23
Seems the lock disappears 5-10 seconds after the user saves the file. – Markaway Dec 19 '12 at 13:55
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