Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Document Shows as 'In Use' by Another User.

Document Shows as 'In Use' by Another User

by Allen Wyatt
(last updated November 16, 2015)

8

What would you do if you started a new session with Word, and then went to open a document, only to see a message stating that the document you want to open is "locked for editing by another user?" Word gives you the option to open a read-only version of the document, but you want to edit the real document. What do you do?

To understand what happened, it is helpful to understand a little of how Word (all current versions except Word 97) opens documents. When you open a document, Word creates what is known as an owner file for the document. This file is created in the same folder as the document you are opening. Its name consists of a tilde (~) followed by a dollar sign ($) and then the rest of the file name of the document you are opening. For instance, if you try to open a document named BigBudget.doc, then Word creates an owner file with the name ~$gBudget.doc.

The owner file is a way for Word to realize who has the document open at the current time. It is a temporary file (it is deleted when you close the document) that holds the login name of the person that opened the document.

This is where the confusion comes in. If you see the error message described at the beginning of this tip, it means that one of three conditions exists:

  • Word was shut down improperly and the owner file could not be deleted. For instance, the power to your machine was interrupted for some reason.
  • The document is accessible on a network and a different user has the document open.
  • A second instance of Word is running, and the document is open in that copy of Word.

If you are sure that there is no other user accessing the file, and you don't have it open in another copy of Word, then you can follow these steps so you can open the file normally:

  1. Get out of Word and restart your system. (This flushes out any errant processes that may be "stuck" in memory.)
  2. Using Windows Explorer, display the folder that contains the document you tried to open.
  3. If you see an owner file in the folder (named according to the format previously described), delete it.
  4. You should now be able to start Word and successfully open the document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11185) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Document Shows as 'In Use' by Another User.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Summing a Table Column

Need to add a sum to a column of figures in a table? Word makes it relatively easy to provide the sum you need.

Discover More

Countering Compressed Columns

If you open a workbook and find that the width of some of your columns has been changed, the discovery can be frustrating. ...

Discover More

Using Non-Printing Notes

Adding notes to your document in Word is a handy tool. But what if you don't want those notes to be seen on the screen or ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Creating a Document Clone

If you need to work with a copy of a document rather than the original document, you can use Word's Open dialog box to ...

Discover More

Making Backup Copies

When you save your documents, Word doesn't normally make backups of your files. If you want the program to do that, it takes ...

Discover More

Appending to a Non-Document Text File

Your macros can easily add information to the end of an existing text file. This is done by opening the target file in Append ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 1?

2016-11-02 12:12:16

Sheila

Our whole department is getting this message. There is no owner file and we restart the PCs every night. Looked in Task manager for another instance of Winwrd.exe but there wasn't one. I don't know what else to try??


2016-10-18 08:50:42

Patrik

Word Viewer is one possible cause.
I have tested this thoroughly.

Ex. user A has read rights to a folder with a document and user B has write rights. If user A has word viewer and opens the document when user B hasn't got it open, user B will get a prompt "Locked by another user".
If user A instead has an ordinary Word-installation this problem won't occur and for user A it will say "read-only" at the top of the window.

I have tested this with different accounts, computers and documents and i can reproduce it 100% of the times.

Word viewer is the enemy.
With compatibility pack i should add. User B has Word 2010. goes for both *.doc and *.docx, probably Excel viewer too.


2015-10-16 17:49:24

Robin Berry

In folder properties, there was a check box for "Read Only", that for some reason, was checked. Unchecked the box, all files got updated, and now I can open all of my documents.


2015-03-09 14:10:47

John C

When it is said to, "restart your system" that could mean your network, rather than just your single workstation. Been there, done this...


2015-02-18 12:10:26

Heather

I did everything above. There is no owner file in the folder (and yes, I told it to show hidden files.) Our problem is that not only was word shut down improperly, but it was open when a hard drive crashed. Help - we really need this file.


2014-10-26 12:46:18

Rick G.

I'm surprised you left this important part out out!...
If you don't have "Show Hidden Files" selected in the Folder options, Windows Explorer will not show you the owner files.


2012-01-09 09:09:17

Ulo

Yes. How to handle what goes wrong with Word is typically lacking in fora treating "how to's." Great tip.


2012-01-07 19:37:48

Juan

Wonderful tip, I always wanted to know what the file name with tilde means and this tip clears up perfectly.


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.