When you try to open a Word document, you see the error message: “The file is in use by another application.” This prevents you from editing or saving the file. The error occurs because Word or another program has locked the file. This article explains why the lock happens and provides step-by-step fixes to regain access to your document.
Key Takeaways: Unlocking a Word Document Locked by Another Application
- Close Word and reopen it: The simplest fix that clears most temporary file locks
- Ctrl+Alt+Delete > Task Manager > End Task on WINWORD.EXE: Force-closes a hidden Word process holding the lock
- Delete the owner file (tilde + $ + filename): Removes the lock file that Word creates while a document is open
Why Word Reports That a File Is in Use by Another Application
Word uses a locking mechanism to prevent two users or two instances of Word from editing the same document at the same time. When you open a document, Word creates a temporary owner file in the same folder. This file has a name that starts with a tilde (~) and a dollar sign ($), followed by the original file name. For example, if your document is named Report.docx, the owner file is ~$Report.docx.
The lock can persist even after you close the document. This happens when:
- Word crashes and the owner file is not deleted
- A hidden Word process (WINWORD.EXE) continues running in the background
- Another application such as an antivirus scanner or a cloud sync client (OneDrive, Dropbox) has a handle on the file
- You are viewing the document in a read-only preview pane in File Explorer or Outlook
The error message blocks you from opening, editing, or saving the document until the lock is released.
Steps to Fix the “File in Use by Another Application” Error
Method 1: Close Word and Reopen the Document
- Close all Word windows
Click the X button on each open Word window. Do not just minimize them. - Open Word again
Launch Word from the Start menu or taskbar. Then open the document that showed the error.
Method 2: End the Word Process in Task Manager
- Open Task Manager
Press Ctrl+Alt+Delete and click Task Manager. Alternatively, press Ctrl+Shift+Escape to open it directly. - Find WINWORD.EXE in the Processes tab
Scroll down the list under Background processes or Apps. Look for Microsoft Word or WINWORD.EXE. - End the Word process
Select the entry and click End task. Repeat for any other WINWORD.EXE entries you see. Then reopen Word and the document.
Method 3: Delete the Owner File
- Close all Word windows
Make sure Word is not running. Check Task Manager as in Method 2 to confirm. - Open the folder that contains the locked document
Use File Explorer to navigate to the folder. Enable viewing of hidden files if needed: click View tab and check Hidden items. - Find and delete the owner file
Look for a file named ~$ followed by your document name, for example ~$Report.docx. Select it and press Delete. Confirm the deletion if prompted. - Open the document
Double-click your original document. Word should open it without the error.
Method 4: Close the Preview Pane in File Explorer
- Open File Explorer
Press Win+E to open it. - Turn off the preview pane
Click the View tab and click Preview pane to deselect it. This stops File Explorer from locking the file for preview. - Open the document in Word
Navigate to the file and double-click it.
Method 5: Restart Your Computer
- Save all work and close all programs
Ensure no unsaved data is lost. - Restart Windows
Click Start > Power > Restart. After the restart, open Word and then the document.
If Word Still Shows the Error After These Fixes
Word crashes every time I open a specific document
The document itself may be corrupted. Use Word’s built-in repair feature: open Word, click File > Open > Browse, select the file, click the arrow next to the Open button, and choose Open and Repair. This scans and attempts to fix the file.
OneDrive or SharePoint keeps the file locked
If you store the document in OneDrive or SharePoint, another person may have it open. Ask them to close it. You can also open the file in read-only mode: click File > Open > Browse, select the file, click the arrow next to Open, and choose Open Read-Only. Then save a copy under a new name.
Antivirus software blocks the file
Some antivirus programs scan Office files and temporarily lock them. Temporarily disable real-time scanning in your antivirus settings, then try opening the document. Re-enable scanning after you finish.
Local File vs Network File: Lock Behavior Differences
| Item | Local File (C: drive) | Network File (SharePoint, network drive) |
|---|---|---|
| Owner file location | Same folder as the document | Same folder as the document |
| Lock persists after Word crash | Yes, until owner file is deleted | Yes, plus server-side lock may last minutes |
| Other users affected | Only if they share the same PC | Yes, any user with access to the file |
| Fix for persistent lock | Delete owner file or restart PC | Wait for server lock to expire or contact site admin |
You can now resolve the “file is in use by another application” error using one of the five methods above. Start with closing Word and reopening it, then use Task Manager to end hidden processes. If the error persists, delete the owner file or disable the preview pane. As an advanced tip, you can prevent this issue by always closing Word properly and waiting a few seconds before opening another document on the same file.