How to Force Word to Use OneDrive Co-authoring Instead of SharePoint Lock

When you open a Word document stored on SharePoint, you may see a message that the file is locked for editing by another person. This happens because SharePoint uses a check-out system that prevents simultaneous edits. OneDrive co-authoring allows multiple people to edit the same document at the same time without locking. This article explains how to configure Word and your document storage so that OneDrive co-authoring is used instead of the SharePoint lock behavior.

Why SharePoint Locks Documents and OneDrive Does Not

SharePoint document libraries have a feature called Require Check Out. When enabled, each user must check out a file before editing. While the file is checked out, no one else can edit it. This prevents accidental overwrites but blocks real-time co-authoring.

OneDrive stores files in the cloud and uses a different locking model. When a file is stored in OneDrive and opened in Word, the application uses co-authoring. Multiple users can edit the same document simultaneously. Word merges changes from all editors in real time.

The conflict occurs when a document lives on SharePoint but the user opens it via a link or the Word app. Word may respect the SharePoint check-out lock instead of enabling co-authoring. To force co-authoring, you must make Word treat the file as a OneDrive file or disable the check-out requirement on SharePoint.

Steps to Force OneDrive Co-authoring for SharePoint Documents

Use the following methods to make Word use OneDrive co-authoring instead of SharePoint locks. Apply the methods in the order shown. Test co-authoring after each step.

Method 1: Sync the SharePoint Library to OneDrive

When you sync a SharePoint document library to your computer using the OneDrive sync app, Word sees the synced folder as a OneDrive folder. Co-authoring becomes available.

1. Open SharePoint in your browser
   Go to the SharePoint site that contains the document library you want to sync.
2. Click the Sync button
   In the document library toolbar, click the Sync button. It looks like two arrows forming a circle. If you do not see Sync, click the gear icon and select Sync.
3. Follow the OneDrive sync prompts
   The OneDrive app opens and asks you to sign in if needed. Click Sync now. The library appears in File Explorer under OneDrive – Your Organization.
4. Open the synced document from File Explorer
   Navigate to the synced folder in File Explorer. Double-click the Word document. Word opens the file and recognizes it as a OneDrive file. Co-authoring is now available.

Method 2: Disable Require Check Out on the SharePoint Library

If you have permissions to change SharePoint library settings, disable the check-out requirement. This allows multiple users to edit the file without locking.

1. Go to the SharePoint document library
   Open the SharePoint site and navigate to the document library.
2. Open Library Settings
   Click the gear icon in the top right and select Library settings.
3. Click Versioning settings
   Under General settings, click Versioning settings.
4. Set Require Check Out to No
   In the Require Check Out section, select No. Click OK at the bottom of the page.
5. Test co-authoring
   Open the document from SharePoint or the synced folder. Word now allows multiple editors simultaneously.

Method 3: Set Word to Save to OneDrive by Default

This setting does not change existing files. It ensures that new documents you create are saved to OneDrive instead of SharePoint. Over time, you will have fewer locked files.

1. Open Word
   Launch the Word app on your computer.
2. Go to File > Options
   Click File in the top left, then click Options at the bottom of the left menu.
3. Click Save
   In the Word Options dialog, click Save in the left pane.
4. Check Save to OneDrive by default
   Under Save documents, check the box labeled Save to OneDrive by default. Click OK.
5. Create a new document
   Press Ctrl+N to create a new blank document. Press Ctrl+S. The Save As dialog defaults to your OneDrive folder.

Method 4: Use the Open in App Command Instead of Edit in Browser

Opening a SharePoint document in the browser uses the web version of Word, which may not support full co-authoring. Force the desktop app to open the file.

1. Navigate to the document in SharePoint
   Open the SharePoint site and go to the document library.
2. Click the three dots next to the document name
   Select Open in app from the menu. Word launches and opens the file.
3. Save a copy to OneDrive if needed
   If the file still locks, click File > Save a Copy and choose your OneDrive folder. This creates a new copy that supports co-authoring.

If Co-authoring Still Does Not Work

Word Shows This File Is Locked for Editing by Another User

This message means the SharePoint check-out is still active. Verify that Require Check Out is set to No in the library settings. If the setting is already No, the user who opened the file first may have checked it out manually. Ask that user to check in the file.

Co-authoring Is Grayed Out in the Status Bar

The status bar at the bottom of Word shows a co-authoring icon when multiple people are editing. If it is grayed out, the file is not stored in OneDrive or a synced SharePoint folder. Move the file to OneDrive by saving a copy there. Then open the copy from the OneDrive folder.

Changes Are Not Merged Automatically

If changes from other users do not appear, the file may be in Compatibility Mode. Click File > Info > Convert to upgrade the file to the current Word format (.docx). Co-authoring requires the .docx format.

SharePoint Check-Out vs OneDrive Co-authoring: Key Differences

Item	SharePoint Check-Out	OneDrive Co-authoring
Editing model	One user edits at a time	Multiple users edit simultaneously
File lock behavior	File is locked until check-in	No lock; changes merge in real time
Required Word version	Any version that supports SharePoint	Word 2016 or later, Word for Microsoft 365
Sync requirement	None	File must be in OneDrive or synced SharePoint folder
Change visibility	Only after check-in	Visible immediately

To force Word to use OneDrive co-authoring instead of SharePoint lock, sync your SharePoint library to OneDrive or disable the check-out requirement. You can now edit documents with your team in real time without file locks. Next, explore the AutoSave feature in Word to ensure your changes are saved automatically. For advanced control, set Word to prompt before saving to OneDrive by going to File > Options > Save and checking Prompt before saving to OneDrive.