When you open a Word document and see the message “Read-Only Locked by User” in the title bar or status bar, you cannot edit the file. This happens because another user has the document open for editing on a network share or SharePoint server. The lock file prevents two people from making conflicting changes at the same time. This article explains why the lock occurs and provides four methods to regain editing access.
Key Takeaways: Regain Write Access to a Locked Word Document
- Check who has the file open: Use File > Info > Manage Document to see the current user or navigate to the SharePoint document library to view the lock status.
- Force close the lock file: Delete the hidden ~$ file that Word creates in the same folder as the document to release the lock.
- Open the file as a copy: Use File > Open > Open as Copy to create a new editable version that does not inherit the lock.
Why Word Shows “Read-Only Locked by User”
When you open a Word document from a shared location such as a network drive, SharePoint, or OneDrive, Word creates a temporary lock file. This file has a name starting with ~$ followed by the original document name. The lock file signals to other users that the document is in use. If a second user tries to open the same file, Word detects the lock file and opens the document in read-only mode. The message “Read-Only Locked by User” appears because the lock file contains the name of the user who opened it first.
The lock file is normally deleted when the first user closes the document. However, the lock can persist if Word crashes, the network connection drops, or the user closes their computer without saving. In SharePoint, the lock is managed by the server and may remain for several minutes after the user closes the file. Understanding this mechanism helps you decide which fix to apply.
Steps to Release the Lock and Edit the Document
Use the following methods in the order shown. Start with the simplest approach and move to the next only if the previous method does not work.
Method 1: Ask the Other User to Close the File
- Identify the locking user
Open the document. Click File > Info > Manage Document. Look for the name listed next to “Locked by” or check the document properties pane for the user name. If you are on SharePoint, open the document library, hover over the file name, and click the info icon. The “Checked out to” field shows the user. - Contact the user
Send a message to that person and ask them to close the document. If they are actively editing, they can save and close normally. After they close, the lock file is removed automatically. - Open the document again
Close the read-only copy. Wait 30 seconds and open the document from the shared location. It should now open with full editing access.
Method 2: Delete the Lock File Manually
- Close Word completely
Exit all Word windows. This ensures no other instance is holding the lock. - Navigate to the document folder
Open File Explorer and go to the folder that contains the locked document. For a network drive, use the full UNC path such as \\server\shared\folder. - Show hidden files
Click View > Show > Hidden items. Lock files are hidden by default. - Find and delete the ~$ file
Look for a file that starts with ~$ followed by the exact name of your document. For example, if the document is named Proposal.docx, the lock file is ~$oposal.docx. Right-click the file and select Delete. Confirm the deletion. - Open the document
Double-click the original document. It should open with editing access.
Method 3: Open a Copy of the Document
- Open Word
Launch Word without opening any document. - Use Open as Copy
Click File > Open > Browse. Navigate to the locked document. Click once to select it. Click the arrow next to the Open button and choose Open as Copy from the dropdown menu. - Save the new copy
Word creates a new file named “Copy of [original name].” You can edit this copy freely. Save it to the same folder with a different name or to a different location.
Method 4: Disable the Lock File Creation (Local Files Only)
- Open Word Options
Click File > Options > Advanced. - Disable lock file
Scroll to the Save section. Clear the check box next to “Allow background saves.” This setting prevents Word from creating the temporary lock file. - Apply the change
Click OK. Restart Word. Note that this setting applies only to your local computer and does not affect SharePoint or network drive behavior. Use this method only for local files that you do not share with others.
If Word Still Shows the Lock After the Main Fix
“Read-Only Locked by User” persists after deleting the ~$ file
If the message remains, the lock may be held by a different user on a SharePoint server. Open the document library in a browser. Click the three dots next to the file name and select Advanced Settings. Look for “Require Check Out” and ensure it is set to No. If check-out is required, the file may be checked out to a user who is not actively editing. An administrator can force discard the check-out from the library settings.
Cannot delete the lock file because it is in use
If Windows says the ~$ file is open, the original user’s Word process may still be running. Press Ctrl+Shift+Escape to open Task Manager. Look for WINWORD.EXE under Processes. Select it and click End Task. Then delete the lock file as described in Method 2.
Lock reappears every time you open the document
This indicates that another user has the document open in the background. Use Method 1 to identify the user. If no one is actively editing, the lock file may be orphaned due to a network glitch. Ask your IT department to check the file server for stale locks. On SharePoint, the lock typically expires after 10 to 30 minutes of inactivity.
Manual Lock Removal vs Open as Copy: Key Differences
| Item | Delete the Lock File | Open as Copy |
|---|---|---|
| Effect on original file | Removes the lock so you can edit the original | Creates a separate copy; original remains locked |
| Required permissions | Write access to the folder to delete hidden files | Read access to the original file |
| Risk of data loss | Low if the original user has already saved | None; original file is unchanged |
| Best for | Orphaned locks from crashed sessions | Urgent edits when you cannot contact the other user |
You can now resolve the “Read-Only Locked by User” message by checking who holds the lock, deleting the hidden ~$ file, or opening a copy. For frequent issues on a shared drive, ask your administrator to enable versioning so you can edit a copy without worrying about overwriting changes. As an advanced tip, use File > Open > Open and Repair if the document itself is corrupted and Word refuses to release the lock.