Why the Excel file shared with ONE DRIVE is unrelated

Taylor Sylvia 0 Reputation points
2026-08-17T01:16:51.9566667+00:00

Hello.

We shared Excel files with ONE DRIVE so team members could edit them simultaneously.

However, the initial settings keep getting loosened or changed.

For example, to prevent situations where column widths clash and change, I set up template (heat) protection within the protection management function,

Occasionally, after team members modified shared Excel files, the protection would be disabled.

(No one has disabled the protection.)

In addition to protections, there are frequent situations where preset settings are changed or disabled.

Please check what causes this phenomenon and what possible solutions might be.

Thank you.

Microsoft 365 and Office | Excel | For business | Other
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  1. Hani-Ng 1,130 Reputation points Independent Advisor
    2026-08-17T01:46:31.5166667+00:00

    Hi Taylor Sylvia

    This issue is usually related to Excel co-authoring rather than OneDrive itself. When multiple users edit a workbook simultaneously, Excel continuously synchronizes and merges changes. In some cases, workbook settings such as sheet protection, formatting, column widths, or other predefined settings can be overwritten by another saved version, synchronization conflicts, or edits made from different Excel versions/platforms.

    As a first step, you can try some AI's troubleshooting steps to check whether the behavior persists afterward. Those recommendations cover several areas that can affect shared workbooks, including workbook protection methods, co-authoring requirements, AutoSave, unsupported features, add-ins, and file configuration.

    Additionally, you may also want to check the file's Version History in OneDrive/SharePoint. This can help identify when the protection or settings were changed and may provide clues as to whether the change was introduced during a specific edit or synchronization event.

    If the issue continues after validating those items, to better understand your situation, could you please share some information:

    • Does the issue occur in a single workbook or across multiple shared workbooks?
    • Are users editing the file in Excel Desktop, Excel for the Web, or a combination of both?
    • Is it the worksheet protection, workbook structure protection, or other settings that are being changed?
    • When reviewing the file's Version History in OneDrive/SharePoint, can you identify when the protection or settings were modified?

    I look forward to your response.

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  2. AI answer

    2026-08-17T01:17:12.3666667+00:00

    This usually happens because the workbook is being co-authored in OneDrive, and some Excel features or protection settings are not fully compatible with co-authoring.

    Supported causes from Microsoft guidance:

    1. Protection can interfere with co-authoring
      • If the file uses password encryption, restricted access, or workbook protection features, co-authoring can fail or the file can become locked.
      • Microsoft specifically recommends removing password encryption or restricted access when co-authoring issues occur.
    2. Older sharing/protection methods can cause problems
      • If the workbook still uses the Shared Workbook feature, AutoSave can be disabled and collaboration becomes less reliable.
      • Microsoft recommends turning off the Shared Workbook feature and using co-authoring instead.
    3. Some workbook features are not supported during co-authoring
      • Microsoft states that “locked,” “Refresh recommended,” and “Upload failed” issues can occur when someone uses a feature that is not fully supported in Excel co-authoring.
      • This can temporarily stop co-authoring and lead to settings not being preserved as expected.
    4. IRM/RMS protection blocks co-authoring
      • Co-authoring is not available for documents protected with Information Rights Management (IRM) or Rights Management Service (RMS).
    5. AutoSave and cloud location matter
      • AutoSave works when the file is saved to OneDrive, OneDrive for Business, or SharePoint Online.
      • For co-authoring to work correctly, everyone should have AutoSave turned on, the file should not be read-only, and OneDrive sync should not be paused.

    Practical solutions:

    1. Review the type of protection being used
      • If the goal is to control editing inside a sheet, use worksheet-level protection.
      • If the goal is to control workbook structure, use workbook-level protection.
      • If the file is encrypted with a password or uses restricted access, test a copy of the workbook without those protections to see whether co-authoring becomes stable.
    2. Check for unsupported features In Excel, ask one editor to open the workbook and check:
      • File > Info for any errors
      • Whether the workbook uses Shared Workbook; if it does, turn it off
      • Whether the file has password encryption or restricted access; if possible, remove them
      • Whether any add-in is affecting the file: File > Options > Add-Ins > Excel Add-ins > Go
    3. Verify co-authoring requirements for all editors
      • The workbook must be opened from OneDrive or SharePoint Online
      • AutoSave must be on for everyone
      • The file must not be read-only
      • If OneDrive sync is used, make sure sync is not paused
    4. Avoid editing certain content while others are in the file
      • Microsoft recommends editing macros or VBA only while working alone, because changing them during co-authoring can interrupt others.
    5. If “Refresh recommended” or upload conflicts appear
      • If there are no unsaved changes, select Refresh.
      • If unsaved changes are not needed, select Discard changes.
      • If the changes must be kept, select Save a Copy, copy the needed changes, reopen the original cloud file, and paste the changes back.

    If the main requirement is to stop column width or layout changes, worksheet protection is the relevant protection level. If that protection is being lost only after collaborative editing, the most likely cause is that the workbook contains a co-authoring-incompatible feature or protection method, especially Shared Workbook, password/restricted protection, or another unsupported feature.

    AI-generated content may be incorrect. Read our transparency notes for more information.

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