Overview

When working in Microsoft 365 Word Online, users may occasionally encounter a message stating:
“Can’t approve document – file is opened by another user.”
This issue typically occurs when the document becomes locked, preventing users from starting or completing an approval workflow.

The following best practices and insights can help prevent and resolve this issue efficiently.

Why This Issue Occurs

Several factors can lead to a document lock in Microsoft 365 Word Online:

1. Idle Timeout

   • If a user remains idle in a document for 30 minutes, the system automatically unlocks the file.

   • Once the document unlocks, an administrator can take necessary actions, such as restarting the approval workflow.

2. Closing Before the Green Checkmark Appears

   • Always wait for the green checkmark icon before closing a document.

   • Closing too soon may cause the system to retain a lock on the file, and users might lose unsaved changes.

   • The green checkmark indicates that all edits have been saved successfully.

3. Opening and Closing Too Quickly

   • Opening and immediately closing a document—before the Word Online editor fully loads—can also trigger the locked file issue.

   • Allow the editor to load completely before making any changes or closing the document.

Best Practices Important Notes:

• Document unlocking occurs:

  • Automatically after 30 minutes of inactivity, or

  • When the user closes the document properly.

For the system to function as expected, always:

• Wait for the green checkmark before closing.

• Ensure all changes are saved before exiting.