“Duplicate File Name” – Troubleshooting Guide for SharePoint
When working in SharePoint, you may encounter the error message:
“Duplicate file name” – A file with the same name already exists in the document library.
This issue occurs when you try to upload, save, or move a file that has the same name as an existing file in the same document library or folder. SharePoint does not allow duplicate file names within the same location unless versioning is enabled or a different naming convention is used.
Causes of the “Duplicate File Name” Error
✔ A file with the same name already exists in the folder
✔ File names in SharePoint are case-insensitive (e.g., Report.docx and report.docx are considered the same)
✔ File extensions are considered part of the name (e.g., Report.docx and Report.pdf are different files)
✔ File syncing issues with OneDrive causing duplicate copies
✔ SharePoint library has versioning disabled
✔ File is checked out by another user and preventing replacement
This guide will walk you through resolving the error step by step.
Step 1: Check If a File with the Same Name Already Exists
- Open the SharePoint Document Library where you are trying to upload or save the file.
- Use the search bar to search for the file name (without the extension).
- If a file with the same name exists, check the modified date and owner to confirm if it is an old or new version.
✔ Solution:
- Rename your file before uploading it.
- If the file is outdated, delete or archive the existing file and then upload your new version.
Step 2: Rename the File Before Uploading
If you cannot replace the existing file, rename the new file before uploading it.
How to Rename a File in Windows Before Uploading:
- Right-click the file you are trying to upload.
- Select Rename.
- Modify the name by adding a version number or timestamp (e.g.,
Report_v2.docxorReport_20240306.docx). - Try uploading the renamed file again.
✔ Solution:
- This ensures the file does not conflict with an existing file.
Step 3: Enable Versioning in SharePoint (If You Want to Keep the Same Name)
If you want to upload a file with the same name without renaming it, enable versioning in the document library.
How to Enable Versioning in SharePoint:
- Open SharePoint Document Library.
- Click on the Settings (⚙️ gear icon) > Library Settings.
- Under General Settings, click Versioning Settings.
- Enable “Require content approval for submitted items” and set “Create major versions”.
- Click OK to save changes.
✔ Solution:
- When versioning is enabled, SharePoint automatically creates a new version of the file instead of blocking the upload.
Step 4: Check for Case Sensitivity Issues
SharePoint does not differentiate file names based on case.
Example:
AnnualReport.docxandannualreport.docxare considered the same file in SharePoint.
✔ Solution:
- Rename the new file with a slight modification (e.g.,
Annual_Report.docx).
Step 5: Resolve OneDrive Sync Conflicts
If OneDrive is syncing SharePoint files, it might create duplicate copies with names like:
📌 Report (1).docx
📌 Report - Copy.docx
How to Check OneDrive Sync Issues:
- Click the OneDrive icon in the taskbar (Windows) or menu bar (Mac).
- Check for any sync error messages.
- If a conflict exists, OneDrive may prompt you to “Keep Both Files” or “Replace the Existing File”.
✔ Solution:
- Choose “Replace” if you want to overwrite the old file.
- Select “Keep Both” if you want to keep both versions and manually rename one of them.
- If OneDrive is causing repeated duplicates, pause and restart sync.
Step 6: Check If the File Is Checked Out by Another User
If a file is checked out to another user, it prevents overwriting or modifying the file.
How to Check If a File Is Checked Out:
- Open the SharePoint Document Library.
- Click on the “i” (Information) icon.
- Look under “Checked Out To” to see if someone has checked out the file.
✔ Solution:
- If another user has checked out the file, ask them to check it back in.
- If the user is unavailable, a SharePoint Admin can force check-in (See Step 7).
Step 7: Force Check-In the File (Admin Only)
If the file is stuck in a checked-out state, an admin can force check it in.
How to Force Check-In a File in SharePoint:
- Open the Document Library.
- Click Library Settings (⚙️ gear icon > Library Settings).
- Select Manage files which have no checked-in version.
- Locate the file and force check it in.
✔ Solution:
- The file will now be available for overwriting.
Step 8: Clear Browser Cache or Try Another Browser
Sometimes, browser cache issues can cause SharePoint to incorrectly report a duplicate file.
How to Clear Browser Cache (Chrome, Edge, Firefox):
- Press Ctrl + Shift + Delete (Windows) or Cmd + Shift + Delete (Mac).
- Select Cached images and files and click Clear Data.
- Refresh SharePoint and try uploading the file again.
✔ Solution:
- If the issue persists, try a different browser (Chrome, Edge, Firefox, or Safari).
Step 9: Check SharePoint Library Storage Limits
If the document library is full, SharePoint may not allow uploads, causing unexpected errors.
How to Check Storage Usage:
- Go to SharePoint Admin Center.
- Click Sites > Active Sites.
- Check the Storage Usage.
✔ Solution:
- Delete unnecessary files or increase storage quota.
Step 10: Contact IT Support or Microsoft Support
If none of the above steps work, contact your IT support team or Microsoft Support.
📞 For Microsoft 365 Users: Contact Microsoft via Admin Center.
Final Summary & Solutions
🔹 If a file with the same name exists: Rename your file or delete the old file.
🔹 If you want to keep the same name: Enable versioning in SharePoint.
🔹 If OneDrive is causing issues: Pause sync, resolve conflicts, or restart OneDrive.
🔹 If a file is checked out: Request check-in or force check-in (Admin required).
🔹 If a browser issue is causing errors: Clear cache or try another browser.
🔹 If storage is full: Free up space or increase quota.
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