“File Already Exists” – Troubleshooting Guide for SharePoint

When uploading a file to SharePoint, you may receive the following error:
“File already exists” – Trying to upload a file with the same name as an existing file.

This issue occurs when a file with the same name is already present in the same SharePoint document library or folder. SharePoint does not allow duplicate file names unless versioning is enabled or the file is renamed before upload.

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🔍 Causes of the “File Already Exists” Error

✔ A file with the same name is already present in the target folder.
✔ SharePoint does not differentiate between uppercase and lowercase names.
✔ OneDrive sync issues might create a duplicate file conflict.
✔ The file is checked out, preventing modifications or replacements.
✔ Versioning is disabled, blocking the upload of an updated version.
✔ Your browser cache or sync errors cause the file to appear missing.

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🛠 Step-by-Step Solutions to Fix the “File Already Exists” Error

🟢 Step 1: Check If the File Already Exists

1. Open the SharePoint Document Library where you are uploading the file.
2. Use the search bar at the top of the page to search for the file name (without the extension).
3. If the file exists, check the last modified date and owner to determine if it should be replaced or renamed.

✔ Solution:

• If the file is outdated, delete it or rename it before uploading the new one.

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🟢 Step 2: Rename the File Before Uploading

If you cannot replace the existing file, rename the new file before uploading.

How to Rename a File in Windows Before Uploading:

1. Right-click the file you are trying to upload.
2. Select Rename.
3. Modify the name by adding a version number or date (e.g., Report_v2.docx or Report_20240306.docx).
4. Try uploading the renamed file again.

✔ Solution:

• This prevents the file from conflicting with an existing file.

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🟢 Step 3: Enable Versioning in SharePoint (To Keep the Same Name)

If you want to upload a file with the same name, enable versioning in the document library so SharePoint automatically creates a new version.

How to Enable Versioning in SharePoint:

1. Open the SharePoint Document Library.
2. Click on the Settings (⚙️ gear icon) > Library Settings.
3. Under General Settings, click Versioning Settings.
4. Enable “Create major versions”.
5. Click OK to save changes.

✔ Solution:

• When versioning is enabled, SharePoint keeps older file versions instead of blocking the upload.

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🟢 Step 4: Resolve OneDrive Sync Conflicts

If OneDrive is syncing SharePoint files, it may create duplicate copies such as:
📌 Report (1).docx
📌 Report - Copy.docx

How to Check OneDrive Sync Issues:

1. Click the OneDrive icon in the taskbar (Windows) or menu bar (Mac).
2. Check for any sync error messages.
3. If a conflict exists, OneDrive may prompt you to:
   • “Keep Both Files”
   • “Replace the Existing File”

✔ Solution:

• Choose “Replace” if you want to overwrite the old file.
• Select “Keep Both” if you want to retain both versions.
• If OneDrive keeps creating duplicates, pause sync, resolve conflicts, and restart OneDrive.

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🟢 Step 5: Check If the File Is Checked Out by Another User

If a file is checked out, SharePoint prevents modifications and replacements.

How to Check If a File Is Checked Out:

1. Open the SharePoint Document Library.
2. Click on the “i” (Information) icon.
3. Look under “Checked Out To” to see if someone has checked out the file.

✔ Solution:

• Ask the user to check in the file.
• If the user is unavailable, an admin can force check-in (See Step 6).

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🟢 Step 6: Force Check-In the File (Admin Only)

If a file is stuck in a checked-out state, a SharePoint admin can force check it in.

How to Force Check-In a File in SharePoint:

1. Open the Document Library.
2. Click Library Settings (⚙️ gear icon > Library Settings).
3. Select Manage files which have no checked-in version.
4. Locate the file and force check it in.

✔ Solution:

• The file will now be available for overwriting.

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🟢 Step 7: Clear Browser Cache or Try Another Browser

Sometimes, browser cache issues cause SharePoint to incorrectly report a duplicate file.

How to Clear Browser Cache (Chrome, Edge, Firefox):

1. Press Ctrl + Shift + Delete (Windows) or Cmd + Shift + Delete (Mac).
2. Select Cached images and files and click Clear Data.
3. Refresh SharePoint and try uploading the file again.

✔ Solution:

• If the issue persists, try a different browser (Chrome, Edge, Firefox, or Safari).

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🟢 Step 8: Check SharePoint Library Storage Limits

If the document library is full, SharePoint may block uploads, causing unexpected errors.

How to Check Storage Usage:

1. Go to SharePoint Admin Center.
2. Click Sites > Active Sites.
3. Check the Storage Usage.

✔ Solution:

• Delete unnecessary files or request more storage space.

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🟢 Step 9: 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.

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📌 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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