The process cannot access the file because it is being used

[whocares61]

So you are telling me that it's not possible to REFRESH the data in PowerBI Desktop when it's open in Excel?

So I have to close the excel file every time I make a change, refresh, then open it again, then refresh, then see something still not perfect, then refresh again? 

Is this some Windows 95 tech? Are we in 2024? 

[WishAskedSooner]

If it is such a huge Excel file, why are you doing it in Excel? Use a proper database like MSAccess or SQL Server to store your tables and SSMS to do any updates, insertions, etc. You will find that even in SSMS if you try to import a flat file that is open in another application, SSMS will complain. So, this behavior is not exclusive to PowerBI, even in 2024.

[whocares61]

I have no problem that it's a big excel file. That's quite a lof of headache for me to do this transformation to optimize  just this one thing..

[Kedar_Pande]

Yes, that's correct. In Power BI Desktop, you cannot refresh data from an Excel file that is currently open. When the Excel file is open, it locks the file, preventing any other application, including Power BI, from accessing it. This is why you see the message, "The process cannot access the file because it is being used by another process."

[whocares61]

How are you supposed to build the report on PowerBI Desktop then?

Aren't you gonna build something, then see oh I need to add this also, so you make adjustments in the excel file, refresh, then adjustment again.. so every time you close the excel and then refresh, then you need another adjustment, then open the excel, make adjustment, close excel, refresh. This sounds like hell.

In my specific case it's a huge excel file that loads about 1 minute..

[Anonymous]

Hi @whocares61 ,

Here I have a test on myside, I tried excel file in local and excel file online in sharepoint. Both of them work, I can refresh data in Power BI Desktop without closing the file.

Did this issue only appear on one file or all excel file would return this error? Did you use local file or online file?

You can update your credential or remove the table and get data again to have try.

And please download the latest version Power BI Desktop and try again.

Best Regards,
Rico Zhou

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[whocares61]

I just tried this one file and got discouraged to use the app. This kind of restriction seems 90s to me. You can see that Kedar_Pande telling you about the same issue.

File is stored in my OneDrive and I access it locally on my PC both the excel file and the PowerBI Desktop.

[Syndicate_Admin]

Were you able to solve it? Previously I was allowed to update with Excel open, now for about +1 year here I have to close and it is annoying when a heavy Excel is occupied.