 When does a Windows-related task cross the dreaded line into annoyance? A perfect example occurs when Windows refuses the deletion or move of a file or folder. Although it shouldn’t be asking too much of a modern operating system to move or delete a file when we want that file moved or deleted, Windows is programmed to protect files from modification under certain circumstances.
For example, if a program is currently using the file in question, Windows might refuse to delete it because it assumes that the file is needed by the user if an open program is accessing the file. In theory, this system can help prevent files from being accidentally moved or deleted, as it works under the assumption that if another program needs the file, then certainly the user shouldn’t be deleting or moving it. But when you want to move or delete a file, you want it done now—not when Windows deems it acceptable to do so. If a simple reboot doesn’t free the file, it’s time to take more extensive action.
 Take Ownership | 
By switching the ownership of a file or folder to your current user profile, you can circumvent Windows restrictions when it detects that the object was created by another user. |
Windows often will not grant permission to move or delete a file or folder when the operating system determines that the object belongs to another user. This denial of access can also occasionally occur if you try to delete or move certain files or folders that were created using a previous installation of Windows. When Windows denies access to a file or folder created by another user (or perhaps created by you under a different user account), it’s possible to take “ownership” of the file or folder, which in turn allows you to move or delete it. A file or folder’s owner determines who has permission to perform certain actions (including reading, writing, or modifying) on the object. Before taking ownership, you must perform a few initial steps to ensure the ownership transfer will go smoothly.
First, make sure you’re logged in as an administrator. If you’re unsure whether the account you’re using has administrator privileges, visit the following Web site: support.microsoft.com/gp/admin. Here you’ll find instructions for determining your current account’s privileges, and if you discover you’re not logged in as an administrator, you’ll also find instructions here for doing so.
If you’re using Windows XP Home Edition, first boot into Safe Mode by restarting your PC and pressing and holding your keyboard’s F8 key until the boot menu appears. Choose the Safe Mode option. If you’re using Windows Vista or WinXP Professional, you’ll need to turn off simple file sharing (if it’s enabled). In WinXP, click Start, click My Computer, and click Folder Options in the Tools menu. Choose the View tab, and in the Advanced Settings area, click to clear the Use Simple File Sharing (Recommended) box. Click OK.
In Windows Vista, open the Control Panel (using the Classic View), double-click the Network And Sharing Center icon, and then click the arrow to the right of File Sharing. Under File Sharing, choose the Turn Off File Sharing radio button, click Apply, and click Continue if prompted by Vista’s User Account Control. Note that after you’ve solved your file access problem, you should enable simple file sharing once again if you originally had it enabled.
Next, it’s time to take ownership of the file you’re trying to delete or move. Right-click the file, click Properties, and then choose the Security tab. Click the Advanced button at the bottom of the tab and then choose the Owner tab. In this tab, the current owner of the file or folder will be indicated beneath Current Owner.
To change the ownership of the item in WinXP, select a different owner under Change Owner To and click Apply. The owner you select should be the user profile you’re currently using so that you can immediately move or delete the item in question. In Vista, click the Edit button on the owner tab, select a new owner, and click Apply. You’ll then see a security warning that indicates you’ve just taken ownership of the object and that you’ll need to close and reopen the Properties box before you can view or change permissions. Once you’ve changed the ownership of the file or folder to your current user profile, you should be able to move or delete the item.
Free Up Those Files | 
Programs such as Emco’s UnLockIT can provide one-touch access to a list of processes currently locking a file, as well as the easy ability to release that lock. |
Although the transfer of ownership will solve access denial problems in many cases, it won’t work all of the time. Occasionally, Windows will prevent users from accessing files when it detects that another program is currently using that file. In some cases, the problem is obvious—for example, when trying to delete a Microsoft Word file that is currently open—but in others, the source of the problem can be more elusive.
If you’re unable to determine precisely what is preventing you from moving or deleting something, first close all open programs. Still no luck? Open the Windows Task Manager by pressing CTRL-ALT-DELETE. On the Processes tab, you’ll find a list of all running processes. Although many of these processes are required by the system, one of the others could be the culprit. Try closing suspect processes by selecting each one, clicking End Process, and clicking Yes to confirm the termination. If you’re not sure what a process does or if it’s OK to stop, visit www.processlibrary.com to learn more about it. Stop processes one at a time and try to access the file. Repeat the process until you’re successful.
If you’re still having problems, boot into Safe Mode (see instructions provided earlier in this article) and try again. Because Safe Mode loads only essential programs and drivers, it’s unlikely that files previously locked by processes will remain locked in Safe Mode, unless a file happens to be continuously used by one of those essential processes. Once in Safe Mode, try moving or deleting the item.
Seek Outside Help
The fixes and workarounds detailed in this article will fix most file access problems. But if you’re still unable to access files or folders, or if you encounter access problems on a regular basis, consider using software that’s designed specifically to unlock files.
Free, tried-and-true programs include Unlocker (ccollomb.free.fr/unlocker), UnLockIT (tinyurl.com/da6fwo), and FreeFile (www.grubletrang.com). Programs such as these can not only help to allow access to items, but they will also indicate which processes are locking your files or folders.
Furthermore, certain spyware and other malware files are designed to prevent deletion by standard means, but these programs can force their deletion. These programs are particularly useful when access problems occur regularly because some of them integrate controls into the Windows Explorer interface, giving you easy right-click access to process information.
Although access problems can be highly annoying when first encountered, there’s always a way to force access and perform a move or deletion, so don’t let Windows rule the roost when it comes to files and folders on your PC. 
by Christian Perry
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