OneDrive File Issues

Fix OneDrive Files Appearing in Another User's Recent List in Office

Amos Gikunda Sep 28, 2026 868 views

Question details

Users need to prevent their personal OneDrive files from showing up in another person's Office Recent list when they are using separate accounts.

Stop OneDrive Files from Appearing in Another User's Recent List

Product: Microsoft Office (Word, Excel, PowerPoint), OneDrive
Device & OS: Windows
Scenario: Multiple people using the same computers or network and wanting to keep their document histories private from one another.
Observed behavior: Files from one personal OneDrive account are visible in another person's Recent list in Word, Excel, and PowerPoint despite having separate accounts and no shared folders.

Before you start

Verify that both users are completely logged out of each other's Microsoft Office applications and Windows profiles before attempting to change account settings.

Solution 1Recommended

Create and Use Separate Windows Profiles

The most common reason Office shows another user's recent files is that users are sharing the same Windows user profile or switching accounts incorrectly.

Even if you sign in with different Microsoft accounts in Office, sharing the same Windows user profile can cause credentials to cache and merge recent activity lists. Giving each user their own dedicated Windows profile ensures a complete separation of OneDrive and Office data.

Add a new Windows user account

Go to Windows Settings > Accounts > Family & other users, and click 'Add account' to create a separate environment for the second user.

Set up Windows Hello

Have each user configure Windows Hello (PIN, facial recognition, or fingerprint) in their respective profiles to prevent accidental logins to the wrong account.

Sign in independently

Ensure each person selects their own Windows profile at the sign-in screen when using a shared computer.

Lock the PC when finished

Always press Windows Key + L to lock the PC or sign out completely when stepping away, forcing the next person to log into their own profile.

Create and Use Separate Windows Profiles

Privacy Ensured: Using separate Windows profiles guarantees that OneDrive folders and Office Recent lists remain completely isolated.

Solution 2

Sign Out of Additional Microsoft Accounts in Office

Office applications might still be connected to a secondary Microsoft account as a linked service, causing its recent files to sync.

Free Microsoft Office alternative

Try WPS Office for Secure and Independent File Management

If Microsoft Office's account syncing continues to mix up your recent files on a shared device, consider switching to WPS Office. It provides a standalone office suite with its own independent cloud storage (WPS Cloud), ensuring your personal files remain private and separate without confusing account overlap.

1. Download and install: Get WPS Office from the official website and install it on your computer.
2. Create your private account: Sign up for a free WPS account to get your own isolated WPS Cloud storage.
3. Open your files securely: Open your existing Word, Excel, and PowerPoint documents seamlessly with complete privacy.

Highly compatible with Microsoft Office formats including .docx, .xlsx, and .pptx.Independent WPS Cloud storage prevents unwanted cross-account syncing issues.Lightweight and fast, offering a familiar user interface for quick adoption.Free to use for everyday document, spreadsheet, and presentation tasks.

microsoft office alternative - wps office

Frequently Asked Questions

Can I manually clear the Recent list in Word or Excel?

Yes. Open the Office application, right-click any file in the Recent list, and select 'Clear unpinned Items' or 'Remove from list' to hide it.

Does clearing the Recent list delete the actual OneDrive files?

No, removing a file from the Recent list only hides the shortcut. The original file remains safely in your OneDrive or local storage.

Why are files syncing if we use different OneDrive folders?

Office applications can link to multiple Microsoft accounts simultaneously. If a user previously logged into Office on that Windows profile, Office may continue syncing their recent activity until they are manually signed out from the 'Connected Services' section.

Is it enough to just use different Microsoft accounts on the same Windows login?

No, it is highly recommended to use completely separate Windows profiles. Sharing a single Windows login while switching Office accounts often leads to cached credentials and mixed recent files.

Document & File Issues