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Fix Unexpected Guest Users in Shared Word Documents
Question details
Unknown guest names are appearing in Word documents that have been shared via OneDrive or SharePoint.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Collaborating on or sharing a Word document online with other users.
- Observed behavior
- Unidentified guest names randomly appear in the document's active user list or access history.
Ensure you are logged into the Microsoft 365 or OneDrive account that owns the document, as you need owner permissions to view and modify advanced sharing settings.
Review and Remove Anonymous Sharing Links
The most common reason for unexpected guests is an active 'Anyone with the link can view' permission. Removing this will secure the document.
When an anonymous sharing link is generated and shared, anyone who clicks it can access the document. Microsoft assigns random guest names to unregistered users who open these links.
Open your Word document, click the 'Share' button in the top right corner, and select 'Manage Access'.
Look for a link under the 'Links Giving Access' section that says 'Anyone with the link can view' or 'Anyone with the link can edit'.
Click the ellipses (...) or the settings icon next to the anonymous link, and select 'Remove link' or 'Delete link' to revoke access instantly.
Verify Service Accounts with Your IT Administrator
In work or school environments, automated service accounts or third-party integrations may appear as active guests.
Secure Your Microsoft Account
If you suspect unauthorized access and no anonymous links are active, you should immediately secure your account.
Securely Edit and Share Documents with WPS Office
If navigating complex Microsoft 365 permissions and guest policies is frustrating, consider switching to WPS Office. It provides a lightweight, intuitive environment for creating, editing, and sharing documents securely, without unexpected guest access issues.
Frequently Asked Questions
Why do guests appear as random names in my Word document?
When a document is shared using an 'Anyone with the link' setting, Microsoft randomly assigns generic guest names (sometimes animal names or generic identifiers) to unregistered viewers who open the document without logging in.
Can third-party applications cause guest users to appear?
Yes. Authorized third-party applications or automated service accounts integrated with your Microsoft 365 organization's SharePoint or OneDrive may show up as active guests while they scan or back up your files.
Does turning off link sharing immediately kick out current viewers?
Yes. If you remove the sharing link through the 'Manage Access' panel, it will immediately revoke access for anyone relying on that specific link to view or edit the document.
