Permission & Access Issues

How to Fix SharePoint and OneDrive Files Remaining Accessible After Sign-Out in Excel

Chanuka Geekiyanage Oct 21, 2026 868 views

Question details

SharePoint and OneDrive files continue to be visible and accessible in Excel's Recent list even after a user believes they have signed out of their Microsoft 365 account.

How to Fix SharePoint and OneDrive Files Remaining Accessible After Sign-Out in Excel

Product: Microsoft Excel / Microsoft 365
Device & OS: not provided
Scenario: A user signs out of a Microsoft 365 account on a computer, expecting their connected cloud files to become inaccessible to subsequent users of that device.
Observed behavior: The Excel application retains the active sign-in session (such as a company administrator account), allowing continued access to SharePoint folders and Recent files despite a system or web sign-out.

Before you start

Ensure you have administrator credentials for your Microsoft 365 account, as you may need to check permission settings in SharePoint or OneDrive for Business.

Solution 1Recommended

Completely Sign Out from Within the Excel Desktop Application

Signing out of a computer system or web browser does not automatically sign you out of desktop Office apps. You must sign out directly within Excel to sever the connection.

Desktop Office applications like Excel manage their own authentication tokens independently from your web browser. This means that even if you sign out of Microsoft 365 on the web, the desktop app may still be logged in, leaving your SharePoint and OneDrive files fully accessible.

Open Account Settings in Excel

Launch Microsoft Excel, click on 'File' in the top-left corner, and then select 'Account' from the bottom-left menu pane.

Sign Out of the Current Account

Under the 'User Information' section, identify the currently logged-in account (e.g., the company administrator account) and click the 'Sign out' button.

Confirm and Restart

Confirm the prompt to sign out, then close and restart the Excel application to ensure the session token is completely wiped and cloud files are no longer accessible without a new login.

Completely Sign Out from Within the Excel Desktop Application

Verify Recent List: After restarting, check the 'Recent' files list. Trying to open any previously cached cloud file should now prompt for a Microsoft 365 login.

Solution 2

Adjust SharePoint and OneDrive Sharing Permissions

Ensure files are stored in the correct location based on their intended privacy level, as SharePoint is inherently shared while OneDrive for Business is private.

Free Microsoft Office alternative

Use WPS Office for Secure and Lightweight Document Management

If managing complex Microsoft 365 account sessions and permissions becomes cumbersome, WPS Office provides a streamlined, secure, and free alternative with straightforward local and cloud file management.

1. Download and Install: Download WPS Office for free from the official website and complete the quick installation.
2. Open Your Spreadsheets: Launch WPS Spreadsheets and seamlessly open your existing .xlsx files without worrying about complex background account tokens.
3. Manage Cloud Files Securely: Sign in to your WPS account to manage your files securely in WPS Cloud, and easily sign out when using a shared device.

Seamless compatibility with Microsoft Excel (.xlsx) formatsClear, independent account sign-in and sign-out mechanisms for better privacyLightweight installation and incredibly fast loading timesBuilt-in WPS Cloud storage with straightforward sharing permissions

microsoft office alternative - wps office

Frequently Asked Questions

Why can others still see my Recent Excel files after I log out of my computer?

The Recent files list is cached locally within the Excel application. Furthermore, if the desktop app itself hasn't been completely signed out of the Microsoft 365 account, the authentication token remains active, allowing continued access to cloud files.

Are SharePoint files supposed to be accessible to everyone?

Yes, by default, SharePoint is a shared collaborative workspace. If a file is stored in a general SharePoint document library, anyone in the organization with default site permissions can access it unless an administrator explicitly restricts the folder.

How do I ensure my work files stay private?

Always store private work documents in your personal OneDrive for Business rather than a shared SharePoint site. Additionally, ensure you explicitly sign out from within the desktop Office applications (like Excel) when using a shared computer.

Document & File Issues