File Sharing Problems

How to Hide Shared Files from Microsoft 365 Recent Lists

Elise Williams Sep 28, 2026 869 views

Question details

An organization wants to prevent users from seeing other users' files in Office Recent lists and disable file sharing except through email.

How to Hide Shared Files from Microsoft 365 Recent Lists

Product: Microsoft 365
Device & OS: not provided
Scenario: Managing document privacy and organizing the Recent files list in an organizational environment.
Observed behavior: Microsoft 365 displays files owned by other users in the Recent and Shared lists if they were shared via OneDrive, Teams, or meetings.

Before you start

Note that Microsoft 365 applications normally do not list another user's files unless the current user has explicitly been granted access to them.

Solution 1Recommended

Understanding Limitations and Submitting Feedback

Currently, Microsoft 365 does not offer a built-in feature or Office cloud policy to completely hide shared-file activity from Recent lists.

The Recent list in desktop and web Office apps is designed to show all files a user has opened, including those owned by others but shared through OneDrive, Teams, or meetings.

While SharePoint site settings can restrict sharing on specific SharePoint sites, these settings do not control individual users' OneDrive sites. If an organization requires this feature, the best approach is to submit feedback directly to Microsoft.

Open an Office Application

Launch any desktop Microsoft Office application, such as Word or Excel.

Navigate to Feedback

Click on 'File' in the top-left corner, then select 'Feedback' from the bottom of the left-hand menu.

Submit a Suggestion

Click on 'I Have a Suggestion' (or navigate to the Office Feedback Portal online) to submit a formal request to Microsoft for a feature to hide shared files from Recent lists.

Understanding Limitations and Submitting Feedback

Access Permissions: Files will only appear in a user's Recent list if they have explicitly been granted access to them and have opened them. Unauthorized files are never displayed.

Free Microsoft Office alternative

Try WPS Office for a Streamlined Document Management Experience

Since Microsoft 365 lacks specific privacy and sharing controls for the Recent list, consider using WPS Office. It provides a lightweight, free alternative with excellent Microsoft format compatibility, familiar interfaces, and easy local file management without forced cloud sharing clutter.

1. Download WPS Office: Visit the official WPS website and click the Free Download button.
2. Install the Software: Run the installer and follow the on-screen instructions to complete the setup.
3. Open Your Files: Launch WPS Office and seamlessly open your existing Microsoft Office documents.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Clear and manageable recent files list without forced cloud synchronization.Free and lightweight alternative to Microsoft 365.Familiar user interface for seamless migration and offline work.

microsoft office alternative - wps office

Frequently Asked Questions

Why do other users' files appear in my Microsoft 365 Recent list?

If a teammate shares a document with you via OneDrive, Teams, or a meeting, and you open it, Microsoft Office automatically adds it to your Recent list for quick access. This includes comment activity visible in the web list.

Can SharePoint settings block file sharing across the entire organization?

SharePoint site administrators can restrict sharing on specific SharePoint sites, but these settings do not apply to personal OneDrive accounts. Users can still share files from their own OneDrive.

Can I manually remove a shared file from the Recent list?

Yes, you can manually remove individual files by right-clicking the file in the Recent list and selecting 'Remove from list'. However, this will not prevent newly shared and opened files from appearing in the future.

Document & File Issues