How to Share OneDrive Access Between Two Mac Computers
Question details
The user needs to understand how OneDrive syncs files between two Mac computers sharing an Office 365 license and how to manage access.
- Product
- Microsoft Office 365 / OneDrive
- Device & OS
- macOS
- Scenario
- Using Microsoft Word and Office 365 across two different Mac computers installed from the same subscription package.
- Observed behavior
- A file saved to OneDrive from Word on the first Mac unexpectedly appeared in the Recent files list on the second Mac due to shared Microsoft account credentials.
Ensure both Mac computers have a stable internet connection and open your Microsoft Word account settings to verify the email address currently signed into the application on each device.
Sync Files Using the Same Microsoft Account
This is the recommended approach if you own both Macs and want your saved documents to automatically appear on both devices.
OneDrive file access and the Word 'Recent files' list are controlled by the Microsoft account signed into the applications, not by the Office 365 installation package itself.
Open Microsoft Word on the first Mac, click on the profile icon or navigate to the 'Account' settings, and note the Microsoft email address currently signed in.
On your second Mac, launch the OneDrive application or Microsoft Word and sign in using the exact same Microsoft account credentials.
When saving a new document on either Mac, select the 'OneDrive' location. The file will now automatically sync and appear in the 'Recent' tab on the other computer.
Share Specific Folders Between Separate Accounts
Use this method if the two Macs belong to different users who wish to keep their Recent files separate while still sharing specific documents.
Try WPS Office for Seamless Mac Productivity
If managing Microsoft Office 365 subscriptions and OneDrive accounts across multiple Macs is getting complicated, WPS Office offers a powerful, free alternative. It provides excellent compatibility with Microsoft formats and features a built-in cloud service for straightforward cross-device document management on macOS.
Frequently Asked Questions
Why do my Word files automatically appear on another Mac?
If both Macs are signed into Microsoft Office or the OneDrive application using the same Microsoft account, your documents will automatically sync to the cloud and appear in the 'Recent files' list across all linked devices.
Can I use the same Office 365 license on two Macs with different OneDrive accounts?
Yes. You can install Office 365 from the same subscription package on both Macs, but sign into the Office applications with different free Microsoft accounts. This keeps your OneDrive storage and Recent files completely separate.
How do I find out which Microsoft account is linked to my OneDrive?
Click the OneDrive cloud icon in your Mac's top menu bar, click the gear icon (Help & Settings), select 'Preferences', and go to the 'Account' tab to see the currently signed-in email address.
How do I stop OneDrive from syncing my Mac desktop to other computers?
Open the OneDrive app preferences on your Mac, navigate to the 'Backup' or 'Sync and Backup' tab, click on 'Manage Backup', and toggle off the sync option for your Desktop folder.
