File Sharing Problems

Why Word and Excel Show Files as Shared by Me

Phi Hung Vo Oct 10, 2026 869 views

Question details

The user is trying to understand why personal files are appearing under the 'Shared by Me' section in Word and Excel despite not being intentionally shared with anyone.

Why Do Word and Excel Show My Files as 'Shared by Me'?

Product: Microsoft Word, Microsoft Excel, OneDrive
Device & OS: not provided
Scenario: Viewing the recent and shared document lists in Microsoft 365 desktop or web applications across multiple devices using the same Microsoft account.
Observed behavior: Files appear in the 'Shared by Me' view in Word and Excel, but they do not show up as intentionally shared files in the OneDrive directory.

Before you start

Ensure you are signed into the correct Microsoft account on both your local Office applications and your web browser before verifying your file sharing permissions.

Solution 1Recommended

Verify Actual File Permissions in OneDrive

Check the exact sharing status of your files directly in OneDrive to confirm whether anyone else actually has access.

The 'Shared by Me' status in Word and Excel often appears when files are opened through Microsoft 365 on the web. Because your devices use the same Microsoft account and sync via OneDrive, the applications sometimes flag these web-accessed files as shared, even if they remain completely private to your account.

Open OneDrive on the Web

Navigate to onedrive.live.com in your web browser and sign in with your Microsoft account.

Locate the File

Go to the 'My files' section from the left-hand navigation pane and find the Word or Excel file in question.

Check the Sharing Column

Look at the 'Sharing' column next to the file name. If it says 'Private', no one else has access to the file.

Manage Access

If the file says 'Shared', click the three vertical dots (More options) next to the file name, select 'Manage Access', and review or remove any unintended sharing links or users.

Verify Actual File Permissions in OneDrive

Understanding the Status: If the file is marked as 'Private' in OneDrive, it is secure. The 'Shared by Me' label in the Office app is merely a synchronization display artifact from the web app.

Solution 2

Run a File Sharing Comparison Test

Create and intentionally share a test document to compare its behavior with the files automatically marked as shared.

Free Microsoft Office alternative

Switch to WPS Office for Clear and Secure File Management

Avoid confusing cloud-sharing statuses with WPS Office. As a free, lightweight, and user-friendly alternative, WPS Office provides straightforward local and cloud file management, ensuring you always know exactly where your files are and who has access to them, with full Microsoft format compatibility and a familiar user interface.

1. Download WPS Office: Visit the official WPS Office website and download the free installation package for your operating system.
2. Install and Launch: Run the installer and follow the quick setup instructions. Launch the application once complete.
3. Open Your Files: Open your existing .docx and .xlsx files directly in WPS Office to experience private, seamless editing.

Clear, intuitive file management without confusing auto-share statusesFully compatible with Microsoft Word (.docx) and Excel (.xlsx) formatsFree and lightweight alternative to Microsoft 365Familiar interface for a seamless migration

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Frequently Asked Questions

Does 'Shared by Me' in Word or Excel mean my files are public?

No. In Microsoft 365, 'Shared by Me' can simply mean the file was opened via the web application and is syncing across your personal devices. It does not automatically mean other people have access to your documents.

How can I stop files from incorrectly showing as Shared by Me?

You cannot completely disable this view if you use Microsoft 365 on the web, as it is a built-in sync feature for OneDrive-connected apps. However, you can confirm their actual privacy status by checking the 'Manage Access' panel directly in OneDrive.

If I use the same Microsoft account on two computers, will files show as shared?

Yes. Files opened on one device connected to your Microsoft account may appear in the shared or recent lists on your other devices, as they are synced securely through your personal OneDrive account.

Document & File Issues