Office Settings & Configuration

How to Show Only the Current User's Recent Documents in Microsoft 365

Amos Gikunda Sep 25, 2026 868 views

Question details

The user wants to understand why documents from other Microsoft 365 users appear in their Recent list and how to ensure only their own files are displayed.

How to Show Only the Current User's Recent Documents in Microsoft 365

Product: Microsoft 365
Device & OS: not provided
Scenario: Using a shared device or a Microsoft 365 Family subscription where multiple users open documents.
Observed behavior: Files belonging to other users or family members are appearing in the current user's Recent documents list in Word or other Office apps.

Before you start

Verify that you are currently signed into the correct Microsoft account within your Office application, as the Recent list is directly tied to the active user profile.

Solution 1Recommended

Remove Unwanted Entries from the Recent List

Since recent items are account-specific, files only appear if they were opened while your account was active. You can manually remove these unwanted entries.

In Microsoft 365 Family, each user's cloud storage and recent document history are completely separate. If you see another user's file in your Recent list, it means that the file was previously opened on a device while your specific Microsoft account was signed in.

Open your Office application

Launch Microsoft Word, Excel, or PowerPoint on your computer.

Navigate to the Recent list

Click on 'Home' or 'File' and look for the 'Recent' section where your previously opened documents are displayed.

Remove the file

Right-click on the document that belongs to another user and select 'Remove from list' from the context menu.

Remove Unwanted Entries from the Recent List

Privacy Note: Even if another user's file appears in your Recent list because it was opened under your account on a shared device, you cannot access their other private files unless they are explicitly shared with you.

Solution 2

Sign Out After Using Shared Devices

Prevent other users' files from mixing into your Recent list by properly signing out of your account on shared computers.

Manage Recent Files Easily

Easily Manage Recent Documents and Privacy with WPS Office

WPS Office provides a clean, user-friendly interface that makes managing your recent documents simple and private. With independent account management and an intuitive recent files list, it's perfect for users sharing a computer who want strict separation of their workspaces.

1. Open WPS Office: Launch the WPS Office desktop application and ensure you are signed into your personal WPS account.
2. Go to Recent Files: Click on the 'Home' tab and select 'Recent' from the left-hand navigation panel to view your document history.
3. Manage your list: Right-click any document you wish to hide from your history and click 'Delete record' to remove it instantly.
4. Clear all history: If you are using a shared computer, you can easily clear your entire recent file history by utilizing the list management options before closing the app.

Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx)Clear and intuitive recent files managementEasy to clear history on shared devices for better privacyFree and lightweight alternative to Microsoft 365

microsoft office alternative - wps office

Frequently Asked Questions

Why do I see my family member's files in my Microsoft 365 Recent list?

Recent items are account-specific. If you see another user's file in your list, it means that file was opened on the device while your Microsoft account was actively signed in.

Can other users on my Microsoft 365 Family plan see my private documents?

No. With Microsoft 365 Family, each user's cloud storage and recent lists are completely separate. Other members cannot access your files unless you explicitly share a document with them or leave your account logged in on a shared device.

How do I stop my recent documents from showing on a shared computer?

To prevent your recent files from appearing, you should always sign out of your Microsoft account in the Office applications when you are done using a shared computer. Alternatively, you can right-click and remove specific files from the Recent list before closing the app.

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