Suspicious Login Issues

How to Fix Random Guest Names in Shared Excel Workbooks

Kushani Nimanthika Sep 30, 2026 868 views

Question details

Users notice random plant or food names like CATALPA, GARLIC, or BROCCOLINI appearing as active users in a shared OneDrive Excel workbook and want to secure their document from unauthorized access.

Why Random Guest Names Appear in Shared Excel Workbooks and How to Secure Them

Product: Microsoft Excel
Device & OS: not provided
Scenario: Collaborating on a shared Excel workbook via a OneDrive sharing link.
Observed behavior: Unknown users are displayed in the workbook under random monikers assigned by Microsoft, indicating the file is being accessed by guests who are not signed in.

Before you start

Ensure you are logged into the Microsoft account that owns the Excel file, as only the file owner or users with full control can revoke or modify active sharing links.

Solution 1Recommended

Revoke the Open Sharing Link and Restrict Access

By default, 'Anyone with the link' allows unauthenticated users to join as random guests. Removing this link secures your file immediately.

Microsoft automatically assigns random plant or animal names to users who open a shared link without signing into a Microsoft account. To stop this, you need to delete the open link and share the file only with specific, authorized people.

Open File Access Settings

Locate your Excel file in OneDrive, right-click on it, and select 'Manage Access' from the context menu.

Remove the Public Link

Find the link that says 'Anyone with the link can edit/view'. Click on the trash can icon or the 'X' next to this link to delete it.

Create a Secure Sharing Link

Click 'Share' again, click the gear icon for settings, and choose 'Specific people'. Enter the email addresses of the users you want to collaborate with and click 'Send'.

Revoke the Open Sharing Link and Restrict Access

Access Secured: Once the open link is deleted, anyone currently viewing the document anonymously will be disconnected, and only verified users will be able to join.

Solution 2

Review OneDrive Activity and Secure Your Account

Check your account activity to ensure the link wasn't maliciously distributed and enhance your overall account security.

Free Microsoft Office alternative

Switch to WPS Office for Secure and Simple File Sharing

If you are concerned about complex sharing settings and unexpected guest behaviors in Microsoft Office, try WPS Office. It provides an intuitive, highly compatible, and lightweight platform with straightforward collaboration tools.

1. Download and Install WPS Office: Visit the official WPS website, download the free version, and install it on your computer.
2. Open Your Excel File: Launch WPS Spreadsheet and open your existing .xlsx workbook to continue working without formatting loss.
3. Share Securely: Click the 'Share' button in the top right corner to invite specific collaborators securely via email or customized links.

Fully compatible with Microsoft Excel (.xlsx) files.Clear, intuitive sharing controls that prevent accidental public access.Free and lightweight alternative for everyday document management.Familiar user interface for a seamless transition from Microsoft Office.

microsoft office alternative - wps office

Frequently Asked Questions

Why does Microsoft assign plant names to guests in Excel?

When a file is shared using an 'Anyone with the link' setting, users do not have to sign in. To distinguish these unauthenticated users in a collaborative session, Microsoft randomly assigns them names of plants, animals, or foods (like Catalpa or Garlic).

Can I see the IP addresses of the anonymous guests?

No, standard OneDrive and Excel activity logs do not display the IP addresses or personal details of anonymous guests. To track who makes changes, you must restrict access to 'Specific people' who are required to log in.

Will deleting a sharing link kick out current anonymous guests?

Yes. Once you delete the active sharing link in your OneDrive 'Manage Access' settings, any unauthenticated users currently viewing or editing the workbook will lose their connection to the file immediately.

Microsoft Office Security Issues