How to Stop Guest 1 from Accessing Shared Files
Question details
The user noticed an unidentified entity labeled 'Guest 1' accessing and commenting on previously shared confidential documents and wants to know how to identify the user and prevent unauthorized access.
- Product
- Cloud Storage and Document Sharing
- Device & OS
- not provided
- Scenario
- Reviewing document activity, viewing file comments, or receiving notifications about recent interactions on shared files.
- Observed behavior
- An anonymous user identified only as 'Guest 1' is viewing and interacting with shared files without explicit identification or known authorization.
Check your file's sharing history to see if you previously generated a public link or sent an invitation to users outside of your secure network.
Revoke Public Links and Update Sharing Permissions
Disable unrestricted public links to immediately cut off anonymous guest access to your documents.
When a document is shared using a public link (e.g., 'Anyone with the link can view/edit'), individuals who access it without logging into an account are assigned generic names like 'Guest 1'. Revoking these links is the fastest way to secure your files.
Open your cloud drive or workspace, locate the confidential document that 'Guest 1' accessed, and click on the 'Share' or 'Manage Access' button.
Look for the public link settings. Change the access level from 'Anyone with the link' to 'Restricted' or 'Specific people only' so that anonymous users can no longer open the document.
Review the list of individuals who currently have access to the file. Manually remove or revoke access for any unfamiliar accounts or old invitations.
Secure Your Account Credentials
If you suspect unauthorized access beyond shared links, update your security settings to protect your account from breaches.
Securely Share Documents with WPS Office Cloud
Use WPS Office to share files securely. You can set passwords, establish expiration dates, and restrict access to specific collaborators to prevent anonymous 'Guest' users from viewing your confidential data.
- 1. Open Your Document: Launch WPS Office and open the confidential document you need to share.
- 2. Access the Share Menu: Click on the 'Share' button located in the top right corner of the workspace.
- 3. Set Permissions: Instead of a generic public link, select 'Specific people' or click 'Create Link' and add a secure password.
- 4. Add Expiration Dates: Configure a link validity period (e.g., 7 days) to ensure the document access automatically expires, preventing long-term exposure.
Frequently Asked Questions
Why does someone appear as 'Guest 1' in my shared document?
When you share a file using a public link, individuals who access the document without logging into an account are assigned generic placeholder names like 'Guest 1' or 'Anonymous'. This does not necessarily mean your account was hacked; they simply clicked an open link.
Does a 'Guest' user indicate my account was breached?
Not usually. It generally indicates that an old, unrestricted sharing link was forwarded or clicked by someone. However, if you are certain you never created a public link for that specific file, it is highly recommended to change your password and check your account security.
How can I stop unauthorized people from commenting on my files?
You need to change your document sharing permissions. Open the file's sharing settings and change the access level from 'Editor' or 'Commenter' to 'Viewer', or restrict the link entirely so only specific, logged-in individuals can interact with the file.
What is the most secure way to share confidential documents?
Always avoid creating unrestricted public links (e.g., 'Anyone with the link'). Instead, invite specific collaborators via their email addresses, add password protection to your shared links, and utilize link expiration dates to limit access windows.
