If you’re using Office 365 on your company computer, you might have wondered whether files you create, like Excel or Word documents, are accessible to others. This is a valid concern, especially if you notice that files opened by colleagues appear in your recent document history. In this article, we’ll explore how Office 365 handles file sharing and privacy, and how you can manage your documents to protect your privacy.
How Office 365 Works with Files and Sharing
Office 365 is a cloud-based suite of productivity tools, which means it integrates both local storage and cloud storage. When you save files in programs like Excel and Word, you typically have two options for storing them: on your local machine (your computer) or in the cloud (via OneDrive or SharePoint). While files stored locally are not automatically accessible to others, files stored in the cloud can be shared with anyone who has permission.
However, there are other factors that affect who can see your files, even if you’re saving them on your own computer.
Why Do Others See Your Files in Recent Documents?
When you open an Office 365 application like Word or Excel, the program automatically keeps a history of recently opened files. If you and other employees are using the same company network or are signed into the same organizational account, the recent files list might sync across multiple devices. This means that even though a file is on your local machine, other users may see it on their own machines as part of their recent document history, especially if they have accessed it in the past.
It’s important to note that this doesn’t mean others have access to your files unless they are shared via OneDrive or another cloud service. It’s just that the recent document list is being shared as part of the overall system experience.
Can Others Access Your Files Without Your Permission?
In general, other users cannot open or edit your local files unless you’ve specifically shared them. The files stored on your computer remain private to you unless:
- You’ve saved them to OneDrive or SharePoint: Files saved on cloud storage are accessible to others if shared with them.
- Your company uses a shared network: In some cases, files on company computers connected to a shared network can be accessed by others, especially if the computer is part of a shared or public network.
How to Prevent Others from Seeing Your Files in Recent Documents
If you want to prevent others from seeing your recently opened files, there are a few settings you can change:
- Clear Recent Documents History: In Excel or Word, go to the “File” menu, select “Options,” then under “Advanced,” scroll down to the “Display” section. From here, you can disable the “Show this number of Recent Documents” option or simply clear the history.
- Sign Out of Office 365: If you are using Office 365 on a shared computer, signing out of your account ensures that your files are not being synced to others’ devices. You can sign out by clicking your profile icon in any Office app and selecting “Sign out.”
- Use Local Storage Instead of Cloud: To keep your files off the cloud and prevent them from being shared accidentally, always choose to save documents locally on your device rather than on OneDrive or SharePoint.
Conclusion
While Office 365 is a powerful tool for collaboration, it also comes with features that can make your files more visible than you may want. Files saved locally on your computer won’t automatically be shared, but if you’re seeing others’ files in your recent documents or worry about privacy, it’s a good idea to manage your settings. By clearing recent document history, using local storage, and signing out of shared devices, you can maintain control over your files and their visibility.
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