Microsoft Office programs display the last few documents you opened in that program so that you can use those links to quickly access the files. This feature is turned on by default, but you can turn it off, turn it back on, clear, or adjust the number of files that it displays. To turn pinning or favorites off, set the number of files to zero.Â
Notes:Â
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If this feature was turned off and you subsequently turn it back on, only the files that you open and save after you turn it on are listed.
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If you close a file, and then move it to another location, such as by using Windows Explorer, the link to that file in the recent list where you created it no longer works. You must choose the location from File > Open and browse to the file to open it. After you've opened the file from its new location, that link is added to the list. For more information on opening a file this way see: Open files from the File menu.
"Pinning" in Microsoft 365
In recent versions of Microsoft 365, pinning is being deemphasized in favor of Favorites. The difference is that you now add or remove files from a separate list that's easier to find your favorite, or "pinned" files. The Recent list is an automatic list where files can scroll off as new ones are added, but the Favorites list is a persistent or user-curated list. Your files are there in the Favorites list until you explicitly remove them. You'll see Recent and Favorites lists in your file open window.Â
To add a file to Favorites
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On the File tab, select Open to see the Recent list.
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Right-click any file name and select Add to Favorites.
You'll still see the file in your Recent list, but you can quickly open the file anytime from the Favorites list.Â
To remove a file from Favorites
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On the File tab, select Open and choose Favorites at the top of the list.
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Right-click file name to remove and select Remove from Favorites.
You'll still see the file in the Recent list.Â
Caution: If you right-click and select Remove from List on a file in either Recent or Favorites, it removes it from both places.Â
Pin a file to the recently used files list in earlier versions
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On the File tab, select Open to see a list of the recently used files.
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Hover your mouse over the file you want to pin and select Pin this item to the list
Tip:Â Select the pin button again to unpin the file.
Files pinned to the list are displayed in chronological order, with the most recently used file at the top.Â
Remove an individual file from the recently used file list
If there are files on your recently used list that you'd like to remove, simply right-click them and choose Remove from list.
Caution: Make sure you select Remove from List and not Delete file unless you want to actually remove the file from your entire system.
Change the number of files that appear in the list of recently used files
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On the File tab, select Options and choose Advanced.
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In the box by Show this number of Recent Documents under Display, type the number of files that you want to display.
Tip: To not see any files in the recently used files list, set the Show this number of Recent Documents to zero.
Clear unpinned files from the list of recently used files
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On the File tab, select Open.
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Right-click a file in the list, and then select Clear unpinned Documents.
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Select Yes to clear the list.
What if old, or unexpected, files suddenly appear on my recently used list?
Your recently used files list synchronizes with your Microsoft Account. That's handy because it means that if you sign in on multiple devices (desktop and laptop, for example) you have the same files listed in both places for easy access.
If you have an older machine that hasn't been turned on in a while, however, when you bring it online it may synchronize and it's possible that some of the documents from its old list might end up on your current recently used list.
Another way this can happen is if somebody else, like a family member, uses your computer. If they're signed in as you, any documents they work on would then appear on your recently used list.
The best way to remove these unexpected files is to follow the procedure above, under "Remove an individual file from the recently used file list". Right-click the unexpected files and choose Remove from list.
