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Controlling the recently used document list

How to configure the list of recently used documents in Office and the glaring omission.

The Most Recently Used (MRU) list is the list of documents you’ve recently opened in Word, Excel or PowerPoint. It is a handy way to reopen documents you’re currently working on but could be better.


Setting the number

In Word 2003, Excel 2003 and PowerPoint 2003 you can adjust the number of documents in the MRU list from Tools | Options | General. We’ve long recommended changing the default of 4 documents up to the maximum of 9.

Office 2003 - MRU list setting.jpg image from Controlling the recently used document list at Office-Watch.com

In Word 2007, Excel 2007, PowerPoint 2007 go to Options | Advanced | Display | Show this number of Recent Documents.  You can go beyond the maximum of 9 available in previous versions of Office.

Office 2007 - MRU list setting.jpg image from Controlling the recently used document list at Office-Watch.com


Fixing or ‘pin’ a document

Office 2007 adds the useful option of ‘pinning’ or fixing a document to the MRU list. This means the document will stay on the list and not pushed off the list by more recent arrivals. A handy option for any document you return to often.

To ‘pin’ a document just click on the icon to the right.

Office 2007 - Recent Documents with pin.jpg image from Controlling the recently used document list at Office-Watch.com

Click on it again to ‘un-pin’ it.

The ‘pin’ keeps the document on the list but doesn’t fix its position on the list. A ‘pinned’ document will move up and down the list as you open documents but it won’t disappear off the list entirely.


Clearing the MRU

Sometimes you want to clear out the list of recently used documents – perhaps for privacy reasons if someone else is going to use your computer.


Office 2003

In Office 2003 clearing the list is simple but not obvious. Go back to Tools | Options | General where you set the MRU number. Clear the ‘Recently used file list’ checkbox and press OK, then return to the same dialog box and enable the same option again.

For Publisher, FrontPage and PhotoEditor you have to tinker with the registry as described in this Microsoft support page.


Office 2007

The clearing procedure for Office 2007 apps is similar – go to | Advanced | Display | Show this number of Recent Documents. Change the number of documents to zero then OK. Return to the same setting and raise the number to whatever you choose.


Disabling the MRU

To stop the most recently used list appearing at all is quite simple.

In Office 2003 applications, go to Tools | Options | General and uncheck the option.

In Office 2007 programs go to | Advanced | Display | Show this number of Recent Documents and reduce the value to zero.


Individual editing

What’s glaringly missing from the MRU is the ability to remove an individual document from the recent documents list.

You might open a document that is very confidential and you don’t want anyone using the computer to know it’s there. Or you may quickly open a series of documents to see their contents (perhaps looking for something?)

It should be as simple as right-clicking on a MRU entry and choosing ‘Delete’ – just like you can with Favorites in Internet Explorer. But no – for some reason this simple feature has never been made available.

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