Deleting a document in Word depends on where it's stored

The steps to delete a Word document differ based on whether the file lives on your computer, in OneDrive, or in SharePoint. On your own machine, you can delete it permanently and control whether it goes to the Recycle Bin first. In OneDrive or SharePoint, Microsoft keeps deleted files in a recovery folder for 93 days by default, which means the document isn't truly gone right away — a detail that matters if you're concerned about data retention.

This guide covers how to delete a document at each location, what happens to it afterward, and how to make sure it's actually removed if that's what you need.

Key Takeaways

  • Deleting a Word file from your computer sends it to the Recycle Bin by default, where it stays until you empty the bin or the storage fills up.
  • Files deleted from OneDrive or SharePoint move to a recycle bin within those services and remain recoverable for 93 days unless your organization has changed that setting.
  • To permanently delete a file from your computer without recovery, you can use Shift+Delete instead of the regular Delete key.
  • If you delete a shared document in OneDrive or SharePoint, other people with access may still see it in their recycle bin, depending on permissions.
  • Clearing your Recycle Bin or OneDrive recovery folder is the final step if you want to make sure a document cannot be recovered.

Deleting a Word document stored on your computer

Open File Explorer (Windows) or Finder (Mac) and navigate to the folder where your Word document is saved. Right-click the file and select Delete. The file moves to your Recycle Bin (Windows) or Trash (Mac), where it remains until you empty that bin or your storage fills up and the system overwrites it.

If you want to skip the Recycle Bin entirely and delete the file when ready, select the document and press Shift+Delete instead of the regular Delete key. This removes the file without sending it to the bin first, though on some systems it may still be recoverable using data recovery software if the storage space hasn't been reused yet.

You can also delete a document directly from within Word. Open the file, go to File > Open, right-click the document name in the recent files list or file browser, and select Delete. This sends it to the Recycle Bin the same way.

Deleting a Word document from OneDrive

Open OneDrive in your web browser or through the OneDrive app on your computer. Find the Word document you want to delete, right-click it, and select Delete. The file moves to the OneDrive recycle bin, which is separate from your computer's Recycle Bin.

OneDrive keeps deleted files in its recycle bin for 93 days by default, though your organization may have set a different retention period. During that time, you or anyone with permission to the file can restore it. After 93 days, OneDrive permanently removes the file from its servers.

To permanently delete a file from OneDrive before the 93-day window closes, go to your OneDrive recycle bin, find the file, right-click it, and select Delete again. This removes it permanently and it cannot be recovered.

Deleting a Word document from SharePoint

In SharePoint, navigate to the document library where the file is stored. Click the file to select it, then click the Delete button in the toolbar, or right-click and select Delete. The document moves to the SharePoint recycle bin.

SharePoint maintains two recycle bins: a site recycle bin (visible to users with permission) and a second-stage recycle bin (visible only to site administrators). Files stay in the site recycle bin for 93 days by default. If deleted from there, they move to the second-stage bin where administrators can recover them for up to 93 additional days, depending on your organization's settings.

To permanently delete from SharePoint, go to the site recycle bin, select the file, and click Delete. If you're an administrator and need to remove it from the second-stage bin as well, access that through the SharePoint admin center.

Emptying your Recycle Bin to make deletion permanent

On Windows, right-click the Recycle Bin icon on your desktop and select Empty Recycle Bin. All files in the bin are permanently deleted. On Mac, click the Trash icon in the dock, then go to Empty Trash in the menu bar.

Once you empty the Recycle Bin or Trash, the files are no longer recoverable through normal means. The storage space they occupied becomes available for new data. Depending on how quickly that space is reused, data recovery software may or may not be able to retrieve the files, but they are gone from the operating system's perspective.

What happens when you delete a shared Word document

If you delete a Word document that you've shared with others through OneDrive or SharePoint, the file moves to your recycle bin, but other people with access to the document may still see it in their own recycle bins. They can restore it if they have permission to do so. The document doesn't disappear from their view when ready.

If you want to prevent others from accessing a shared document, you have two options: delete it and then permanently delete it from your recycle bin (which removes it from the cloud), or remove sharing permissions before deleting it. Removing permissions prevents new access but doesn't delete the file itself.

Recovering a deleted Word document

If you accidentally deleted a Word document, you can recover it from your Recycle Bin (Windows/Mac) or from the OneDrive or SharePoint recycle bin if it was stored there. Right-click the file and select Restore to move it back to its original location.

Word also has a version history feature for documents stored in OneDrive or SharePoint. If you deleted a document by mistake, you may be able to restore a previous version. Open the document's details, click Version history, and select an earlier version to restore.

Frequently Asked Questions

Can I recover a Word document after I empty the Recycle Bin?

Once you empty the Recycle Bin, the file is no longer recoverable through Windows or Mac tools. However, data recovery software may still retrieve it if the storage space hasn't been overwritten. If the document was in OneDrive or SharePoint, check those services' recycle bins separately — they operate independently from your computer's Recycle Bin.

What's the difference between deleting and permanently deleting in OneDrive?

Deleting a file in OneDrive moves it to the OneDrive recycle bin, where it stays for 93 days. Permanently deleting it removes it from the recycle bin and from OneDrive's servers entirely. You can only permanently delete files you own or have permission to manage.

If I delete a Word document, can the person I shared it with still see it?

Yes, initially. They can see the deleted file in their own recycle bin and restore it if they have permission. If you want to prevent them from accessing it, remove their sharing permissions before deleting, or permanently delete the file from your recycle bin so it's no longer on the cloud.

Does Word keep a backup of documents I delete?

Word itself doesn't keep automatic backups of deleted documents. However, if you use OneDrive or SharePoint, those services keep version history for a period of time. You can access previous versions through the file's details menu, even if the current version was deleted.

What happens if I use Shift+Delete on a Word document?

Shift+Delete bypasses the Recycle Bin and deletes the file when ready. It's gone from your operating system, but data recovery software may still retrieve it if the storage space hasn't been reused. This is faster than regular deletion if you're certain you don't need the file.