If you’re frequently working with files stored in OneDrive or SharePoint, you might find it more efficient to open those files directly in the desktop app rather than through a web browser. This listicle covers practical methods to open files in their respective desktop applications, the benefits of doing so, and how to choose the best approach for your workflow. Whether you’re a business user, IT administrator, or casual user, these tips will help streamline your file management experience.
Use the ‘Open in Desktop App’ Option in OneDrive or SharePoint
Both OneDrive and SharePoint offer a straightforward way to open files directly in their desktop applications. When you view a file in the web interface, clicking the ellipsis (…) next to the file name will reveal the ‘Open in app’ option. This command launches the associated desktop program—such as Microsoft Word, Excel, or PowerPoint—allowing you to edit the file locally with full functionality. It’s especially useful for users who need advanced editing features or prefer working within the desktop environment rather than the browser.
Sync Files with OneDrive for Windows or Mac
Syncing your OneDrive or SharePoint document libraries to your desktop creates a local folder that automatically stays updated with the cloud version. Once synced, you can open files directly from your File Explorer (Windows) or Finder (Mac), which launches the file in the default desktop app. This method provides quick access and seamless editing, especially when working offline or managing large files that perform better locally. Setting up sync involves clicking the ‘Sync’ button in OneDrive or SharePoint and choosing the folders you want to keep locally.
Right-Click and Choose ‘Open’ in the Desktop App
In Windows, right-clicking a file stored in OneDrive or SharePoint via File Explorer gives you the option to open it directly in its associated desktop app. For example, right-clicking a Word document and selecting ‘Open’ will launch Microsoft Word with that file. This method ensures you’re working in the full-featured desktop environment, which is often necessary for complex formatting or extensive editing. It’s a quick way to bypass browser limitations without changing your overall workflow.
Set Default Open Behavior for Office Files
You can configure your Office applications to always open files from OneDrive or SharePoint in the desktop app by adjusting settings within Office programs. In Word, Excel, or PowerPoint, go to Options > Save and set the ‘Default local file location’ or enable the option to open files from cloud locations directly in the desktop app. This reduces the number of clicks needed to launch files in the desktop environment and ensures consistency across your workflow.
Use the ‘Open in Desktop App’ Button in Office Online
When working within Office Online (Word, Excel, PowerPoint in the browser), there is an ‘Open in Desktop App’ button prominently displayed on the ribbon. Clicking this button immediately opens the current document in the desktop version of the application, preserving your current editing context. This feature is especially useful when you start editing in the browser but realize you need the full capabilities of the desktop app, such as advanced formatting or add-ins.
Leverage File Explorer Integration for Quick Access
Modern versions of Windows and macOS integrate with OneDrive and SharePoint, allowing you to access cloud files directly through File Explorer or Finder. Files stored in these services appear as regular folders, and double-clicking them opens the file in the associated desktop app. This integration simplifies the process, making it feel like working with local files while still syncing with the cloud, which is ideal for users who prefer a familiar file management experience.
Utilize the ‘Open with’ Context Menu
In Windows, right-clicking a file stored in OneDrive or SharePoint offers an ‘Open with’ option, which lets you select the specific desktop app to open the file. For instance, choosing ‘Open with > Microsoft Word’ ensures the file opens in the full-featured desktop version, regardless of default associations. This method is helpful when you want to open a file in a different application than the default or when working with multiple versions of the same app.
Configure SharePoint Document Libraries for Desktop Editing
SharePoint allows you to set up document libraries to open files directly in the desktop app by default. In the library settings, under ‘Advanced Settings,’ you can select ‘Open in the client application.’ This ensures that any user opening files from that library will launch the desktop version automatically, streamlining collaboration and editing workflows, especially in enterprise environments.
How to Choose
When deciding between opening files in the desktop app or browser, consider your specific needs. If you require advanced editing features, complex formatting, or working offline, the desktop app is usually the better choice. Conversely, for quick edits, sharing, or simple viewing, browser-based access may suffice. Factors such as file size, device performance, and whether you’re working collaboratively also influence the best approach. Ultimately, your choice should align with your workflow preferences and the complexity of your tasks.
Frequently Asked Questions
Can I set files to always open in the desktop app?
Yes, you can configure Office applications to automatically open files from OneDrive or SharePoint in the desktop version by adjusting settings in the Office options menu, or by setting default behaviors in SharePoint document libraries.
Is there a way to open multiple files in desktop apps at once?
While you can open multiple files individually, there’s no built-in feature to batch open all files directly in desktop apps from the cloud. However, syncing folders locally allows you to open multiple files from your file system simultaneously.
Does opening files in the desktop app affect collaboration?
Not significantly. Files opened in the desktop app still sync with OneDrive or SharePoint, allowing real-time collaboration. However, some features like co-authoring are more seamless in the browser.
What if my desktop app isn’t opening files correctly?
Check your default app associations, ensure your Office apps are updated, and verify that your sync client is functioning properly. Sometimes, re-authenticating your account or resetting the app settings helps resolve issues.
Can I open files directly in the desktop app from the browser without downloading first?
Yes, using the ‘Open in Desktop App’ button within Office Online allows you to open files directly in their desktop version without manual downloads, streamlining your workflow.
Final Thoughts
Choosing to open OneDrive or SharePoint files in desktop apps rather than the browser can significantly enhance your productivity, especially when working on complex documents. With options like sync, right-click menus, and integrated buttons in Office Online, switching between web and desktop environments is straightforward. Consider your workflow needs, file complexity, and collaboration style when deciding the best approach. By mastering these methods, you’ll be able to work more efficiently and leverage the full power of Microsoft’s desktop applications.
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