How to Set Microsoft 365 to Open Files in Desktop Apps by Default

Ever found yourself halfway through editing a Microsoft Word document only to realize you're stuck in the restricted environment of Word Online? The frustration is palpable. The same goes for Excel and PowerPoint—there's nothing quite like discovering you're working in an online version that lacks the full spectrum of tools you’re used to in desktop apps. If this sounds like a familiar struggle, you’re in luck. Here’s your definitive walkthrough to ensure Microsoft 365 always opens files in desktop apps by default.
Let's ditch that awkward moment of shifting between environments and get back to peak productivity. Buckle up, because we're diving deep into the process, exploring the "how" and, importantly, the "why."

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Why Are Microsoft 365 Files Opening in the Web App?​

Before we jump into fixing the issue, it’s worth understanding how we got here. By default, Microsoft 365 files open in the environment they were last saved in. If a file was last edited online, chances are it’ll open in the online app—the same applies to files previously saved in desktop apps. While this might make sense in terms of consistency, it can cause confusion for users who prefer the desktop format but frequently access files via web dashboards, SharePoint, or Microsoft Edge.
Even worse, clicking on a file in a browser like Edge usually launches it in the limited capabilities of the online app—leaving you feeling boxed in. So, how do you take control of this default behavior? Keep reading.

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Solution 1: Setting Microsoft 365 to Always Open Files in Desktop Apps​

Let’s tackle your frustrations head-on. With a little tinkering in the settings, you can enforce Microsoft 365 to prioritize desktop applications for all Word, Excel, and PowerPoint files.

Step-by-Step Instructions:​

• Open Your Preferred Desktop App:
• For instance, open Microsoft Word.
• Click the File Menu:
• It’s the first option in the top-left corner of your application.
• Navigate to Options:
• From the File menu, select Options towards the bottom left.
• Select Advanced Menu:
• In the Options menu, find and click Advanced on the left-hand side.
• Scroll to Link Handling Section:
• Look for a heading called Link Handling—this is usually buried further down, so scroll carefully.
• Enable Desktop App Preference:
• Check the box that says "Open Supported Hyperlinks to Office Files in Office Desktop Apps".
• Save and Close:
• Click OK to save your changes.

From now on, whenever you open a file from an email, OneDrive, or another web-based environment, your system will automatically redirect you to the desktop application—assuming it's installed and up-to-date.
Pro Tip: This setting applies across Word, Excel, and PowerPoint. You’ll need to repeat these steps in each individual application to ensure consistency.

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Solution 2: Manually Choosing Desktop Environment on a Case-By-Case Basis​

Sometimes, you may not want to change the default behavior but still need to open a particular file directly in the desktop app. Here's how to do just that:
Quick Method:

• From Your Browser or Online Dashboard:
• Locate the file in OneDrive, SharePoint, or your online Office dashboard.
• Click the Dropdown Arrow:
• Instead of double-clicking, click the dropdown arrow next to the file's name.
• Select “Open in Desktop App”:
• A menu will appear offering options like "Open in Browser" and "Open in Desktop App." Choose the latter.

This method ensures you're working in the environment of your choice without permanently altering your system's behavior.

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Troubleshooting: What If This Doesn’t Work?​

If files still refuse to open in desktop apps—or worse, default to Word Online despite your best efforts—it’s time to troubleshoot potential causes.

Common Culprits and Fixes:​

• Incorrect Default Programs Settings:
• This can override your Office settings. Fix it by:
• Right-clicking on any .docx (or .xlsx/.pptx) file.
• Selecting Open With > Choose Another App.
• Choosing your Microsoft desktop app as the default and ticking "Always use this app."
• File Association Conflicts:
• Updates or software bugs sometimes mess up file associations. To address this:
• Open the Control Panel > Programs and Features.
• Locate Microsoft 365 in the list.
• Click Change > Quick Repair to resolve file linking issues.
• Licensing or Permissions Errors:
• Ensure your Microsoft 365 license is active and supports desktop app usage. Files opened online may not redirect properly if your account doesn't include desktop app permissions.
• Auto-Save/Online File Behavior:
• If a file has never been saved to your desktop, Microsoft 365 might default to opening it online. Save the document locally first to standardize its environment.

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Beyond the Basics: Why Desktop Apps Are Superior (Most of the Time)​

While Microsoft 365's web apps are undeniably lightweight and convenient, they can't hold a candle to the full-featured glory of desktop applications. Here's why power users typically prefer desktop over web:

• Advanced Editing Features: Need to add custom styles, macros, or plugins? Good luck doing that online.
• Offline Accessibility: Desktop apps don’t need a constant internet connection.
• Faster Performance: Web apps are bound by internet speeds—desktop apps are not.
• Enhanced Customization: From AutoSave to advanced settings, the desktop versions always win when it comes to tweaking.

However, let’s be fair—web apps have one clear advantage: collaboration. When working on files with multiple stakeholders in real-time, cloud-based Word, Excel, and PowerPoint excel (pun intended). Thankfully, once files are finished, they're just one click away from reopening in their desktop glory.

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Microsoft Edge’s New Microsoft 365 Dashboard: What You Should Know​

For those using Microsoft Edge, the integration with Office 365 has reached new levels of convenience. Whether you love it or hate it, Edge offers a full-fledged Office dashboard that organizes recent and pinned files directly in your browser. This default behavior makes Edge the go-to hub for many users.
However, this dashboard can exacerbate the environment confusion we just discussed. Anytime you open files from Edge, you’re forced into the web version unless you’ve enabled desktop preferences using the steps above.
Good news? The same link-handling settings we've detailed here apply seamlessly on Edge—so long as your desktop apps are installed.

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Quick Recap: Steps to Reclaim Your Microsoft Office Flow​

• Default Setting Method: Update Advanced Options to enforce desktop apps as the primary environment.
• Manual Method: Open specific files directly in desktop apps from contextual menus.
• Troubleshoot Issues: Repair file associations, fix licensing issues, and ensure your app installations are complete.

At its core, this whole process boils down to one simple idea: giving you back control. No more surprise web apps. No more fumbling for missing features. By tweaking Microsoft's settings to your advantage, you can finally work on your terms—not the default terms.

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Join the Conversation!​

Still wrestling with mixed environments in Microsoft 365? Have tips or tricky scenarios you’ve encountered? Share your thoughts, suggestions, and questions in the WindowsForum.com community below. Let’s chat—we’re here to help!

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Source: TechRepublic https://www.techrepublic.com/article/how-to-open-microsoft-365-files-desktop-apps/