Introduction

Working with Microsoft 365 desktop applications (Word, Excel, PowerPoint) can enhance productivity, especially when dealing with documents stored in SharePoint. This guide provides step-by-step instructions to help users open and work on SharePoint files directly in the Microsoft 365 desktop apps while keeping all changes synced with the cloud.

Requirements

• Access to a Microsoft 365 account
• Access to your organization’s SharePoint site
• Microsoft 365 desktop apps installed (Word, Excel, PowerPoint)
• OneDrive Sync (If configured and allowed by your organization)
• Internet connection

Step-by-Step Instructions

Step 1: Open the SharePoint Site

• Open your preferred web browser (Chrome, Edge, Firefox, or Safari).
• Enter your organization’s SharePoint URL (e.g., https://yourcompany.sharepoint.com).
• Press Enter.
• Log in using your company credentials if prompted.

Step 2: Locate the File

• Navigate to the document library where your file is stored.
• Click on “Documents” or browse to the relevant folder.
• Find the file you want to open (Word, Excel, PowerPoint).

Step 3: Open the File in a Microsoft 365 Desktop App

Option 1: Open via the SharePoint Website

• Click on the desired file.
• It will open in the browser by default.
• Click “Open in Desktop App” at the top.
• For Word: Open in Word
• For Excel: Open in Excel
• For PowerPoint: Open in PowerPoint
• Approve any prompts to allow the app to open.
• Alternatively, you can do this before opening the file
  • Click the three dots (•••) next to a file
  • Select Open > Open in app
    
     

Option 2: Open via OneDrive (If Synced)

• Open File Explorer (Windows) or Finder (Mac).
• Locate the OneDrive – [Your Company Name] folder.
• Browse to the SharePoint folder containing your file.
• Double-click the file to open it in the appropriate Microsoft 365 desktop app.

Step 4: Save and Sync Your Changes

• All edits are automatically saved to SharePoint.
• There is no need to manually save (but you may use Ctrl + S out of habit).
• Team members can see your updates in real time.

Step 5: Close the File

• Simply close the desktop app when you're finished.
• Your changes are already saved and synced with SharePoint.

Tips and Best Practices

• Use the search bar in SharePoint to quickly find documents.
• Pin commonly used folders in File Explorer for easier access.
• Enable version history in SharePoint to track document changes.

Troubleshooting Tips

• File won’t open in the desktop app?
  • First, open it in the browser, then select “Open in Desktop App”.
• Can’t find your file?
  • Use the SharePoint search bar.
• Seeing error messages? 
  • Try restarting your browser or computer.
  • Contact ALPHA IT if the issue persists.

Additional Resources

• Microsoft 365 Training Center
• SharePoint Help & Learning
• OneDrive Sync Help