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Fix Excel Macro File Does Not Show Open in Desktop App
Question details
The 'Open in Desktop App' option is missing for Excel macro-enabled files shared with external users.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- An external user attempts to open a shared macro-enabled Excel workbook online but cannot find the option to open it in the local desktop application to run the macros.
- Observed behavior
- The 'Open in Desktop' option does not appear in the web browser interface for external users, and the macro-enabled file cannot be executed in Excel for the Web.
Verify that the external user has a compatible Microsoft 365 work or school account and that the desktop version of Excel is actively installed on their computer.
Invite as a Guest and Sync the Shared Folder
The most reliable way for external users to access macro-enabled files in the desktop app is by syncing the shared folder directly to their local File Explorer.
When files are shared via people-specific links with users outside your organization, Microsoft 365 often restricts the 'Open in Desktop App' functionality. Adding them as a guest and syncing the folder bypasses this limitation.
Add the external user as a guest to your Microsoft 365 organization through the Azure Active Directory or Microsoft 365 admin center.
Place the macro-enabled Excel file into a dedicated folder. Share this entire folder with the guest user instead of just sharing the individual file.
Instruct the external user to check their email, accept the guest invitation, and open the shared folder link in their web browser.
In the online shared folder interface, have the user click the 'Sync' button in the top ribbon. This action will add the shared folder to their local File Explorer.
Once synchronization is complete, the user can navigate to the synced folder in File Explorer and double-click the .xlsm file to open it directly in their Excel desktop application.
Check File Size Limitations and Repair Office
If the file fails to load entirely in the browser, it might exceed web limits, or the local Office installation may require a repair.
Easily Open Macro-Enabled Spreadsheets with WPS Office
Avoid complex guest account setups, organizational restrictions, and online syncing issues. WPS Office is a free, lightweight alternative that handles Microsoft Excel formats effortlessly, allowing anyone to open macro-enabled workbooks right on their desktop.
Frequently Asked Questions
Why does Excel for the Web not support macros?
Excel for the Web is a browser-based application and does not support running VBA (Visual Basic for Applications) macros due to security restrictions and technical performance limitations. You must open macro-enabled files (.xlsm) in a desktop application.
Why can't external users see the 'Open in Desktop App' button?
This button is frequently hidden if the user is outside your Microsoft 365 organization and accessed the file via a people-specific link. Microsoft requires them to be invited as a guest and sync the containing folder to access the desktop functionality locally.
What is the maximum file size for Excel for the Web?
Generally, Excel for the Web can open files up to 100 MB when stored in SharePoint or OneDrive. Files larger than this may fail to load in the browser, requiring users to bypass the web interface and open them directly via the desktop application.
Can I run Excel macros on a Mac?
Yes, the desktop version of Excel for Mac supports VBA macros, though some Windows-specific commands (like ActiveX controls) may not function. Ensure the file is downloaded or synced and opened directly in the Mac desktop app rather than the browser.
