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How to Edit a Shared Excel for the Web Workbook in Desktop App
Question details
Users need to edit a shared cloud-based Excel workbook using their desktop application while keeping all changes synced with the original file.
- Product
- Excel
- Device & OS
- not provided
- Scenario
- Collaborating on a shared workbook that is hosted on the cloud, but preferring or needing to use the desktop Excel application for editing tasks.
- Observed behavior
- Downloading the cloud workbook to the computer creates a separate local copy. Any edits made to this downloaded file do not appear in the original shared workbook, breaking the collaboration link.
Ensure you have a stable internet connection and are signed into the desktop Excel application with the same Microsoft account that has permission to access the shared web workbook.
Open the Shared Workbook Directly from the Web Browser
Use the built-in option in Excel for the Web to launch the desktop app, ensuring your edits sync automatically to the cloud.
To maintain the connection to the shared cloud file, you must avoid downloading a copy to your hard drive. Opening the file directly into the desktop app from the web interface bridges the two platforms seamlessly.
Click the shared link provided by the file owner to open the Excel workbook in your web browser.
Look at the top ribbon in the Excel for the Web interface. Depending on your view, click on the 'Editing' or 'Viewing' dropdown button.
Click 'Open in Desktop App' from the dropdown menu. If prompted by your browser, confirm that you want to allow the site to open the Excel application.
Once the file opens in desktop Excel, verify that the 'AutoSave' toggle in the top-left corner is turned on. Make your edits, and they will automatically sync with the shared cloud workbook.
Share Your Edited Local Copy as an Attachment
Use this method if you have already downloaded the file, made significant local edits, and need the owner to integrate your changes.
Collaborate Seamlessly with WPS Office
If you frequently struggle with syncing issues or complex collaboration workflows, try WPS Office. It provides a lightweight, unified desktop experience with robust built-in cloud sharing, allowing you to edit and co-author files without the hassle of disconnected local copies.
- 1. Download and Install: Visit the official WPS website, download the free installer, and complete the quick installation process.
- 2. Sign In for Cloud Features: Launch WPS Office and sign in to activate your free WPS Cloud storage for easy file syncing.
- 3. Open Your Spreadsheets: Drag and drop your existing Excel files into WPS Office to start editing, sharing, and collaborating instantly.
Frequently Asked Questions
Why didn't the changes I made on my computer update the shared link?
If you clicked 'Download' or 'Save As' and saved the file to your local hard drive, you created a separate, unlinked copy. Changes made to a downloaded file do not automatically sync back to the original cloud-hosted workbook.
How can I tell if I am editing the cloud file or a local copy?
Look at the top-left corner of your desktop Excel window. If 'AutoSave' is toggled on and there is a sync icon on the save button, you are editing the live cloud file. If AutoSave is off or unavailable, you are likely editing a disconnected local copy.
Can multiple people edit the workbook at the same time in the desktop app?
Yes, as long as the workbook is stored in a shared cloud location (like OneDrive or SharePoint) and all users open the file using the 'Open in Desktop App' feature with AutoSave enabled, real-time co-authoring is supported.
What should I do if the 'Open in Desktop App' button is missing?
This can happen if you do not have the desktop version of Office installed, or if your browser is blocking the application protocol. In this case, you can continue to edit the document directly within Excel for the Web, which autosaves your progress.
