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How to Enable 'Open in Desktop App' for External Mac Users in PowerPoint
Question details
An external collaborator using a personal Microsoft account on a Mac cannot find or use the "Open in Desktop App" option for a shared PowerPoint presentation.
- Product
- Microsoft PowerPoint
- Device & OS
- Mac
- Scenario
- An external user needs to edit a shared PowerPoint presentation using the desktop application rather than Office for the web.
- Observed behavior
- The "Open in Desktop App" button is missing or disabled for users with personal Microsoft accounts, restricting them to online editing only.
Ensure the external user has a valid Microsoft 365 subscription installed and activated on their Mac, as local desktop editing requires an active license regardless of file sharing permissions.
Add the User as a Guest with a Work or School Account
If real-time desktop co-authoring is required, the user must be added to your organization's directory as a guest using an eligible work or school account.
Personal Microsoft accounts (like @outlook.com or @gmail.com) are often restricted to Office for the web when accessing files hosted in corporate SharePoint or OneDrive environments. Provisioning a guest account bridges this gap.
Sign in to the Microsoft Entra admin center (formerly Azure Active Directory) with administrator credentials.
Go to Identity > Users > All users, and select "New guest user" from the top menu.
Enter the external user's work or school email address and send the invitation. Ensure they accept it via their email.
Once the guest account is active, share the PowerPoint file with them again. The "Open in Desktop App" option should now be visible when they open the link.
Download a Local Copy (Workaround)
If the user only has a personal account and real-time co-authoring is not strictly necessary, downloading a copy is the fastest workaround.
Edit Presentations on Mac Easily with WPS Office
Skip the hassle of Microsoft 365 guest account setups and licensing restrictions. WPS Office provides a lightweight, highly compatible, and free alternative for Mac users to edit presentations directly on their desktop without complex permission barriers.
- 1. Download and Install: Download WPS Office for Mac for free from the official website and install it on your device.
- 2. Open WPS Presentation: Launch the application and select WPS Presentation from the home screen.
- 3. Edit Your File: Click 'Open', select your downloaded .pptx file, and start editing immediately with full desktop capabilities.
Frequently Asked Questions
Why does 'Open in Desktop App' work for some users but not others?
The feature typically requires the external user to have a work or school account and be added as a guest in the host organization's directory. Personal Microsoft accounts are often restricted to the web version for security and licensing reasons.
Can a user with a free personal Microsoft account co-author in the Mac desktop app?
Usually, no. Files hosted on corporate SharePoint or OneDrive require the collaborator to have a proper Microsoft 365 license and matching directory permissions to use the desktop app for real-time co-authoring.
Does the external user need a Microsoft 365 license to use the 'Open in Desktop App' button?
Yes, even if they have the correct directory permissions, the external Mac user must have their own valid Microsoft 365 license installed and activated on their local PowerPoint application to edit desktop files.
