Permission & Access Issues

How to Open SharePoint Excel Files in the Desktop App as an External User

Huda Qurayshi Oct 15, 2026 868 views

Question details

External users need a way to open and edit shared SharePoint Excel files using their local desktop application instead of being restricted to the web browser.

How to Open SharePoint Excel Files in the Desktop App as an External User

Product: Microsoft SharePoint / Microsoft Excel
Device & OS: not provided
Scenario: An external user receives access to a SharePoint Excel file but does not see or cannot utilize the option to open the file in the local desktop application.
Observed behavior: The external user is limited to viewing or editing the Excel file in the browser, preventing them from using advanced desktop application features or offline editing.

Before you start

Ensure the external user has a valid Microsoft account or Microsoft 365 work account, and verify that your organization's SharePoint external sharing policies permit folder syncing.

Solution 1Recommended

Share the Parent Folder and Sync to Desktop

Sharing the containing folder instead of the individual file allows the external user to sync the contents to their local File Explorer or Finder for direct desktop access.

When you share a single file, SharePoint often restricts external users to the web viewer for security and access reasons. By sharing the entire parent folder, the user gains the ability to use the OneDrive sync client, mapping the folder directly to their local system to open files in their preferred desktop app.

Share the parent folder

In SharePoint, right-click the folder containing the Excel file, select 'Share', and send the invitation link to the external user's Microsoft account.

Access the folder in a browser

Ask the external user to click the shared link in their email to open the SharePoint folder in their web browser.

Sync the folder locally

The external user must click the 'Sync' button located on the top toolbar of the SharePoint document library. They should allow their browser to open Microsoft OneDrive if prompted.

Open in the desktop app

Once the sync is complete, the user can navigate to the newly added SharePoint folder in File Explorer (Windows) or Finder (Mac) and double-click the Excel file to open it directly in their local desktop application.

Share the Parent Folder and Sync to Desktop

Licensing Requirement: Even after syncing, the external user must have a compatible Microsoft Office desktop license activated on their machine to edit the file locally, unless they use a free alternative like WPS Office.

Free Microsoft Office alternative

Edit Synced SharePoint Excel Files for Free with WPS Office

If external users lack a paid Microsoft Office license to edit synced SharePoint files on their desktop, WPS Office provides a powerful, completely free alternative. It seamlessly opens synced XLSX files directly from File Explorer or Finder with zero formatting loss.

1. Install WPS Office: Download and install the free WPS Office suite on your Windows or Mac computer.
2. Locate the Synced File: Open File Explorer or Finder and navigate to the synced SharePoint folder containing the target Excel file.
3. Open with WPS Spreadsheet: Right-click the Excel file, select 'Open with', and choose WPS Office to start editing locally.

Highly compatible with Microsoft Excel (.xlsx, .xls) formatsWorks perfectly with locally synced OneDrive and SharePoint foldersLightweight application that opens large data files effortlesslyFree to use with a familiar, easy-to-navigate spreadsheet interface

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'Open in Desktop App' button missing in SharePoint?

This button often disappears for external users if they were only granted access to a specific file rather than a folder, or if the organization's SharePoint administrator has restricted client application access for guest accounts.

Can external users edit a SharePoint Excel file without an Office 365 license?

Yes, external users can edit the file in the free Excel for the Web version. To edit the file using a desktop application, however, they must have a valid Office desktop license or use a highly compatible free alternative like WPS Office after syncing the folder.

What if the Sync button is missing for the external user?

If the Sync button is missing, the SharePoint administrator may have disabled the 'Offline Client Availability' feature for that specific site, or the external user might be viewing the folder without being fully signed in with their Microsoft account.

Does syncing a SharePoint folder consume local hard drive space?

Yes, files synced to your local File Explorer or Finder will take up storage. However, if the OneDrive sync client has 'Files On-Demand' enabled, the files will remain online-only and consume minimal space until you actually open them.

Document & File Issues