Open SharePoint Links Directly in Office Apps from Outlook
Question details
Users want SharePoint file links shared via Outlook to open directly in desktop Office applications rather than opening in the web browser.
- Product
- SharePoint, Outlook, Office Apps
- Device & OS
- not provided
- Scenario
- Sharing a SharePoint document with colleagues via an Outlook email and wanting them to open it in their local desktop app.
- Observed behavior
- The standard Share option in SharePoint generates browser-based links by default, causing files to open in the web browser even if apps are configured to open files locally.
Ensure the recipient has the appropriate permission levels assigned to the SharePoint file or library before sending them a direct URL, as bypassing the standard Share button skips the automatic permission grant.
Grant Permissions Manually and Send Direct File URLs
Bypass the standard Share button by manually verifying user access and copying the direct file path to ensure it opens in the desktop client.
The standard Share option inherently generates a web link. To force an Office desktop app to open the file, you must use the direct URL of the file (e.g., ending in .docx or .xlsx).
Navigate to your SharePoint document library, right-click the file you wish to share, and select 'Manage Access' to ensure the recipient has the correct permissions.
Open the file's properties or details pane and copy the direct path URL (e.g., https://contoso.sharepoint.com/sites/site/library/file.docx). Do not use the 'Copy link' button that generates a sharing link.
Open Outlook, paste the direct URL into your email draft, and send it to your recipient. Clicking this link will prompt their Office desktop application to open the file.
Create a Custom Share Workflow using Power Automate
Set up a custom share button for organization-wide use that automatically grants access and emails the direct file link.
Try WPS Office for Seamless Document Collaboration
If dealing with complex SharePoint links and browser redirects is slowing down your workflow, consider using WPS Office. It provides an intuitive, lightweight, and highly compatible suite for document editing and sharing.
- 1. Download the software: Visit the official WPS Office website and download the free installer for your operating system.
- 2. Install and launch: Run the setup file and follow the quick installation prompts. Open WPS Office once complete.
- 3. Share with ease: Sign in to activate WPS Cloud, where you can easily generate clean sharing links that open directly in the WPS Office desktop app.
Frequently Asked Questions
Why do standard SharePoint sharing links always open in the web browser?
The standard 'Share' button in SharePoint generates a special tokenized sharing link designed specifically for web-based collaboration. Currently, Microsoft does not provide a built-in setting to change this default behavior for tokenized links.
Can I configure Office apps to force all web links to open locally?
While there is a setting in Office 365 portal called 'Open files in the desktop app', it often does not override the behavior of tokenized sharing links generated by the standard SharePoint Share button.
Will a direct SharePoint URL require the recipient to log in?
Yes. When a user clicks a direct SharePoint file URL, their desktop Office application will verify their credentials. If they are not already signed in with an account that has permission to access the file, they will be prompted to authenticate.
