Attachment Issues

Fix Approvals Attachments Downloading Instead of Opening in Desktop Apps

Adam Davis Oct 1, 2026 868 views

Question details

The user needs to stop Microsoft Approvals attachments from downloading automatically and configure them to open directly in the appropriate desktop applications.

How to Fix Approvals Attachments Downloading Instead of Opening in Desktop Apps

Product: Microsoft Approvals
Device & OS: not provided
Scenario: Opening file attachments from Microsoft Approvals within Microsoft Teams or a web browser.
Observed behavior: Attachments are saving to the local downloads folder instead of launching directly in configured desktop applications like Word or Excel.

Before you start

Ensure that the required desktop applications for the specific file types (such as .docx, .xlsx, or .pdf) are fully installed and updated on your computer.

Solution 1Recommended

Configure Default Apps and File Associations in Windows

Use this solution if your computer does not know which desktop application to use for specific attachment file types, causing them to download instead.

When an attachment's file format is not explicitly linked to a desktop application, the operating system defaults to downloading the file. Re-establishing this link ensures the file opens directly.

Open Windows Settings

Click the Start menu and select 'Settings' (the gear icon), or press the Windows key + I on your keyboard.

Navigate to Default Apps

Click on 'Apps' in the left sidebar or main menu, then select 'Default apps'.

Choose Default by File Type

Scroll down and click on 'Choose default apps by file type' or search for the specific extension (e.g., .docx, .xlsx) in the search bar.

Assign the Desktop Application

Click on the current default app (or the empty slot) next to the file extension, and select the correct desktop application from the list to set the new association.

Configure Default Apps and File Associations in Windows

Check File Support: Ensure the desktop app you select actually supports the file type you are trying to open, otherwise the application may return an error upon launching.

Solution 2

Change File Open Preferences in Microsoft Teams

Adjusting the built-in Teams settings can force files to open in the desktop app instead of the browser or Teams preview mode.

Solution 3

Clear Browser Cache and Cookies

If you are using Approvals via a web browser, corrupted browser cache can interfere with how files are handled.

Free Microsoft Office alternative

Open Approvals Attachments Seamlessly with WPS Office

If you are experiencing issues opening downloaded Office attachments or lack the necessary desktop applications, WPS Office provides a lightweight, all-in-one solution to view and edit your approval documents effortlessly.

1. Download and Install: Download WPS Office for free from the official website and complete the installation process.
2. Locate the Downloaded Attachment: Find the Approvals attachment that downloaded to your computer, right-click the file, and select 'Open with'.
3. Set as Default: Choose WPS Office from the list of applications and check the box that says 'Always use this app to open' to ensure future attachments open smoothly.

Fully compatible with Microsoft Word, Excel, and PowerPoint file formatsLightweight installation with fast loading times for quick document accessFree to use with a familiar, easy-to-navigate user interfaceAll-in-one tabbed interface lets you manage PDFs, documents, and spreadsheets in one window

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'Desktop app' option missing in my Teams settings?

The 'Desktop app' option may be missing if you do not have the required desktop applications installed on your computer, or if your current Microsoft account license only grants access to web-based applications.

Does changing my default app in Windows affect files outside of Teams?

Yes, changing default file associations in your Windows settings applies globally. Any file with that extension opened from File Explorer, emails, or other applications will also open in the newly selected desktop app.

Why do PDF attachments behave differently than Word or Excel files in Approvals?

PDFs often default to downloading because many browsers and standard Teams environments lack a fully integrated PDF editor. You can resolve this by setting a dedicated desktop PDF reader (like WPS Office) as your default application for .pdf files in Windows.

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