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How to Open and Edit Existing Excel Files with Microsoft 365
Question details
The user wants to ensure older Excel workbooks stored in OneDrive open properly in the Microsoft 365 desktop application rather than defaulting to the web version or an unactivated client.
- Product
- Microsoft 365 Excel
- Device & OS
- not provided
- Scenario
- Opening older Excel workbooks stored in OneDrive for editing.
- Observed behavior
- Files are opening in Excel for the web or an unactivated desktop application instead of the fully activated Microsoft 365 desktop version.
Ensure you have the login credentials for the Microsoft account used to purchase your Microsoft 365 subscription and a stable internet connection to download the required applications.
Install and Activate Microsoft 365 Desktop Apps
Download the official Microsoft 365 desktop applications from your account dashboard to ensure files open with full editing capabilities.
By default, OneDrive might try to open older files in Excel for the web if the desktop application is either missing or not correctly activated. Installing and verifying your subscription resolves this issue.
Navigate to https://account.microsoft.com/services in your web browser and log in with the exact account used to purchase your Microsoft 365 subscription.
Locate the 'Install Office' or 'Install premium Office apps' button on your services page and follow the on-screen prompts to download and install the desktop applications to your computer.
Launch the Excel desktop application. Click on 'File' in the top ribbon, select 'Open', and navigate to your OneDrive folder to open the older workbook.
To ensure your application is fully activated, click on 'File', then 'Account'. Under the 'Product Information' section, confirm that it displays the correct active Microsoft 365 subscription.
Edit Excel Files Easily with WPS Office
If you are experiencing activation issues with Microsoft 365 or prefer a solution without recurring subscription fees, WPS Office is the perfect alternative. It is lightweight, completely free, and opens your existing spreadsheets seamlessly.
- 1. Download and Install WPS Office: Visit the official WPS website, download the free installation package, and install it on your computer.
- 2. Open Your Spreadsheet: Launch WPS Spreadsheets, click 'Open', and select the Excel file from your local drive or cloud storage.
- 3. Edit and Save: Edit your document with full compatibility and save it in the standard Microsoft Excel format.
Frequently Asked Questions
Why do my OneDrive Excel files open in the browser instead of the desktop app?
This usually occurs if the Microsoft 365 desktop apps are not installed, the software is unactivated, or your OneDrive default settings are configured to open files in Office for the Web. Installing the desktop apps and logging in generally resolves this.
How do I check if my Microsoft 365 subscription is active?
Open the Excel application, click on 'File' in the top left corner, and choose 'Account' from the bottom left menu. Under 'Product Information', you will see your current subscription status and account details.
Can I edit older Excel files (.xls) in the newer Microsoft 365 desktop app?
Yes, Microsoft 365 fully supports older .xls formats. However, it may prompt you to save the file in the newer .xlsx format to enable the latest features and improve file security.
What if I don't want to renew my Microsoft 365 subscription?
If your subscription expires, your Microsoft 365 apps will enter a reduced-functionality mode where you can only view files. You can switch to a free alternative like WPS Office to continue editing and saving your Excel files without a subscription.
