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How to Prevent Users from Installing Microsoft 365 Desktop Apps
Question details
An administrator needs to restrict selected users from installing or activating Microsoft 365 desktop applications while keeping their web app access intact.
- Product
- Microsoft 365 Admin Center
- Device & OS
- not provided
- Scenario
- Modifying user licenses to restrict local desktop installations and restrict users to web-only applications.
- Observed behavior
- Selected users will only have access to Microsoft 365 web applications, and the option to install desktop apps will be hidden from their portals.
Ensure you have Microsoft 365 Global Administrator or User Management Administrator privileges to modify user license assignments.
Remove the Desktop App License via Microsoft 365 Admin Center
Modify the individual user's license settings to disable the 'Microsoft 365 Apps for enterprise' option, effectively removing their desktop installation rights.
By clearing this specific app license within the Microsoft 365 admin center, users will maintain their access to web-based applications (such as Word Online and Excel Online) but will immediately lose the ability to activate or download the local desktop software.
Log in to the Microsoft 365 admin center, navigate to the left-hand menu, and click on 'Users' followed by 'Active users'.
Locate and click on the name of the user whose desktop application access you wish to restrict to open their account panel.
In the user pane that appears on the right, click the 'Licenses and apps' tab, and scroll down to the 'Apps' section.
Expand the assigned license and uncheck the box for 'Microsoft 365 Apps for enterprise' (or your equivalent desktop app license). Click 'Save changes'.
Provide Restricted Users with a Free, Lightweight Office Alternative
If you need to restrict Microsoft 365 desktop installations to manage licensing costs but users still require powerful local software to handle documents, consider WPS Office. It provides a highly compatible, free desktop suite without the steep Microsoft subscription requirements.
- 1. Download the Installer: Visit the official WPS Office website and download the free desktop application for your operating system.
- 2. Install WPS Office: Run the setup file and follow the on-screen instructions for a quick, lightweight installation.
- 3. Open Files Seamlessly: Double-click any existing Word, Excel, or PowerPoint files to open them in WPS Office without formatting loss.
Frequently Asked Questions
Can users still use Word and Excel on the web after desktop apps are disabled?
Yes, as long as the 'Office for the web' licenses remain checked in their 'Licenses and apps' settings, users can continue to create and edit documents using browser-based versions of the apps.
What happens if a user tries to open an already installed Microsoft 365 desktop app?
If the desktop app license is removed, previously installed applications will enter a reduced functionality mode (view-only mode), and the user will see an 'Unlicensed Product' or 'Activation Required' prompt.
How can I apply this license restriction to multiple users at once?
You can modify licenses in bulk by selecting multiple users in the 'Active users' list, clicking 'Manage product licenses', and adjusting the specific app access options for the entire selected group.
Does removing this license prevent users from using Office mobile apps?
Removing the 'Microsoft 365 Apps for enterprise' license generally restricts premium activation features on mobile devices, reverting iOS or Android apps to their core free features unless a separate mobile license is applied.
