How to Open SharePoint PDFs Directly in Desktop App Instead of Browser
Question details
Users want to configure PDF files stored in SharePoint to launch directly in a native desktop application instead of opening within the web browser's built-in PDF viewer.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Clicking on a PDF file link located within a Microsoft SharePoint document library.
- Observed behavior
- The PDF file opens automatically in the web browser's native viewer, lacking a direct Open in Desktop App button typically available for Microsoft Office documents.
Ensure that your preferred desktop PDF application is installed and set as the default PDF handler in your computer's operating system settings.
Configure Web Browser to Download PDFs Automatically
Change your browser settings so that PDF files are downloaded immediately rather than opened in a new tab, allowing you to easily open them from your system's download bar.
Modern web browsers handle PDFs internally by default. Because SharePoint does not offer a native Open in App button for non-Office files, forcing a download is the most reliable workaround.
Open your web browser (e.g., Chrome or Edge) and navigate to the Settings menu. Look for the 'Privacy and security' or 'Site permissions' section.
Scroll down and click on 'Additional content settings', then select 'PDF documents'.
Turn on the option labeled 'Download PDF files instead of automatically opening them in browser' or 'Always download PDF files'.
Return to SharePoint and click your PDF. It will now download directly. Click the downloaded file in your browser's download tray to open it in your default desktop PDF application.
Sync SharePoint Library via OneDrive
Use the OneDrive sync client to access SharePoint files directly from Windows File Explorer or macOS Finder, bypassing the web browser entirely.
Adjust SharePoint Library Settings
Modify the advanced settings of the SharePoint library to force documents to open in client applications by default.
Effortlessly Manage and Edit Local PDFs with WPS PDF
Once you download or sync your SharePoint PDFs to your local drive, use WPS Office as your default PDF reader and editor. It provides a lightweight, feature-rich toolkit for viewing, editing, and annotating PDF files alongside Word, Excel, and PowerPoint documents.
- 1. Install WPS Office: Download and install WPS Office, and configure WPS PDF as your operating system's default PDF viewer.
- 2. Access the PDF: Double-click the synced or downloaded PDF file from your SharePoint or OneDrive folder.
- 3. Edit and Annotate: Utilize the intuitive top toolbar in WPS PDF to modify text, insert annotations, or fill out form fields.
- 4. Save to Sync: Click the Save icon. If the file is stored in a synced OneDrive/SharePoint folder, changes will automatically upload back to the cloud.
Frequently Asked Questions
Why doesn't SharePoint have an 'Open in Desktop App' button for PDFs?
SharePoint integrates natively with Microsoft Office applications. Since PDFs are not native Microsoft Office files, SharePoint delegates the handling of PDF links to the user's web browser, which generally uses its own built-in viewer.
Can I force a desktop app to open directly from a web link?
Directly launching a local desktop app from a web link is restricted by modern browsers for security reasons. The most effective workarounds are setting the browser to auto-download PDFs or utilizing OneDrive to sync the library locally.
Will changes saved to a synced PDF update for everyone in SharePoint?
Yes. If you sync the SharePoint library to your local File Explorer using OneDrive, any edits you make and save to the PDF using your desktop application will automatically sync back to SharePoint for all users.
