Browser-Based version of applications versus local version

Question

Hi everyone, I am making the switch from Google to Microsoft because Google can't seem to get their AI figured out. I have had Microsoft 365 a number of times in the past, and going back to the platform feels like putting on your favorite pair of jeans...

Anyhoo, I'm trying to figure out how to make it so that all of the documents, spreadsheets, presentations, etc. I create use the web-based version of word, Excel or PowerPoint. Sometimes, and I don't know why, a local version of Microsoft word, Excel or PowerPoint pop-up instead of the web-based version. I only want to open up web-based versions of the applications, so is this possible?

I know My question is rambling, but hopefully somebody understands what I'm doing and can help me. Thanks a lot...

Answer 1

If you have the full desktop versions of the applications in Microsoft 365, I don't understand your preference for the online versions, which are severely feature-limited in comparison.

Answer 2

Susan - wow! I have not used this service before and thought I would be waiting for days for a response. Thank you so much for getting back to me so quickly.

You may think my choice to use only the browser based apps strange, but I really only need the online features. Right now, however, when I create new documents or sheets, I am never sure if I am going to get the browser or web-based version (and I always want the web-based version). Is there away to set up the platform, so I always get the browser based version?

A related question is, where do all these files get stored. I set the system defaults to put new docs, sheets, presos in the right place, either the Word or Excel directories you see in the 2nd screenshot, but it won't do it. I have to manually put the files in the directory I want.

This first shot is of my Excel files when I click on the Excel icon on the far left of the pane.

This next one is of my OneDrive. I can only see one of the files. Where are the rest?

Thanks again for your quick response. Sorry for the long email. I hope we can figure this one out.

Answer 3

The browser versions are inferior, imo. That said...

You can only use those with documents stored on OneDrive or SharePoint.

My experience has been that when you open these cloud files they open in the online programs by default.

If the document/workbook is not in one of those locations, it will use the desktop application.

See Compare Word features on different platforms. (this is an archival copy) current page is Word Features Comparison: Web vs Desktop.

• There are multiple programs, all named Word, and all created and published by Microsoft. This can be confusing when trying to get help.
• They all can edit the same document files that have the same file structure. Some of the programs have no control over some of the document structures.
• They may all be called Microsoft 365 or Word 365 if using the subscription plan. If it is called Office 2021 (2019, 2016, etc.) it is the perpetual license version which is only the desktop programs. The perpetual license versions with a year number only work in a Windows or Mac OS environment.
• But, they are different programs with different features and controls. Note that most users never come close to using all of the features offered in the desktop versions of Word.

As of June 2024, the most powerful Word program, with the most features, remains the Windows desktop application from Microsoft 365. I do not expect that to change. The perpetual license version Word 2021 is very close as far as features but does not receive new features as added. The perpetual license versions of Office/Word is only the desktop applications and does not include the online or mobile versions.

The Macintosh desktop application is a close second in the number of features. The things available in the Windows version not yet on the Mac version include Content Controls, Building Blocks, and ActiveX. It can use, but cannot create, or modify most Content Controls. AutoText is a Building Block that the Mac can and does use. The Mac version lacks the more powerful tools to manage styles available in the Windows version through the Manage Styles Dialog. See How do I manage styles? Mac User. (Look at all of the responses, not just the one marked as an answer.)

The browser version of Word – Word Online – has a Transcribe feature that has recently been added to the Windows desktop version of Microsoft 365’s Word. It also has the ability to Export to PowerPoint (although not that usefully). Otherwise, the browser version has far fewer features and editing in it has been reported to mess up automatic numbering. Chromebooks use a version of this or of the Android mobile app. See How to access Microsoft Office on a Chromebook. This can only be used with documents stored on OneDrive or SharePoint. Differences between using a document in the browser and in the Word desktop application. I would use this for note taking and for quick viewing/printing, but not for editing. Especially not for editing long or complex documents. The ability to mess these up is too high.

The mobile applications (Android/IOS, etc.) vary somewhat but have far fewer features. I would use them for note taking and for quick viewing/printing, but not for editing. Especially not for editing long or complex documents. Primarily these can only be used with documents on OneDrive or SharePoint*. (Usually, you can get at documents on your local device, but it is tricky.)* What you can do in the Microsoft 365 apps on mobile devices with a Microsoft 365 subscription See also Word for Android Phones Help, Word for Android Tablets Help,  Word for iPhone Help, Word for iPad Help.

When seeking help, it is important to give the program that you are having problems with as a part of your question.

Note that the statements about capabilities and usefulness are my opinions, not anything from Microsoft. They are based on my use and on my observations over the years here and in other Word forums. In my opinion, none of the versions is perfect. They can all be useful, recognizing their limitations.