Microsoft changed how files are handled on mobile Office apps

Mobile Productivity: Working with files created in Office applications on mobile devices can be a baffling chore. Acknowledging this, Microsoft decided to streamline the experience. Unfortunately, enterprise customers could find the new system even more confusing, at least for admins, since it requires policy changes.

Microsoft recently introduced a change in how to use Word, Excel, and PowerPoint file types on Android and iOS devices. The new behavior is reserved for "hub" mobile experiences, chiefly OneDrive, Outlook, and Teams. These platforms will now prioritize standalone apps and eliminate any "uncertainty" customers have previously experienced.

The corresponding Office application deals with the document when a user opens a Word, Excel, or PowerPoint file on a smartphone or tablet. Previously, the Microsoft 365 app handled file opening. If users do not have the standalone productivity app associated with the file they are opening, it will redirect them to the app store to download it. However, if the customer already has the Microsoft 365 app on the device, it will handle the files as before.

Microsoft initiated the change to improve "predictability" in mobile productivity scenarios because standalone Office apps are better at managing more than one window at a time. Enterprise organizations with several employees would likely continue to use the Microsoft 365-centric way of doing things. They can enforce this by implementing a specific device management policy to restrict the installation of individual Office apps.

According to Microsoft's timeline, the new file-opening behavior is already in place for OneDrive customers on iOS and Android. Outlook will get the feature between October and November, with a Teams release schedule forthcoming. Microsoft claims that user feedback spurred the new handling method. The company asks customers to continue providing their opinions so developers can improve mobile app functionality.

Shortly after announcing the change, Product Manager Samer Sawaya revealed that Office apps on iOS, iPadOS, and macOS now support Handoff. Handoff is a function of all Apple devices. It uses iCloud as a relay point so that users can start working on a document on one device and seamlessly switch to another. The document opens with the previously committed changes upon starting up the corresponding app.

Getting started with Handoff on Microsoft apps is just as straightforward as using it. Users must install or update Word, Excel, or PowerPoint apps on all devices from their respective app stores. Then, log in to your Apple ID account on all devices. When using a PC, you must store the shared documents in OneDrive or SharePoint for cross-functionality.