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I’ve been working with a lovely new client who has been using Mac for years. She recently started a new job with a company that uses PCs and Microsoft 365 and has been feeling quite lost with this new way of working. So, she hired me to help walk her through all things Microsoft, which is totally my work candy, as the company I work for also uses MS 365, and a large part of my job has been providing user support to our staff.

If you are someone who works primarily with Mac and/or Google Drive, this series of posts should help to demystify Microsoft 365.

One of the first topics we discussed is the difference between desktop apps and web apps. I’ve found that many folks, whether they are PC or Mac people, struggle with understanding the difference, so here’s a quick explanation:

Desktop Applications:

• Definition: Desktop applications, also known as native applications, are software programs installed directly on a user’s computer or device. They run locally, meaning they don’t require an internet connection once installed.
• Installation: Users need to download and install desktop apps onto their machines. These apps reside in the user’s local storage.
• Platform Dependency: Desktop apps are platform-specific. Developers must create separate versions for different operating systems (e.g., Windows, macOS, Linux).
• User Interface: Desktop apps have a customizable and rich user interface. They can access system resources and provide a seamless user experience.
• Performance: Since desktop apps run locally, they often offer better performance and responsiveness.
• Examples: Microsoft Word, Adobe Photoshop, and video games installed on your PC.

Web Applications:

• Definition: Web applications, also called web apps, are accessed through a web browser. They reside on remote servers and require an internet connection to function.
• Runtime Environment: Web apps run within a web browser (like Chrome, Firefox, or Edge). Users interact with them via the browser interface.
• Cross-Platform: Web apps work on any device with a compatible browser, regardless of the operating system.
• Installation: No installation is needed for web apps. Users simply visit a website to access the application.
• Resource Usage: Web apps consume fewer local resources because most processing happens on the server.
• Examples: Gmail, Facebook, and online banking portals.

Microsoft offers most applications as both web apps and desktop apps, and they offer seamless integration. You can use Office Web Apps for quick edits, collaboration, or when you’re away from your primary device. When you need advanced features or offline access, switch to the Desktop Apps. They offer a richer experience and more capabilities.

For sharing files, you can store your files in OneDrive (which integrates with both web and desktop). Any changes made in either version will sync automatically. This gives you the option to edit anywhere. You can edit a document in the web version, save it to OneDrive, and then continue editing in the desktop app. You can also collaborate with others in real time using Office Web Apps. Multiple users can edit the same document simultaneously. For final reviews, formatting, or complex tasks, switch to the desktop apps.

Microsoft also offers mobile apps (available for iOS and Android) when you’re on the go. They provide a similar experience to the web version.

In summary, the key distinction lies in where they run: desktop apps are installed locally, while web apps run in a browser over the internet. Use the web version for convenience and quick tasks, and leverage the desktop apps for power and versatility.

What Microsoft questions do you have?

If you also need help understanding how to use MS 365, schedule a 15-minute introductory meeting with me. I love supporting folks in becoming more proficient and efficient in using Microsoft 365 apps.