The basic steps for editing any document

Editing a document means opening a file, making changes to the text or formatting, and saving those changes. The exact steps depend on what program you are using and what device you have, but the process is almost always the same: open the file, make your edits, then save.

On a computer, you open a document by double-clicking its icon or by opening the program first and then opening the file from inside. On a phone or tablet, you tap the file in your file manager or in the app itself. Once the document is open, you can click or tap to place your cursor where you want to make changes, then type, delete, or rearrange text. When you are done, you save the file — usually by pressing Ctrl+S on Windows, Command+S on Mac, or by tapping a save button on your phone.

Key Takeaways

  • Most documents open by double-clicking the file icon or by opening the program and selecting the file from the File menu.
  • To edit text, click or tap where you want to make a change, then type, delete, or select and move text as needed.
  • Saving your work means pressing Ctrl+S (Windows) or Command+S (Mac), or tapping Save on your phone — do this often to avoid losing changes.
  • Different programs have different menus and buttons, but the core editing steps are the same across Microsoft Word, Google Docs, LibreOffice, and most other editors.

Opening a document on Windows or Mac

The simplest way to open a document is to find its file icon on your desktop or in your file manager and double-click it. The file will open in whatever program is set as the default for that file type — usually Microsoft Word for .docx files, Google Docs for files stored in Google Drive, or LibreOffice for .odt files.

If double-clicking does not work, or if you want to open the file in a different program, you can open the program first. In Microsoft Word, click File at the top left, then click Open, and navigate to your file. In Google Docs, go to docs.google.com, click the folder icon, and find your document in your Drive. In LibreOffice Writer, click File, then Open, and browse to your file. The file will load into the program, and you can begin editing.

Opening a document on your phone or tablet

On an iPhone or iPad, open the Files app (the folder icon on your home screen) or open the app where your document is stored — Microsoft Word, Google Docs, or another editor. Tap the file name to open it. If you have the document stored in iCloud Drive, OneDrive, or Google Drive, you may need to tap the cloud icon first to see your files.

On an Android phone, open the Files app or the app where your document lives, then tap the file. Some phones have a Files app built in; others use Google Files or another file manager. Once the document opens, you can edit it the same way you would on a computer — tap where you want to make a change and type or delete text.

Making changes to text and formatting

Once your document is open, click or tap anywhere in the text to place your cursor. You can then type new text, press Delete or Backspace to remove text, or select text and replace it. To select text, click and drag across the words you want to change, or on a phone, tap and hold, then drag to select. Once text is selected, you can delete it, copy it, or type new text to replace it.

To change how text looks — making it bold, italic, underlined, or a different color — select the text first, then use the formatting buttons in the toolbar. In most programs, these buttons are near the top of the window. Bold is usually a B, italic is usually an I, and underline is usually a U. You can also change the font, font size, and text color from the toolbar. On a phone, you may need to tap a formatting button or menu to see these options.

Saving your document

Saving means storing your changes so they are not lost if the program closes or your device loses power. On a Windows computer, press Ctrl+S. On a Mac, press Command+S. On a phone or tablet, most apps save automatically, but you can also look for a Save button — usually three horizontal lines (a menu icon) or a checkmark icon at the top of the screen.

The first time you save a new document, you will be asked to give it a name and choose where to store it. Type a descriptive name — "Budget 2024" or "Meeting Notes January" — and choose a folder. After that, pressing Ctrl+S or Command+S will save your changes to the same file without asking you again. If you want to save a copy with a different name, use File > Save As instead.

Undoing mistakes and recovering lost work

If you make a mistake, press Ctrl+Z (Windows) or Command+Z (Mac) to undo your last action. You can press it multiple times to undo several changes in a row. On a phone, look for an undo arrow button, usually near the top of the screen. If you undo too much, press Ctrl+Y or Command+Y to redo.

If you close a document without saving and want to recover it, open the program and look for a Recent Documents or Recent Files option. Many programs also keep a backup or temporary version of unsaved work. In Microsoft Word, click File, then click Recover Unsaved Documents. In Google Docs, your work is saved automatically to your Drive, so you can straightforward open the document again and your changes will be there. LibreOffice has an AutoRecovery feature that you can turn on in the Tools menu.

Working with different file types

Documents come in different formats, and the program you use depends on the file type. A .docx file is a Microsoft Word document and opens in Word, Google Docs, or LibreOffice. A .odt file is an OpenDocument file and opens in LibreOffice or Google Docs. A .pdf file is a read-only format — you can view it but cannot edit the text directly without special tools. A .txt file is plain text and opens in any text editor, including Notepad on Windows or TextEdit on Mac.

If you open a file in the wrong program, the formatting may look different or some features may not work. If this happens, close the file and open it in the correct program instead. You can also convert files from one format to another — for example, saving a Word document as a PDF — by using File > Save As and choosing a different file type from the dropdown menu.

Frequently Asked Questions

What is the difference between saving and exporting?

Saving stores your changes to the same file in its original format. Exporting creates a new file in a different format — for example, exporting a Word document as a PDF. Use Save when you want to keep working on the document. Use Export or Save As when you want to create a copy in a different format or with a different name.

Can I edit a document on my phone the same way I edit it on my computer?

Yes, but the experience is different. Phones have smaller screens, so menus and buttons are often hidden behind icons or tabs. Typing and selecting text can be slower on a phone. For heavy editing, a computer is usually faster, but phones work well for making quick changes or reviewing a document.

What happens if two people try to edit the same document at the same time?

In Google Docs and Microsoft 365 online, multiple people can edit the same document at the same time, and changes appear for everyone when ready. If you are using a file stored locally on your computer, only one person can edit it at a time — the second person will see a message saying the file is locked or in use.

How do I know if my changes were saved?

In most programs, the title bar shows the file name without any symbol when changes are saved. If there is an asterisk (*) or a dot next to the file name, it means you have unsaved changes. In Google Docs, you will see "Saving..." briefly at the top, then "All changes saved to Drive" when it is complete.

Can I edit a document that someone sent me as an email attachment?

Yes. read the attachment to your computer or phone, then open it with the appropriate program. Make your edits and save the file. You can then send the edited version back to the person who sent it to you, or save it to your own folder for your records.