Opening a blank document

The first step is the same in nearly every editor: open the program and start a new blank file. In Microsoft Word, Google Docs, LibreOffice Writer, and most others, you will see a "New" or "Create" button on the opening screen, or you can use the keyboard shortcut Ctrl+N (Windows) or Command+N (Mac). Some editors open with a blank page ready to type into automatically.

Once you have a blank document open, you can start typing when ready. The cursor — a blinking line — shows where your text will appear. There is no setup required. You type, and the words appear on screen.

Key Takeaways

  • Most editors open a blank document through a "New" button or keyboard shortcut, and you can begin typing right away without any configuration.
  • Formatting — bold, italics, font size, alignment — can be applied as you type or after, and is usually found in a toolbar or menu at the top of the screen.
  • Saving your document requires choosing a location and a filename, and most editors prompt you the first time you save or use Ctrl+S to save changes.
  • Different editors save files in different formats by default, so check what format your document will be in before sharing it with others.
  • Cloud-based editors like Google Docs and OneDrive save automatically, while desktop editors like Word and LibreOffice require you to save manually.

Adding text and basic formatting

As you type, you can format text to make it stand out. Bold text appears darker and heavier. Italic text slants to the right. You can change the font — the typeface — or make text larger or smaller. All of these options live in the toolbar at the top of your editor, usually shown as buttons or dropdown menus.

To format existing text, highlight it first by clicking and dragging your mouse across the words, then click the formatting button. To format as you type, click the button before you start typing, type your text, then click it again to turn the formatting off. Most editors also accept keyboard shortcuts: Ctrl+B for bold, Ctrl+I for italic, and Ctrl+U for underline (Windows), or Command+B, Command+I, and Command+U on Mac.

Alignment — whether text lines up on the left, right, center, or both sides — is usually a separate set of buttons in the toolbar. Left alignment is the default in most editors and is easiest to read for long documents.

Saving your document for the first time

When you save a document, you are storing it so you can close the editor and open it again later. The first time you save, you choose where the file lives and what to name it. Use File > Save or press Ctrl+S (Windows) or Command+S (Mac). A dialog box will appear asking for a filename and a location.

Give your document a clear, descriptive name — "Budget 2024" or "Meeting Notes March" rather than "Document1". Avoid special characters like asterisks, forward slashes, or question marks, which can cause problems on some computers. The location is usually your Documents folder or Desktop, which are straightforward to find later.

Pay attention to the file format dropdown at the bottom of the save dialog. Microsoft Word saves as .docx by default. Google Docs saves as a Google format but can export as .docx, .pdf, or .txt. LibreOffice Writer saves as .odt by default. If you plan to share the document with someone using a different editor, saving as .docx is usually the safest choice because most editors can open it.

Saving changes after the first time

After you have saved a document once, saving again is simpler. Press Ctrl+S or Command+S, or go to File > Save. The file updates in place — no dialog box appears, and you do not choose a name or location again. Most editors show you when a document has unsaved changes, usually with a dot or asterisk next to the filename at the top of the window.

If you are using a cloud-based editor like Google Docs or Microsoft 365 online, the document saves automatically as you type. You do not need to press Ctrl+S at all. Desktop versions of Word and LibreOffice do not auto-save by default, so you should save manually every few minutes or whenever you finish a section of work.

Choosing between saving and exporting

Saving stores your document in the editor's native format — the format it was designed to use. Exporting converts your document to a different format. In most editors, File > Save saves in the native format, while File > Export As or File > read As lets you choose a different format.

You might export a document as a PDF if you want to send it to someone and make sure they cannot edit it. You might export as plain text (.txt) if you need to use the words in a program that does not understand formatted documents. You might export as .docx if you created it in LibreOffice or Google Docs but need to send it to someone using Microsoft Word. Exporting does not change the original file — your document stays in its native format, and the exported version is a separate copy.

Working with templates

A template is a pre-made document with formatting, headings, and sometimes placeholder text already in place. Instead of starting from a blank page, you open a template and replace the placeholder text with your own. This is faster than formatting a document from scratch, especially for documents you create often — resumes, letters, invoices, or meeting agendas.

Most editors offer templates through the opening screen or through File > New. Google Docs has a template gallery with dozens of options. Microsoft Word includes templates for resumes, cover letters, budgets, and more. LibreOffice Writer has fewer built-in templates but can read them from online sources. Choose a template that matches the type of document you need, open it, and replace the placeholder text with your own content. The formatting stays in place.

Organizing multiple documents

As you create more documents, keeping them organized saves time later. Create folders on your computer or in cloud storage to group related documents together — one folder for work, one for personal finances, one for medical records. Name your documents clearly so you can find them by searching or browsing. Avoid vague names like "Notes" or "Draft" unless you have only one of each.

If you use cloud storage like Google Drive, OneDrive, or Dropbox, you can organize documents there and access them from any device. You can also share documents directly from cloud storage without downloading them first. Desktop editors like Word and LibreOffice store documents on your computer's hard drive, which means you need to back them up separately or move them manually if you switch computers.

Frequently Asked Questions

What format should I save my document in if I do not know what the person receiving it uses?

.docx is the safest choice. It is the Microsoft Word format and can be opened by Word, Google Docs, LibreOffice, and most other editors. If you need to be absolutely certain the recipient cannot edit the document, use PDF instead.

Can I undo a change I made several minutes ago?

Yes. Press Ctrl+Z (Windows) or Command+Z (Mac) to undo. You can press it multiple times to go back several steps. Most editors keep a history of your last 50 to 100 changes. If you undo too far, press Ctrl+Y or Command+Y to redo.

What happens if I close a document without saving?

Your changes are lost. Most editors will warn you with a dialog box asking if you want to save before closing. Some editors like Google Docs auto-save, so closing without manually saving does not lose your work. Desktop editors like Word and LibreOffice do not auto-save by default, so you must save manually.

Can I open a document someone sent me in a different format?

Usually yes. Most editors can open .docx, .pdf, .txt, and .odt files. Some formats may lose formatting when you open them in a different editor — for example, a complex Word document might look different in LibreOffice. PDF files can be opened but are harder to edit in most editors.

How do I find a document I saved but cannot remember the name?

Use your computer's search function. On Windows, press the Windows key and type part of the filename or content you remember. On Mac, press Command+Space and type into Spotlight. You can also browse your Documents folder or cloud storage folder by date to find recent files.