The basics: opening and saving a Word document

To edit a Word document, you first need to open it. If you have Microsoft Word installed on your computer, double-click the file (it will have a .docx or .doc extension) and it opens directly. If you don't have Word, you have other options: Google Docs, LibreOffice Writer, or Microsoft Word Online all open Word files without requiring a paid subscription.

Once the document is open, editing works the same way in most programs. Click anywhere in the text to place your cursor, then type to add words, delete to remove them, or highlight text and type over it to replace it. When you're done, save the file by pressing Ctrl+S (Windows) or Command+S (Mac), or by going to File > Save.

The main difference between programs is where your document lives. Microsoft Word on your computer stores files on your hard drive. Google Docs and Word Online store files in the cloud — on a company server — which means you can access them from any device but the company can see what you're working on. LibreOffice Writer stores files locally like desktop Word does, but it's free and open-source.

Key Takeaways

  • Word documents open in Microsoft Word, Google Docs, LibreOffice Writer, or Word Online — each stores your file in a different place with different privacy implications.
  • Basic editing (typing, deleting, replacing text) works the same across all programs; the differences are in saving and cloud storage.
  • Desktop programs like Word and LibreOffice keep files on your computer; cloud programs like Google Docs and Word Online keep them on company servers.
  • Formatting tools (bold, italics, fonts, spacing) are available in all programs, though the menus look different depending on which one you use.
  • If you switch between programs, save your file as .docx format to keep it compatible with Microsoft Word.

Formatting text: bold, italics, fonts, and spacing

To make text bold, italic, or underlined, highlight the words you want to change, then click the B, I, or U button in the toolbar. You can also use keyboard shortcuts: Ctrl+B for bold, Ctrl+I for italics, Ctrl+U for underline (same on Mac but use Command instead of Ctrl).

To change the font or font size, highlight the text, then click the font dropdown menu in the toolbar. Most programs show you a preview of what the font will look like before you click it. Font size is usually next to the font name — click it and choose a size in points (10, 12, 14, etc.). Larger numbers mean bigger text.

To adjust spacing between lines, highlight the paragraph you want to change, then look for a line spacing option in the Format menu (or sometimes in a toolbar button that looks like horizontal lines). Most programs let you choose single spacing, 1.5 spacing, or double spacing. Paragraph spacing — the gap between one paragraph and the next — is usually in the same menu.

Adding, deleting, and moving text

To add text in the middle of a sentence, click where you want the new text to go and start typing. The existing text will shift to the right. To delete text, highlight it and press Delete or Backspace. To move text from one place to another, highlight it, press Ctrl+X (or Command+X on Mac) to cut it, click where you want it, and press Ctrl+V (or Command+V) to paste it.

If you make a mistake, press Ctrl+Z (or Command+Z) to undo your last action. You can undo multiple times by pressing it again and again. If you undo something you didn't mean to, press Ctrl+Y (or Command+Y) to redo it.

Finding and replacing words throughout the document

If you need to change a word that appears many times, use Find and Replace instead of editing each one by hand. Press Ctrl+H (or Command+H on Mac) to open the Find and Replace dialog. Type the word you want to find in the first box and the word you want to replace it with in the second box.

Click "Replace All" to change every instance at once, or click "Replace" one at a time if you want to check each change before it happens. This is especially useful if you've misspelled someone's name throughout a long document or if you want to swap out a phrase.

Working with tables, images, and other objects

To insert a table, go to Insert > Table and choose how many rows and columns you need. Click inside any cell to type. To add a row, right-click inside the table and select "Insert Row Above" or "Insert Row Below." To delete a row, right-click and select "Delete Row."

To insert an image, go to Insert > Image (or Picture). You'll be asked to choose a file from your computer. Once the image is in the document, you can click and drag the corners to resize it or click and drag the image itself to move it. Right-click the image to crop it, rotate it, or adjust its size more precisely.

If you're using a cloud-based program like Google Docs, inserting images works the same way, but the image is stored on the company's servers along with your document. If privacy is a concern, check whether the company scans images for content or uses them for training AI models — this varies by program.

Saving and sharing your document

Save your work frequently by pressing Ctrl+S (or Command+S). If you're using desktop Word or LibreOffice, the file stays on your computer. If you're using Google Docs or Word Online, the file is automatically saved to the cloud as you type — you don't have to press Save manually, but your document is stored on a company server.

To share a document with someone else, the process depends on which program you're using. In desktop Word, you email the file as an attachment. In Google Docs, you click the Share button and enter the person's email address — they can then view or edit the document depending on what permission you give them. In Word Online, you can share through OneDrive or email the file.

Before sharing, consider what information is in the document. Word files can contain hidden metadata — information about who created the file, when it was edited, and sometimes tracked changes you thought you deleted. If you're sharing sensitive information, use File > Info > Check for Issues > Inspect Document (in Word) to see what metadata is attached, or save the file as a PDF instead, which strips most hidden data.

Keyboard shortcuts that save time

Learning a few keyboard shortcuts makes editing faster. Ctrl+A (or Command+A) selects all text in the document. Ctrl+F (or Command+F) opens Find so you can search for a word without replacing it. Ctrl+Home (or Command+Home) jumps to the beginning of the document; Ctrl+End (or Command+End) jumps to the end.

Ctrl+B, Ctrl+I, and Ctrl+U make text bold, italic, or underlined. Ctrl+L, Ctrl+E, and Ctrl+R align text to the left, center, or right. These shortcuts work the same way in Word, Google Docs, and LibreOffice, so learning them once saves you time across all programs.

Frequently Asked Questions

What's the difference between .doc and .docx files?

.doc is an older Microsoft Word format; .docx is the newer standard. Most programs open both, but .docx is more widely compatible. If you're saving a file for someone else to open, use .docx unless they specifically ask for .doc. You can convert between them by opening the file and using File > Save As, then choosing the format you want.

Can I edit a Word document on my phone?

Yes. Microsoft Word has a free mobile app for iPhone and Android. Google Docs also works on phones through a web browser or app. LibreOffice doesn't have an official mobile version, but some third-party apps can open and edit .docx files. Mobile editing is slower than desktop editing, but it works for small changes.

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

In Google Docs and Word Online, multiple people can edit simultaneously and see each other's changes in real time. In desktop Word, only one person can edit at a time; if someone else opens the file while you're editing it, they'll see a read-only copy. Save and close your file so others can edit it, or use cloud-based programs if you need to collaborate.

How do I protect a Word document with a password?

In Microsoft Word, go to File > Info > Protect Document > Encrypt with Password. Type a password and click OK. The next time someone opens the file, they'll have to enter the password. In Google Docs, use File > Share and set permissions to "Restricted" so only people you invite can view it. LibreOffice has a similar password option under File > Save As > Options.

Can I recover a document I accidentally deleted?

If you're using Google Docs, deleted files go to your Trash folder for 30 days. Click the Trash icon in Google Drive, find the file, right-click it, and select "Restore." In Microsoft Word on your computer, check your Recycle Bin (Windows) or Trash (Mac). In Word Online, deleted files go to OneDrive's recycle bin. If the file is gone from there, recovery depends on whether your computer or cloud service backs up old versions.