Opening a blank document and saving it with a name

To create a new Word document, open Microsoft Word on your computer. You will see a start screen with template options. Click the blank document thumbnail — it is usually the first option, showing a white page. Word will open a new, empty document ready for you to type.

Before you start typing, save the document with a name so you do not lose your work. Press Ctrl+S on Windows or Command+S on Mac. A dialog box will appear asking where you want to save the file and what to name it. Type a descriptive name — for example, "Lease Agreement" or "Budget 2024" — then click Save. Word will remember this location and name, and will auto-save your changes as you work.

Key Takeaways

  • Open Word, click the blank document option, and when ready save the file with a descriptive name using Ctrl+S or Command+S.
  • Word auto-saves your work to the location you chose, so you do not have to manually save after every change.
  • You can change fonts, spacing, and margins before or after typing by using the Home tab and Layout tab at the top of the screen.
  • Save your document as a .docx file (Word's standard format) unless you need to share it with someone using an older version of Word.

Typing and basic formatting as you go

Once the document is saved, start typing. Word will format text as standard black 11-point Calibri font by default. If you want to change how text looks — make it bold, italic, larger, or a different color — select the text first by clicking and dragging across it, then use the buttons in the Home tab at the top of the screen.

The Home tab contains the most common formatting tools: Bold, Italic, Underline, font size, font color, and text highlighting. You can also change the alignment (left, center, right, or justified) from this tab. If you want to change margins, spacing between lines, or the overall page layout, use the Layout tab instead.

Adding page breaks and organizing longer documents

If you are writing something longer than one page, you may want to start a new page in the middle of your document rather than letting text flow naturally. To insert a page break, place your cursor where you want the new page to begin, then press Ctrl+Enter on Windows or Command+Enter on Mac. Word will move everything after that point to a fresh page.

For documents with multiple sections — like a cover page, a table of contents, and chapters — page breaks help keep things organized. You can also use the Insert tab to add page numbers, headers, or footers that appear on every page automatically.

Using templates to start faster

If you do not want to build a document from scratch, Word offers templates for common documents like letters, resumes, invoices, and flyers. When you first open Word, the start screen shows template options. Click any template that matches what you need, and Word will open a pre-formatted document with placeholder text you can replace with your own information.

Templates save time because the layout, fonts, and spacing are already done. You straightforward fill in your content. If you do not see a template you like on the start screen, you can search for more by typing a keyword — for example, "budget" or "meeting agenda" — in the search box at the top of the template gallery.

Saving in different formats and locations

By default, Word saves documents as .docx files, which is the standard format for modern versions of Word. If you need to share your document with someone using an older version of Word (2003 or earlier), you can save it as a .doc file instead. To do this, go to File, then Save As, choose the location and name, and select "Word 97-2003 Document" from the file type dropdown.

You can also save documents to cloud storage like OneDrive or SharePoint, which means you can access them from any device with an internet connection. When you save to OneDrive, Word will continue to auto-save your changes in the cloud. If you save to your computer's hard drive, the document exists only on that machine unless you manually copy it elsewhere.

Printing and exporting to PDF

When your document is ready to print, go to File and click Print. Word will show you a preview of how the document will look on paper. You can choose how many copies to print, which pages to print, and which printer to use. If you do not have a printer connected, you can save the document as a PDF file instead, which you can then email or view on any device.

To save as PDF, go to File, then Save As, and select "PDF" from the file type dropdown. A PDF version of your document will be saved to the location you choose. PDFs preserve the exact formatting and layout, so the document will look the same on any device or when printed later.

Recovering a document you did not save

If Word closes unexpectedly or you close a document without saving, Word has a recovery feature. When you reopen Word, it will show a recovery pane on the left side of the screen with any unsaved documents. Click the document you want to recover, and Word will open it. You can then save it normally.

You can also recover older versions of a document you have been working on. Go to File, then Info, and look for "Manage Versions" or "Recover Unsaved Documents." This shows you previous versions Word has auto-saved, so you can go back to an earlier state if you made changes you want to undo.

Frequently Asked Questions

Where does Word save my document if I do not choose a location?

Word saves to your Documents folder by default on Windows and Mac. You can change this default location in Word's settings, or you can choose a different location each time you save a new document. If you save to OneDrive, the document is stored in your cloud account instead of your computer.

Can I open a Word document on my phone or tablet?

Yes, if you have the Microsoft Word app installed on your phone or tablet, you can open documents stored on OneDrive or SharePoint. You can also view and edit documents on the web by going to Office.com and signing in with your Microsoft account. Changes made on your phone will sync to your computer automatically.

What is the difference between Save and Save As?

Save (Ctrl+S) updates the document you are currently working on with the same name and location. Save As lets you create a copy of the document with a new name or save it to a different location. Use Save As when you want to keep the original document and create a separate version.

Why is my document showing as read-only?

A document is read-only when it is protected or when you do not have permission to edit it. If the document is yours, go to File and look for an "Edit Document" button. If someone else owns it, you will need to ask them to give you editing permission, or they can make a copy and share that with you instead.