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Microsoft Word Basics: Create, Save, and Export a Document

By the Gray Hair Jobs Editorial Team · Published · 2 min read

The short answer

Microsoft Word is a widely used program for writing documents such as resumes and cover letters. You can start a blank document, type and format your text, and save it to your computer. Word can also save a PDF copy using File > Save As or File > Export. Menu wording can differ slightly between versions, but the main steps are similar.

Key points

  • Word documents usually end in .docx.
  • Save your work often, or turn on AutoSave if available.
  • File > Save As lets you pick a location and file type.
  • Word can save a PDF copy of your document.
  • The exact wording of menus can vary by version.

Start a new document

  1. Open Microsoft Word.
  2. Click Blank document (or New, then Blank document).
  3. Start typing.

Word also offers resume templates. They can be useful, but simple layouts work best for online applications. See what is an ATS for why.

Format your text

The Home tab at the top holds the most common tools:

  • B, I, and U for bold, italic, and underline
  • The font name and size boxes
  • Bullet and numbered list buttons
  • Styles, such as Heading 1, for section titles

Highlight text by clicking and dragging over it, then choose the tool you want.

Save your document

  1. Click File, then Save As.
  2. Choose where to save it. Your Documents folder or Desktop is easy to find later. You may also see OneDrive, which is Microsoft's online storage.
  3. Type a clear file name, such as "Jane-Miller-Resume".
  4. Click Save.

After the first save, you can press Ctrl + S on Windows or Command + S on a Mac to save again quickly.

Save a PDF copy

On Windows:

  1. Click File, then Save As.
  2. Pick a location.
  3. In the Save as type list, choose PDF.
  4. Click Save.

Some versions also offer File > Export > Create PDF/XPS Document.

On a Mac:

  1. Click File, then Save As.
  2. In the File Format list, choose PDF.
  3. Click Export or Save.

The exact wording can vary by version. Keep the original Word file too, because that is the one you edit later.

Open a document later

Open Word and look under Recent, or click Open and find your file. You can also double-click the file in your Documents folder.

For more on PDFs, read creating PDFs. If you do not have Word, Google Docs is a free alternative.

Frequently asked questions

Do I need to buy Microsoft Word?

Not necessarily. Microsoft offers a free web version of Word with a Microsoft account, though it has fewer features than the full program. Many computers come with a trial version. Google Docs is another free option that can create Word and PDF files. Public libraries often provide computers with Word installed.

What does .docx mean?

It is the file ending for documents created in modern versions of Microsoft Word. Older versions used .doc. Most employers and application systems accept both. If you see a request for a "Word document," a .docx file is what they mean.

What should I do if Word closes before I save?

Reopen Word. It often shows a Document Recovery panel offering to restore unsaved work. To avoid losing work, save early and often, and turn on AutoSave if your version offers it. Saving to OneDrive also keeps an online copy. The exact recovery options can vary by version.

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