Saving and Sharing Documents

Introduction

When you create a new document in Word, it's important to save your work so you can access and edit it later. Word allows you to save files to your computer or to the cloud using OneDrive. You can also export documents into different formats and share them with others.

Watch the video below to learn how to save and share Word documents.

Save and Save As

Save updates your current document with the latest changes. After the first save, you won’t need to choose a name or location again.

Save As creates a new copy of the document. This allows you to keep the original version unchanged.

About OneDrive

OneDrive is Microsoft’s cloud storage service. It allows you to save and access your documents online from any device. To use OneDrive, you must be signed in to Word with your Microsoft account.

To Save a Document

1. Click the Save button on the Quick Access Toolbar.

2. If saving for the first time, choose a location (This PC or OneDrive).

3. Enter a file name.

4. Click Save.

You can also press Ctrl + S on your keyboard.

Using Save As to Make a Copy

To create a new version of your document:

1. Click File.
2. Select Save As.
3. Choose a new location or file name.
4. Click Save.

To Change the Default Save Location

1. Click the File tab.
2. Select Options.
3. Click Save.
4. Check Save to Computer by default.
5. Click OK.

AutoRecover

Word automatically saves temporary copies of your document while you work. This feature helps protect your work if the program closes unexpectedly.

To Use AutoRecover

1. Open Word after a crash.
2. The Document Recovery pane will appear.
3. Click an available file to restore it.

By default, Word autosaves every 10 minutes.

Exporting Documents

Word documents are saved as .docx files by default, but you can export them into other formats.

To Export a Document as a PDF File

1. Click File.
2. Select Export.
3. Click Create PDF/XPS.
4. Choose a location and click Publish.

To Export a Document to Other File Types

1. Click File.
2. Select Export.
3. Choose Change File Type.
4. Select the file type you want.
5. Click Save As.

Sharing Documents

Word makes it easy to collaborate using OneDrive. Instead of sending email attachments, you can share access to the same document.

To Share a Document

1. Click File.
2. Select Share.
3. Choose how you want to send the link.
4. Set permissions and send.

Challenge!

• Open a practice document.
• Use Save As to create a copy named Saving Challenge Practice.
• Export the document as a PDF.

Frequently Asked Questions

What is the difference between Save and Save As?

Save updates the current file, while Save As creates a new copy with a different name or location.

How often does Word AutoRecover save?

By default, Word saves temporary copies every 10 minutes.

Can I share a document without emailing it?

Yes. You can share a document using OneDrive and allow others to view or edit it online.