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Save a Document in Microsoft Word

Last Updated : 01 Jun, 2023
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MS Word or Microsoft Word is a software used to create documents such as reports, PDFs, pictured-document, assignments, etc. Microsoft provides features like Adding Images, Adding Visual effects, adding charts and graphs, etc. to a Word file. 

Saving a Document

Saving a document is a very important step that is to be executed right after the addition of some content in a document. This is done to prevent the loss of data that might occur because of power cuts or system failure. There are multiple ways provided by MS Word to save a file or a document with/without a name specified by the user.

Method 1: Saving a file with File Menu

To save a document using the options provided by MS Word in its File menu, go through the following steps:

Step 1: Click on the File Menu.


Step 2: Go to the Save or Save As button provided.


Step 3: Select the location where you want the file to be saved.


Step 4: Provide a name to the file or use the default one.


Step 5: Click on the Save button


Method 2: Using the Keyboard Shortcut Keys

MS Word allows us to use the shortcut keys, in case we don’t want to go through the process of clicking on File Menu and selecting Save. Steps to do the same are given below:

Step 1: Use the keys ‘CTRL + S’ to enter the Save As menu after the creation of a new file.

Step 2: Follow the steps from Step 3-Step 5 provided in the method 1.

Note: This shortcut will only allow to save the file with a new name only once, rest all the times, it will just overwrite the existing file.

Saving a File with New Name:

To save an existing file with a new name, Save As will be used. Save button will just overwrite the existing file with the same name.

Method 3: Saving a Document while Closing

Sometimes, we may forget to save our file after making changes to its content and then try to close the file, MS Word will prevent the user from doing so, by providing a pop-up to Save the file while being closed.

Step 1: Add content to a newly created file or an existing file.


Step 2: Close the file with the Close button provided on the Top-right corner of the Window.


Step 3: Choose the option of Save provided in the pop-up.


Step 4: Further follow the steps to save the file as explained in the previous methods.

Note: This option is used just to prevent the content from getting lost and is not a recommended method. Use the other two methods to save the file.

Method 4: Saving a file with other extensions/format.

From the Save As section we can also save our word file into different formats if necessary. It might not be a word document, it can be PDF, XPS Document, older version of office document etc. While saving our file after clicking Save As.. we can select the format from the drop down menu to which we would like to save / convert our word file.


The above image shows all the possible formats in which we can save the word file as supported in the latest installment of Office i.e Office 2021.

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