Creating a New Document, Saving & Page Views in MS Word

1. Creating a New Document

• A Document is a file created in MS Word where we type and edit text.

• Steps to create a new document:

  1. Open MS Word.

  2. Click on File → New.

  3. Select Blank Document (for a fresh page) OR choose a Template (pre-designed format).

  4. A new page will open where you can start typing.

Shortcut: Press Ctrl + N to create a new blank document quickly.

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2. Saving a Document

• Saving stores your work on the computer for future use.

• Steps:

  1. Click on File → Save (or press Ctrl + S).

  2. Choose the folder/location where you want to store it.

  3. Type a File Name.

  4. Click Save.

AutoSave: In newer versions, MS Word also has AutoSave (when connected to OneDrive/Cloud).

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3. Saving in Different Formats

• MS Word allows saving documents in multiple formats depending on the use.

Common Formats:

• .docx → Default Word format.

• .doc → Older version format (Word 97–2003).

• .pdf → Portable Document Format (for sharing/printing without changes).

• .txt → Plain Text (no formatting).

• .rtf → Rich Text Format (can be opened in different word processors).

• .html / .htm → Web page format.

Steps:File → Save As → Select location → In “Save as type” choose desired format → Save.

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4. Different Page Views in MS Word

Page Views allow users to see the document in different ways for editing/printing.

Types of Views:

1. Print Layout View (Default) → Shows document as it will look when printed.

2. Web Layout View → Shows how the document would look as a web page.

3. Outline View → Displays document in outline form (headings/subheadings).

4. Draft (Normal) View → Simple view for fast typing/editing without page elements.

5. Read Mode → Optimized for easy reading on screen.

Shortcut: Found under View Tab → Views Group.

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5. Page Layout in MS Word

Page Layout decides how the document looks when printed.

Important Page Layout Options:

• Margins → Space around the page.

• Orientation → Portrait (vertical) or Landscape (horizontal).

• Paper Size → A4, Letter, Legal, etc.

• Columns → One column or multiple (like newspapers).

• Breaks → Page break, section break.

• Indentation & Spacing → Controls paragraph alignment.

• Shortcut: Found under Layout (or Page Layout) Tab.

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Conclusion

• New Document → Start fresh work.

• Saving → Store for future use.

• Save As → Store in different formats for sharing/compatibility.

• Page Views → Different ways to display/edit a document.

• Page Layouts → Control printed appearance of document.