Creating a Document
Topic 02

Creating a Document

How to start a new document, get text on the page fast using a built-in trick, navigate views, and save your work in the right format.

Section 1

Starting a New Document

There are three ways to create a new document in Word. Each is useful in a different situation.

Blank Document

File → New → Blank Document. A completely empty page. Start from zero. Shortcut: Ctrl + N.

From a Template

File → New → search or browse templates. Word includes ready-made designs for resumes, letters, reports, and more.

From an Existing File

File → Open → browse to your file. Opens a copy you can edit. Shortcut: Ctrl + O.

Section 2

Generate Practice Text Instantly

Instead of typing dummy text manually, Word has a built-in function that generates paragraphs of real content in seconds — perfect for practicing formatting without worrying about what to write.

The =rand() function
Type it at the start of a blank line, then press Enter
=rand()
Default — inserts a few paragraphs of Word help text
=rand(3)
3 paragraphs of text
=rand(3,5)
3 paragraphs, 5 sentences each — l = paragraphs, p = sentences
=lorem(2,4)
Same idea using classic Lorem Ipsum placeholder text instead
* Must be typed at the very beginning of a line with nothing before it, then press Enter.
Why this matters: You will use =rand() throughout this course to generate text for formatting practice. It gives you real word content immediately — no copy-paste needed.
Section 3

Document Views

Word can display your document in different ways depending on what you are doing. Switch views from the View tab, or use the icons in the bottom-right of the Status Bar.

Print Layout Default

Shows the document exactly as it will print — with margins, headers, and page breaks visible.

Read Mode

Hides the Ribbon and shows the document in a clean, book-like layout. Good for reading, not editing.

Web Layout

Shows how the document would look as a web page — no page breaks, text fills the window.

Outline

Displays heading structure and lets you collapse or rearrange sections. Useful for long structured documents.

Draft

A simplified view with no page margins or images displayed. Faster for typing and editing large documents.

Focus

Hides everything except the document. Distraction-free writing mode. Press Esc to exit.

Zoom: Use the zoom slider at the bottom-right of the screen, or hold Ctrl and scroll your mouse wheel to zoom in and out without changing the view.
Section 4

Saving Your Document

Word gives you two save commands and several file formats. Knowing which to use avoids compatibility problems later.

Command Shortcut When to use
Save Ctrl + S Save changes to the same file in the same location
Save As F12 Save with a new name, new location, or a different file format
AutoSave — Automatic saving for files stored on OneDrive or SharePoint (toggle in title bar)
Format Extension Use for
Word Document .docx Default format — keeps all Word features, full editing
PDF .pdf Sharing a final version — layout is fixed, not editable
Word 97-2003 .doc Compatibility with very old systems — avoid if possible
Plain Text .txt Removes all formatting — plain content only
Save as PDF directly: File → Export → Create PDF/XPS, or use Save As and choose PDF from the format dropdown. No need for a third-party tool.
Section 5

Getting Help in Word

Word has several built-in ways to find answers without leaving the application.

F1
F1 — Help Pane

Opens the Help pane on the right side. Search for any topic. Works offline for basic help, online for full articles.

Search Box (Tell me…)

The search bar at the top of the window. Type what you want to do — Word suggests commands and help articles instantly. Shortcut: Alt + Q.

Tooltips

Hover over any button on the Ribbon and Word shows a tooltip with the command name, shortcut key, and a brief description of what it does.