Microsoft Word: from first draft to polished document
Learn to write, format and review documents efficiently, using styles, templates and collaboration tools.
Last reviewed: November 2026
Getting started
- Start from a template: go to File, then New, and search for a template such as a letter, report or CV.
- Learn the ribbon: Home holds text and paragraph formatting, Insert adds tables and images, and Review holds comments and track changes.
- Save to OneDrive to use AutoSave and open files from other devices.
Format with styles
Styles keep headings and body text consistent across a long document. Select text, then choose a style from the Styles gallery on the Home tab. If you later change a style, every paragraph that uses it updates at once.
Create a table of contents
- Apply Heading 1, Heading 2 and so on to your section titles.
- Place the cursor where the contents should appear.
- Go to References, then Table of Contents, and choose an automatic style.
- After editing, right-click the table and select Update Field.
Review and collaborate
Use Comments to ask questions. Turn on Track Changes in the Review tab so edits are visible, then accept or reject them when review is complete. Files stored in OneDrive or SharePoint can be edited by several people at once.
Mail merge
Mail merge creates personalised letters or labels from a list of names and addresses. Go to Mailings, choose Start Mail Merge, select your recipient list (often an Excel sheet), then insert merge fields and preview the results before you finish.
Common problems
Formatting jumps around when I edit
Turn on formatting marks (the paragraph symbol on the Home tab). Remove extra spaces and manual page breaks, and use paragraph settings instead.
The table of contents shows the wrong page numbers
Right-click the table, choose Update Field, then select Update entire table.
The file is read-only
The file may be open in another window, stored in a protected location, or opened from an email attachment. Save a copy to a folder you control.
Frequently asked questions
Can I edit Word files on a phone?
Yes. The Word mobile app and Word for the web can open and edit most documents. Some advanced features are only on the desktop app.
Why can’t I see the Review tab?
The ribbon may be collapsed. Click the arrow at the right of the ribbon, or press Ctrl+F1 to show the full ribbon.