About this lesson
Create a new document in Word Online and learn how to make edits. Explore all the options available for working with and managing documents stored in the library.
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Modifying and Editing Documents
Now we have some documents in the library, it's time to see how we can edit those documents.
When to use
Edit a document in the document library whenever a change needs to be made.
Creating a New Document using Word Online
- From the Home page, click New.
- Select Word document. The document will open in Word Online.
- Add some sample text.
- Click on the document title and rename to something more meaningful.
- Close the window.
Editing a Document in Word Online
- From the document library, click on the document link. The file will open in Word Online.
- Make some changes to the document. The file will save automatically.
- Close the window.
More Document Actions
- From the document library, hover the mouse over the document.
- Click the three dots to see a menu of actions.
- Open - open the file in Word Online.
- Preview - see a preview of the file before you open it.
- Share - share the file with others.
- Copy link - copy the link to the file to paste into an email or other application.
- Manage access - manage who has access to the file.
- Download - download the file to work on it offline.
- Delete - delete the file from the document library.
- Automate - add automation using Power Automate.
- Rename - rename the file.
- Pin to top - pin important documents to the top of the document library.
- Move to - move the file to another folder.
- Copy to - copy the file to another folder.
- Version history - see all versions of the document and restore previous version if required.
- Alert me - add an alert me notification to the document.
Checking Out Documents
If we open a document and start editing it, that document is not exclusively for our use. Any other team member can also open the document and start making changes at the same time. To prevent this from happening and lock the document for exclusive use, we can check it out, make our changes, and then check it back in when we are finished.
- Click More and select Check Out.
- The document is now checked out to you and no one else can access the document.
- Click More and select Check In to release the document.
Hints & tips
- Online version of MS apps are slimmed down versions of the full desktop versions. To open a document in the full version of Word, open it in Word Online, click Editing and select Desktop App.
- When a document is checked out to you, other people will be able to see that you have the document open by moving their mouse over the document link.
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