Save a file in Microsoft Office

You can save a file to a folder on your hard disk drive, a network location, the cloud, a DVD, the desktop, flash drive, or save as another file format such as RTF, CSV or PDF. While you must identify the target location, if it is different than the default folder, the saving process is the same regardless of what location you choose.

By default Office programs save files in the default working folder. To save the copy in a different location, click a different folder in the folder list.

Important: Even if you have AutoRecover enabled, you should save the file frequently while you are working on it to avoid losing data because of an unexpected power failure or other problem.

To save your file:

  1. Press CTRL+S or click the File tab, and then click Save.

    Tip: You can also click the Save icon [Untitled] on the Quick Access Toolbar.

  2. You must enter a name for the file if you are saving it for the first time.

Note: Beginning in February 2019 we'll start rolling out a feature to Office 365 users on Windows and Mac that makes it easier to save your files to the cloud. By default, if you are signed in, files will be saved to OneDrive. If you want to save the current files somewhere else, click the Location drop-down to see additional locations. If the location you want isn't there, you can open the full Save As window by selecting More save options.

The save dialog in Microsoft Excel for Office 365
If you haven't received this update yet, then your Office applications will continue to use the classic experience for saving.

Save a copy as a new file (Save As)

Tip: If you're going to create a new file, based on an existing file, but only want your changes saved in the new file it's a good idea to do the Save a Copy process first thing; before you've made any changes. That way your original file will remain unchanged and all your edits will be in the new copy.

  1. Press F12 or click File > Save a Copy

  2. By default Office will save the copy in the same location as the original. If you want to save the new copy in a different location choose it at this point. If you're happy with the existing location go on to step 3.

  3. Give your new copy a name and click Save.

Your original file will be closed and you'll now be working in the new copy you just created.

Tip: If you find yourself creating new files based on existing files often, you may want to use templates to make the process easier and safer. See Create a template for more information.

Choose a different location to save your file

During the Save, or Save a Copy, process described above you can choose a different location to save your file.

  1. Select the cloud, web site, or device location where you want to save the file.

    Location

    Description

    Sites – [Your Company Name]

    SharePoint or Office 365 Groups document libraries

    OneDrive – [Your Company Name]

    OneDrive for Business

    OneDrive – Personal

    OneDrive for consumers via your Microsoft account

    This PC

    Your local device, including any connected hard drives or flash drives

    Browse

    Opens the File Explorer so you can navigate to any location on your computer.

  2. Select a folder from the Recent Folders list, or click Browse if you don't see the location you want listed there.

  3. Confirm the filename you want to use and click Save.

Save as a different, or older, format

You might want to save your file in another format so that you, or somebody else, can open the file in a different program or older version. For example, you might want to save your Word 2016 document as a Rich Text File (RTF) or your Excel workbook as a Comma-Separated Values (CSV) file.

  1. Click the File tab.

  2. Click Save As.

  3. Choose a file location, such as OneDrive or This PC to store your file.

  4. In the File name box, enter a new name for the file.

  5. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Word 97-2003 (.doc), Web Page (.htm or .html), or Comma Delimited (.csv).

    Click the file type drop down to select a different file format for your document

    Note: For more information about how to save files in PDF (.pdf) or XPS (.xps) formats, see Save or convert to PDF or XPS.

  6. Click Save.

You can save a copy as a new file, or in a different format, or to a different location in Office 2016.

Save a copy as a new file (Save As)

Tip: If you're going to create a new file, based on an existing file, but only want your changes saved in the new file it's a good idea to do the Save a Copy process first thing; before you've made any changes. That way your original file will remain unchanged and all your edits will be in the new copy.

  1. Press F12 or click File > Save a Copy

  2. By default Office will save the copy in the same location as the original. If you want to save the new copy in a different location choose it at this point. If you're happy with the existing location go on to step 3.

  3. Give your new copy a name and click Save.

Your original file will be closed and you'll now be working in the new copy you just created.

Tip: If you find yourself creating new files based on existing files often, you may want to use templates to make the process easier and safer. See Create a template for more information.

Choose a different location to save your file

During the Save, or Save a Copy, process described above you can choose a different location to save your file.

  1. Select the cloud, web site, or device location where you want to save the file.

    Location

    Description

    Sites – [Your Company Name]

    SharePoint or Office 365 Groups document libraries

    OneDrive – [Your Company Name]

    OneDrive for Business

    OneDrive – Personal

    OneDrive for consumers via your Microsoft account

    This PC

    Your local device, including any connected hard drives or flash drives

    Browse

    Opens the File Explorer so you can navigate to any location on your computer.

  2. Select a folder from the Recent Folders list, or click Browse if you don't see the location you want listed there.

  3. Confirm the filename you want to use and click Save.

Save as a different, or older, format

You might want to save your file in another format so that you, or somebody else, can open the file in a different program or older version. For example, you might want to save your Word 2016 document as a Rich Text File (RTF) or your Excel workbook as a Comma-Separated Values (CSV) file.

  1. Click the File tab.

  2. Click Save As.

  3. Choose a file location, such as OneDrive or This PC to store your file.

  4. In the File name box, enter a new name for the file.

  5. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Word 97-2003 (.doc), Web Page (.htm or .html), or Comma Delimited (.csv).

    Click the file type drop down to select a different file format for your document

    Note: For more information about how to save files in PDF (.pdf) or XPS (.xps) formats, see Save or convert to PDF or XPS.

  6. Click Save.

Save as a copy, or to a different location in Office 2013.

  1. Select the cloud, web site, or device location where you want to save the file.

    Location

    Description

    Sites – [Your Company Name]

    SharePoint Server 2013 or earlier document libraries

    OneDrive – [Your Company Name]

    OneDrive for Business

    OneDrive – Personal

    OneDrive for consumers via your Microsoft account

    Other web locations

    Any other websites you have file storage access to.

    Computer

    Your local device

  2. Select a folder from the Recent Folders list, or click Browse if you don't see the location you want listed there.

  3. Confirm the filename you want to use and click Save.

When you use the Save As dialog box, you can also save the file to a new location by using the Navigation pane.

Windows Vista and Windows 7 Save As dialog

  1. To choose a folder or type the path to a folder, use the Address Bar.

  2. To quickly see locations you use often, use the Navigation pane.

  3. To see more file types, click the arrow.

You can also use the Save As dialog box to rename a file or change the location of where you save the file by clicking a different folder.

You might want to save your file in another format so that you, or somebody else, can open the file in a different program or older version. For example, you might want to save your Word 2016 document as a Rich Text File (RTF) or your Excel workbook as a Comma-Separated Values (CSV) file.

  1. Click the File tab.

  2. Click Save As.

  3. Choose a file location, such as OneDrive or This PC to store your file.

  4. In the File name box, enter a new name for the file.

  5. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Web Page (.htm or .html), or Comma Delimited (.csv).

    Click the file type drop down to select a different file format for your document

    Note: For more information about how to save files in PDF (.pdf) or XPS (.xps) formats, see Save or convert to PDF or XPS.

  6. Click Save.

If you are using Office 2010, you can save files in an earlier version of Office by selecting the version in the Save as type list in the Save As dialog box. For example, you can save your Word 2010 document (.docx) as a 97-2003 document (.doc).

Notes: 

  • Office 2010 continues the use of the XML-based file formats, such as .docx, .xlsx, and .pptx, introduced in the 2007 Office release. Therefore, files created in Microsoft Word 2010, Microsoft Excel 2010, and Microsoft PowerPoint 2010 can be opened in the 2007 Office release programs without special add-ins or loss of functionality. For more information, see Open XML Formats and file name extensions.

  • For more information about compatibility between files from different releases, see Use the Compatibility Checker.

For information about saving Microsoft Access 2010 .ACCDB files into the older .MDB format see Convert an .accdb database to an earlier file format.

  1. Click the File tab.

  2. Click Save As.

  3. In the File name box, enter a new name for the file.

  4. Click Save.

When you use the Save As dialog box, you can also save the file to a new location by using the Navigation pane.

Windows Vista and Windows 7 Save As dialog

  1. To choose a folder or type the path to a folder, use the Address Bar.

  2. To quickly see locations you use often, use the Navigation pane.

  3. To see more file types, click the arrow.

You can also use the Save As dialog box to rename a file or change the location of where you save the file by clicking a different folder.

You might want to save your file in another format so that you, or somebody else, can open the file in a different program or older version. For example, you might want to save your Word 2016 document as a Rich Text File (RTF) or your Excel workbook as a Comma-Separated Values (CSV) file.

  1. Click the File tab.

  2. Click Save As.

  3. Choose a file location, such as OneDrive or This PC to store your file.

  4. In the File name box, enter a new name for the file.

  5. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Web Page (.htm or .html), or Comma Delimited (.csv).

    Click the file type drop down to select a different file format for your document

    Note: For more information about how to save files in PDF (.pdf) or XPS (.xps) formats, see Save or convert to PDF or XPS.

  6. Click Save.

If you are using Office 2010, you can save files in an earlier version of Office by selecting the version in the Save as type list in the Save As dialog box. For example, you can save your Word 2010 document (.docx) as a 97-2003 document (.doc).

Notes: 

  • Office 2010 continues the use of the XML-based file formats, such as .docx, .xlsx, and .pptx, introduced in the 2007 Office release. Therefore, files created in Microsoft Word 2010, Microsoft Excel 2010, and Microsoft PowerPoint 2010 can be opened in the 2007 Office release programs without special add-ins or loss of functionality. For more information, see Open XML Formats and file name extensions.

  • For more information about compatibility between files from different releases, see Use the Compatibility Checker.

For information about saving Microsoft Access 2010 .ACCDB files into the older .MDB format see Convert an .accdb database to an earlier file format.

We're listening

This article was updated by Ben on May 8th, 2019 as a result of your comments. If you found it helpful, and especially if you didn't, please use the feedback controls below to let us know how we can make it better.

See Also

Expand your Office skills
Explore training
Get new features first
Join Office Insiders

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.

×