Write your first document, save it where you can find it and share it in a format the other person can open, without losing your editable copy.
Choose a tool for the job
| App | Use it for |
|---|---|
| TextEdit | Plain or formatted text |
| Pages | Designed documents |
| Numbers | Spreadsheets |
| Keynote | Presentations |
You do not need several tools for the same task. Start with one and check whether it opens and exports the formats your collaborators use. You can also use Microsoft Office-compatible apps when your work needs them.
Whether these apps are available, and what you need to download them, depends on the device and the account.
Write and save your first document
Saving with a clear name in a folder you know is what lets you find the document again next week.
- Open TextEdit or Pages. If a dialog appears, click New Document in the bottom-left corner; if not, open the File menu and choose New. In Pages, double-click a template to open it.
- Write a title and a test paragraph.
- Press Command + S.
- Enter a descriptive name.
- In the Where pop-up menu, choose a folder you recognize, such as Mac Practice inside Documents, and click Save. If you cannot see the folders, expand the save dialog.
- Close the document and reopen it from Finder, the app that shows your files and folders.
In TextEdit, check the Format menu if you need plain text or rich text. Use the formatting controls to emphasize only what matters. Even when an app saves automatically, it is worth checking the name and location.
Share a copy in the right format
The other person may not have the same app you do. Keep the editable document and send a copy in the format that works for them.
- For someone to read it without the same app: in TextEdit, open the File menu and choose Export as PDF; in Pages, open the File menu, choose Export To and then PDF. In other apps, open the File menu, choose Print, open the PDF pop-up menu and choose Save as PDF.
- For someone who needs to edit in Word: in Pages, open the File menu, choose Export To and then Word. The .docx file may be suitable, but check the result: fonts, tables and layout can change.
Always open the exported file and review every page before sending it.
Print without surprises
To print, choose an available printer, the paper size, the orientation and the page range. The preview helps prevent blank pages or clipped content.
YOUR TURN
Try it now
You did it if you see both files in Documents and the PDF keeps the text and layout you expected.
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