By Megon VenterMon. 15 Jan. 20243min Read

How to Make a Copy of a Word Document

Follow our quick and easy professional guide on how to make a copy of a Word document on your desktop using our easy-to-use software.
How to Make a Copy of a Word Document

Creating a copy of your original Word document is a simple yet essential task that ensures your data is secure and can be modified without risking the integrity of the original file. Whether you want to experiment with edits, preserve the original formatting, or share a duplicate with others, here's a guide on how to make a copy of a Word document.

Megon Venter
B2B SaaS Content Writer
Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

How to Make a Copy of a Word Document

Follow our simple step by step instructions to make copies of entire documents in Word format. 


Step 1: Open the Original Word Document

Begin by locating and opening the original Word document that you wish to duplicate. If it's saved on your computer, navigate to the file using File Explorer or open it directly from your preferred document management software.


Step 2: Navigate to the File Tab

In the upper left corner of the Word interface, you'll find the File tab. Click on it to access the File menu. This step is crucial as it is the gateway to various document management options.

Image Source: PDF Reader Pro

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Step 3: Access the Drop-Down Menu

Within the File menu, you will see a drop-down menu with multiple options. Look for commands related to saving, sharing, or copying the document. The specific wording may vary depending on your Word version, but options include "Save As".

Image Source: PDF Reader Pro


Step 4: Choose "Save As" or "Copy" Option

Select the appropriate option from the drop-down menu. If you choose "Save As," you will be prompted to specify a new file name and location for the copy. 


Step 5: Specify Destination Folder

If you opted for "Save As," navigate to the destination folder where you want to save the copy. Ensure that you choose a location that is easily accessible and organized for your convenience.


Step 6: Save the Duplicate

Click the "Save" button or equivalent to confirm your choices and save the duplicate file in the specified location.

Image Source: PDF Reader Pro


Additional Tips:

  • Keyboard Shortcuts: For a quicker process, you can use keyboard shortcuts like Ctrl+C (copy) and Ctrl+V (paste) after selecting the document's content.
  • Context Menu: Another option is to right-click the file in File Explorer and choose the "Copy" option from the context menu.


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How to Convert Word to PDF on Windows

Use the conversion tools built into PDF Reader Pro to easily produce a PDF file format from your Word document using your Windows operating system.

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Step 1: Click the File Button on the Main Menu

Click "New" and select "From File".

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Step 2: Find Your File Location

Select a Microsoft Word file for PDF conversion from the different file types in your library.

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Step 3: Save Your PDF File

The file conversion from Word to PDF is now complete.

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How to Convert Word to PDF on Mac

Use the advanced features offered by PDF Reader Pro to convert Microsoft Word documents to PDF files with ease on your Mac operating system.

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Step 1: Click the File Button

Select "New" and "From File" from the drop-down options to use our PDF tools.

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Step 2: Go to Your Microsoft Word File Location

Find the Word document file format you want to convert and proceed to secure file uploading into PDF Reader Pro.

Image Source: PDF Reader Pro

Step 3: Save Your New PDF Document

Save your new file, as our PDF conversion tool has already turned your Microsoft Word document into a PDF with ease. Alternatively, use our share feature to send it as an email message or attachment.

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Making Copies of Word Documents: FAQs

Have questions about how to make copies of your document files? Peruse our FAQ section.


Can I make a copy of a Word document without opening it?

Yes, you can. Right-click on the file in File Explorer, choose "Copy," and then paste it in the desired location. This method creates a duplicate without opening the document.


Does making a copy affect the original document?

No, creating a copy does not affect the original document. The purpose of copying is to preserve the original file while allowing modifications or sharing of the duplicate.


Can I copy a Word document using keyboard shortcuts?

Certainly. After opening the document, use Ctrl+C to copy the content and Ctrl+V to paste it in the desired location, creating a duplicate.


What if I accidentally overwrite the original document?

Exercise caution when saving copies. If you accidentally overwrite the original, immediately check the recycling bin for the original file or use system recovery options.


How can I copy specific content within a document?

Highlight the content you want to copy, use Ctrl+C to copy, and then paste it using Ctrl+V at the desired location. This method is useful for duplicating specific sections.


Are there any formatting issues when making a copy?

Generally, no. Making a copy preserves the formatting of the original document. However, if you encounter any issues, verify the destination's compatibility and consider using the "Paste Special" option.


Can I make copies of password-protected Word documents?

In most cases, yes. Ensure you have the necessary permissions and know the password. If the document is encrypted, you might need to decrypt it first.


Is it possible to automate the copying process for multiple documents?

Yes, you can use scripting or batch processing tools to automate copying for multiple documents. However, this requires some programming knowledge.


Can I make copies directly in cloud storage services?

Certainly. Cloud services like Google Drive or OneDrive often provide options to duplicate files. Right-click on the file, select "Copy" or "Duplicate," and place it in the desired location.


How do I track changes between the original and the copy?

Word's "Track Changes" feature can help you identify modifications. Ensure this feature is activated, and changes made in the copy will be highlighted.


By following these steps, you can efficiently create a copy of your Word document, preserving the original file while providing room for experimentation or sharing. Always be mindful of your actions to avoid accidental modifications to the original document.

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