How to Use Word Offline: A Step-by-Step Guide

Ever found yourself in a situation where you need to access your Word documents, but there’s no internet connection in sight? Don’t worry, it’s possible to use Word offline and still get your work done. All you need to do is enable the offline feature in advance and you’re good to go. Let’s dive into the steps to make it happen.

Step by Step Tutorial on How to Use Word Offline

Before we get into the nitty-gritty, it’s important to note that setting up Word to be used offline is a one-time setup. Once you’ve made the necessary changes, you’ll be able to access, edit, and save your documents without an internet connection.

Step 1: Open Word and Sign In

First things first, you need to open Microsoft Word on your computer and sign in with your Microsoft account.

After signing in, your account will sync with Word, ensuring that all your documents are available to you offline.

Step 2: Go to the File Tab

Once you’re signed in, click on the "File" tab located in the upper-left corner of the Word window.

The File tab is where you’ll find all the options for saving, opening, and creating documents, as well as the settings for enabling offline use.

Step 3: Click on ‘Save As’

Under the File tab, look for the "Save As" option and click on it.

This step is crucial as it allows you to designate a location on your computer where your documents will be saved and accessible offline.

Step 4: Select ‘OneDrive’

In the Save As menu, select "OneDrive" which is Microsoft’s cloud storage service.

By saving your documents to OneDrive, you’re ensuring that they’ll be available to you even when you’re offline, as OneDrive allows for offline access.

Step 5: Check ‘Always Keep on This Device’

After selecting OneDrive, you’ll see an option that says "Always keep on this device". Make sure to check this box.

Checking this option tells OneDrive to download a copy of your documents to your computer, so they’re always accessible even without an internet connection.

After completing these steps, your documents will be ready for offline access. Now, you can continue working on your Word documents regardless of your internet connection status. When you reconnect to the internet, any changes you made offline will sync up with the OneDrive cloud, updating your documents across all devices.

Tips for Using Word Offline

  • Always make sure your documents are fully synced before going offline.
  • Regularly check that the "Always keep on this device" option is enabled for your most important documents.
  • If you’re working on a shared document, inform your collaborators that you’ll be making changes offline.
  • Consider using the OneDrive mobile app to access your documents on the go.
  • Remember to reconnect to the internet periodically to sync your offline changes.

Frequently Asked Questions

How do I know my documents will be available offline?

Documents saved in OneDrive with the "Always keep on this device" option checked will be available offline.

Will my changes made offline be saved?

Yes, any changes made to documents while offline will be saved locally. They will sync with OneDrive the next time you connect to the internet.

Can I access all Word features offline?

Most features are available, but some, like document collaboration and research tools, require an internet connection.

What happens if I edit a document on another device while it’s offline on my computer?

When you go online, Word will notify you of any conflicts and allow you to choose which version to keep.

Can I print documents while working offline?

Yes, as long as your computer is connected to a printer, you can print documents while offline.


  1. Open Word and sign in.
  2. Click on the File tab.
  3. Select Save As.
  4. Choose OneDrive.
  5. Check "Always keep on this device".


Using Microsoft Word offline is a game-changer for those who travel frequently or have unreliable internet connections. By following the simple steps outlined above, you can ensure that your work never skips a beat, regardless of your online status. Not only does it increase productivity, but it also offers the peace of mind knowing that your documents are safely stored on your device and in the cloud. So next time you’re heading to a remote location or facing internet issues, remember that with a little bit of preparation, your workflow can remain uninterrupted. Now that you know how to use Word offline, the power of productivity is truly in your hands.

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