Use documents

Learn how to use and access documents on your device.

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Introduction
1. Creating documents 2. Using your documents 3. Keeping your files safe 4. Sharing files with others

Introduction to 'Use documents'

A document is something that holds information. If it’s on a device, we might call it a file. We use files and documents to learn or remember the information in them. In this lesson, you’ll learn how to view them, use them and create your own.

So whether you want to write your CV, create a shopping list or download a restaurant menu, we’ll help you feel confident using online documents.

What you'll learn

  • The different types of documents and files.
  • How to create, save and share a document.
  • Ways to find and use documents.
  • How to keep your documents safe.

How long it takes

10 minutes

Chapter 1 - Creating documents

Creating documents

Chapter 1

How long it takes

2 minutes

What are documents and files?

Even if the online world is new to you, you may already use documents and files. You may even be creating files of your own, like taking a picture or writing a letter.

Documents are a type of file. Files can include information like words, images, videos, sounds or information that your device needs to work. Many people use both terms, ‘document’ or ‘file’, to describe content held online or on your device.

 

Types of files include:

Text documents

Like reports, letters and CVs.

Spreadsheets

These have numbers and data in a table format (like you see in timetables and calendars).

Presentations

More visual, these include text and pictures. We use these to share ideas and information with groups – like in training sessions.

Pictures

For instance, photos you take on your phone or art you can create on your laptop.

Audio

Like voice memos, music tracks or podcasts.

Videos

The ones you take on your phone or tablet, or those you upload from a camera.

Creating your own documents

How to create or open a document:

Step 1

Find or download the software

You’ll need the right software (an app or a program) on your device. This may be on your device when you buy it. Or you can search online and download it to your device.

Step 2

Open the app or program

Once you’ve found what you’re looking for, click or tap to open it, depending on the device you’re using.

Step 3

Create or open document

Look for a ‘New document’ button to create something new, or select ‘Open’ to open an existing document.

Saving your documents

It’s important to save your document, in case there’s an issue with your device or you lose power. If you don't save it, you could risk losing what you’re working on. So save it soon after you start to work on it. Then save it often, while you work on it.

How to save a document

Look for the save icon or the word ‘Save’. If you’re saving a document for the first time, it may ask you where you want to save it. Think of where you’ll find it again easily.

Can’t find the save text or icon? Try looking for ‘File’. This may give you more options, including ‘Save’.

Idea

If you’re working with online documents, they may save automatically. This is useful, as it means you don’t need to remember to keep saving.

We’ll talk about working online later in the lesson.

Introduction - Use documents
Chapter 2 - Using your documents

Using your documents

Chapter 2

How long it takes

2 minutes

Finding your documents

Once you've saved a file, there's a few ways to access it.

Organising your documents

When you go shopping, you know that all the bread is in one area, with all the cheese  somewhere else. It makes it easier to find what you need. You can arrange your documents like this, too. Most devices let you create ‘Folders’ – like the aisles in the supermarket. You can give these folders names, like ‘work stuff’, ‘life admin’ and ‘holidays’.

How to create a folder

Go to where you keep your files. Look for ‘new’ or ‘new folder’ options. Then type in the name of the folder.

Once you have a folder, you can move files and documents into it. You do this by ‘dragging and dropping’ or using shortcut keys.

Idea

You can create folders inside folders to help keep things tidy.

For example, in your ‘life admin’ folder, you may have folders called ‘health’, ‘money’ and ‘home’.

Chapter 1 - Creating documents
Chapter 3 - Keeping your files safe

Keeping your files safe

Chapter 3

How long it takes

5 minutes

Backing up your documents

Earlier, you saw how to save your document. We talked about how this helps keep what you’re working on safe and up-to-date. There’s more you can do to keep your files and documents safe, though. Like having backups.

A backup is simply a copy of your file, held somewhere else. So if something happens to the original, you can use the backup.

There are two main types of backup – online and offline.

 

Offline backups

These use separate devices – think of them as storage boxes that hold data. You connect them to your device, usually with a USB cable. Then you can copy any files from your device to the storage box.

Benefits of offline backups

  • They're easy to set up.
  • You can keep them separate from your devices.
  • Costs are one-off – just buy the storage device.
  • You can buy more storage as and when you need it.

Risks of offline backups

  • They only have a certain amount of space.
  • They can be damaged, lost or stolen.
  • You’ll need to remember to back up your files regularly.
  • You’ll need to keep track of what’s on each backup device, if you have more than one.

Online backups

Backing up your files online is often known as ‘saving to the Cloud’. For this option, you use storage from a company – like Google, Microsoft or Apple. You’ll pay for this, usually by a monthly or annual subscription. The amount you pay may depend on how much storage you want.

Benefits of online backups

  • Easy to use – the software saves and backs up your files automatically.
  • All your files are in one place
  • You can access your files from different devices.
  • You won’t lose or damage the backup.

Risks of online backups

  • You’re not in control of the backups – the company stores them.
  • There’s an extra cost if you need more storage.
  • You need to commit to regular subscription payments.
  • They rely on the internet – so if yours is slow or fails, you may not be able to use them.

Remember

Whatever type of backup you go for, it’s a good idea to back up regularly.

This cuts the risk of losing your files.

Chapter 2 - Using your documents
Chapter 4 - Sharing files with others

Sharing files with others

Chapter 4

How long it takes

4 minutes

When you might want to share

You may want to work with other people on a file, all at the same time. For example, you might have a food shopping list at home. Everyone in your family could see this file, so they can add to the list or tick off items. You could also work on files with your friends or people you work with.

 

Keeping your information safe

When you’re deciding who to share data with, or which companies to use, think about the safety of your information. Always take a moment to ask why the person or company needs the data. Make sure you’re happy with how they’ll protect it.

Test your knowledge

Try again - that's not quite right!

Remember, for someone else to access a file, you need to store it where they can get to it easily.

Try again

That's right!

Saving files online means you can work with other people at the same time.

Chapter 3 - Keeping your files safe

Want to learn more?

Create and manage documents

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Bank of Scotland Academy is committed to providing information in a way that is accessible and useful for our users. This information, however, is not in any way intended to amount to authority or advice on which reliance should be placed. You should seek professional advice as appropriate and required. Any sites, products or services named in this module are just examples of what's available. Bank of Scotland does not endorse the services they provide. The information in this module was last updated on 21st January 2026.

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