How to Make a Resume in Word From Scratch (Step by Step)

You found a job you want to apply for, the deadline is close, and you’re staring at a blank Word document. Fancy online resume builders often lock the download behind a paywall, but Microsoft Word can do everything you need. Here’s how to make a resume in Word from scratch, with a clean layout that’s easy for recruiters and applicant tracking systems to read.

Template or blank page?

Word comes with ready-made resume templates. Go to File > New and type resume in the search box. Some are excellent. Others use text boxes, columns and graphics that look nice but can confuse the software many companies use to scan resumes (called an ATS, or applicant tracking system).

Building from a blank page takes a bit longer, but you control every detail and the result is usually simpler and easier to read. That’s the approach below. If you do pick a template, choose one with a single column and plain section headings.

Step 1: Set up the page

1. Open Word and choose Blank document.
2. Go to Layout > Margins and choose Narrow (0.5 inch) or Moderate. Narrow margins give you more room without shrinking the text.
3. Check the paper size under Layout > Size. Use Letter in the US and Canada, A4 in most other countries.
4. Pick a readable font on the Home tab. Calibri, Arial, Aptos or Georgia at 10.5 to 12 points for body text all work well.

Step 2: Add your name and contact details

Type your full name on the first line and make it larger, around 20 to 26 points. On the next line, add:

• City and state or country (a full street address isn’t necessary anymore)
• Phone number
• A professional email address
• A LinkedIn profile or portfolio link, if you have one

Separate the details with a vertical bar ( | ) to keep them on one line. Keep this information in the main body of the document, not in Word’s header area, because some scanning systems skip headers.

Step 3: Use Heading styles for each section

Instead of making each section title bold by hand, type the title, then click Heading 1 or Heading 2 on the Home tab. This keeps every heading identical, and if you want to change the color or size later, right-click the style and choose Modify to update all of them at once.

A clear order for most people:

1. Summary
2. Work Experience
3. Education
4. Skills
5. Certifications or Projects (optional)

Students and recent graduates can put Education first, since it’s their strongest section.

Step 4: Write a short summary

Two or three sentences that say who you are, what you’re good at and what you’re looking for. Tailor it to the job. For example: “Customer service representative with three years of experience in high-volume call centers. Known for resolving complaints on the first call and training new team members. Looking for a team lead role in retail support.”

Step 5: Add work experience that shows results

For each job, list the job title, company, city and dates on one or two lines. Then add three to five bullet points underneath. Use the Bullets button on the Home tab.

Start each bullet with an action verb and, when you can, include a number:

• Weak: “Responsible for the store’s social media.”
• Better: “Planned and posted weekly content on Instagram and Facebook, growing followers from 800 to 2,300 in one year.”

Only use numbers that are true for you. If you don’t know exact figures, describe the scope instead: how many customers, how many products, how big the team was.

Aligning dates to the right

To put dates on the right side of the same line as the job title, use a right tab stop instead of pressing the spacebar over and over:

1. Open the Paragraph settings (the small arrow in the corner of the Paragraph group) and click Tabs.
2. Set a tab stop at the right margin position and choose Right alignment.
3. Back in your line, type the job title, press Tab, then type the dates.

Step 6: Education and skills

For education, include the degree or program, school name and graduation year. Leave out high school if you have a college degree.

For skills, list specific tools and abilities that match the job ad: “Excel (pivot tables, VLOOKUP)”, “QuickBooks”, “Spanish (fluent)”. Generic words like “hard-working” belong in your experience bullets, shown through what you did. If Excel skills are part of the job, our guides on pivot tables and VLOOKUP and XLOOKUP can help you back them up in an interview.

Step 7: Check spacing and keep it to one or two pages

• Use Layout > Spacing to add a little space before each heading instead of pressing Enter twice.
• Turn on Home > Show/Hide (¶) to spot extra blank lines or spaces.
• One page is ideal if you have less than about ten years of experience. Two pages are fine for longer careers.
• Run Review > Editor (or Spelling & Grammar) and then read it out loud. You’ll catch mistakes the checker misses.

Step 8: Save it as a PDF

Unless the job ad asks for a Word file, send a PDF. It keeps your layout exactly as you designed it on any device.

1. Go to File > Save As (or File > Export).
2. Choose PDF as the file type.
3. Name it clearly, such as Maria-Lopez-Resume.pdf.

Keep the original .docx so you can tailor the resume for each application. Don’t have Word? You can follow nearly the same steps in the free programs from our list of free alternatives to Microsoft Office.

FAQ

Should I add a photo to my resume?

In the US, Canada and the UK, it’s usually best not to, since it can introduce bias and some employers screen out resumes with photos. In parts of Europe and Latin America, photos are more common. Follow the norm for the country where you’re applying.

Are Word resume templates ATS-friendly?

Some are and some aren’t. Templates that rely on text boxes, tables for layout or two columns can scramble the order when software reads them. A single-column design with standard headings is the safest choice.

How long should my resume be?

One page for most early-career applicants and two pages for people with long or very relevant experience. Recruiters skim, so cut anything that doesn’t help you get this particular job.

Can I make a resume in Word for free?

Yes. Word for the web is free with a Microsoft account and includes resume templates and PDF download, so you don’t need a paid subscription for a simple resume.