What text formatting and editing tools actually do

Text formatting and editing tools let you write, organize, and change how your words look on the page. Some are built into programs you already use — like the bold and italic buttons in Gmail or Google Docs. Others are separate programs you open to write longer pieces, edit documents, or work with plain text files. The choice between them comes down to what you're writing, who you're sharing it with, and whether you need other people to see your changes as you make them.

A formatting tool might be as straightforward as a text editor that does nothing but let you type, or as complex as a word processor that handles fonts, colors, page layouts, and comments from multiple readers. An editing tool might highlight spelling mistakes, suggest clearer wording, track changes you make, or let collaborators leave notes without changing the original text. Most people use several of these tools in the same week — a notes app for quick thoughts, a word processor for formal documents, a shared document for team projects.

Key Takeaways

  • Plain text editors (Notepad, TextEdit) are fastest for quick notes and work everywhere, but they strip out formatting when you save.
  • Word processors (Microsoft Word, Google Docs, LibreOffice) keep formatting, let multiple people edit at once, and track who changed what.
  • Markdown editors let you write clean, straightforward text that converts to formatted documents without clicking buttons.
  • The tool you choose should match what you're writing: a grocery list needs something different than a resume or a shared project plan.
  • Free tools often do everything paid versions do, but paid versions usually offer more storage, offline work, or advanced features like version history.

Plain text editors versus word processors

A plain text editor (like Notepad on Windows, TextEdit on Mac, or Gedit on Linux) lets you type and save text with no formatting at all. No bold, no italics, no font changes. The file is just letters and numbers. This sounds limiting, but it's actually powerful: plain text files work on every device, never corrupt, and load when ready even on old computers. They're perfect for quick notes, code, or writing when you want zero distractions.

The catch is that when you need the document to look a certain way — a resume with bold headings, a letter with your address at the top, a flyer with different font sizes — plain text can't do it. You'd have to copy the text into a word processor and format it there, which adds a step.

A word processor (Microsoft Word, Google Docs, LibreOffice Writer) keeps formatting built in. You can make text bold, change fonts, add colors, insert images, set margins, and save all of that when you close the file. Word processors also let multiple people edit the same document at the same time, leave comments without changing the text, and see a history of who changed what and when. Google Docs and LibreOffice are free; Microsoft Word costs money but comes with Microsoft 365 subscriptions.

Word processors are heavier — they take longer to open and use more of your computer's memory — but they're what most workplaces, schools, and formal writing require. If someone asks you to send a resume or a report, they almost always expect a Word document or a PDF, not plain text.

Markdown editors and when to use them

Markdown is a straightforward way to write formatted text using plain text symbols. You type an asterisk before and after a word to make it bold, a hashtag at the start of a line to make it a heading, and a dash to start a bullet list. The file stays plain text and tiny, but when you open it in a markdown editor or convert it to another format, those symbols become real formatting.

Markdown editors (like Typora, iA Writer, or Obsidian) show you both the plain text and a preview of how it will look. They're popular with writers, developers, and people who take notes and want to organize them later. Markdown files are also future-proof — because they're plain text, you can open them in any editor fifty years from now, whereas a Word document from 2005 might not open in today's software.

The downside is that markdown is a skill you have to learn, and not everyone knows it. If you're collaborating with people who don't use markdown, you'll need to convert your file to Word or PDF before sharing, which defeats some of the purpose. Markdown is best for personal writing, note-taking, and projects where you control the format.

Tracking changes and working with other people

When multiple people edit the same document, you need a way to see who wrote what and when. Track Changes is a feature in Microsoft Word and Google Docs that marks every addition, deletion, and edit with the person's name and a timestamp. You can accept or reject each change one at a time, or accept all of them at once. This is essential in workplaces, schools, and any situation where someone needs to review your writing before it's final.

Google Docs shows changes in real time as people type — you see their cursor moving and their edits appearing when ready. Microsoft Word's Track Changes is more formal: you turn it on, make edits, and the document shows what changed but doesn't explore those changes until someone approves them. Both approaches work; Google Docs is faster for quick collaboration, and Word's approach is better when you need a clear record of who suggested what.

Comments are different from tracked changes. A comment lets someone highlight a section and leave a note without changing the text itself. The original writer can read the comment, decide whether to make the change, and then accept or ignore it. This is useful for feedback, questions, and suggestions that aren't ready to be final edits.

Offline work and syncing across devices

Google Docs, Microsoft 365 online, and most cloud-based editors save your work to the internet automatically. This means you can open the same document on your phone, tablet, and computer and always see the latest version. The downside is that you need an internet connection to work, and if the service goes down, you can't access your files.

Microsoft Word on your computer saves files locally — to your hard drive — by default. You can work offline, and your files are always there. If you want to sync them across devices, you can use OneDrive (Microsoft's cloud storage), but that's an extra step. LibreOffice Writer works the same way: it saves to your computer, and you manually upload files if you want them elsewhere.

Many people use both: they write in Google Docs when they're collaborating or moving between devices, and they use Word or LibreOffice when they're working alone and want the file stored locally. Some tools, like Microsoft Word, now offer both — you can save to your computer or to OneDrive, and switch between them.

Spelling, grammar, and style checking

Most word processors have built-in spell-check that underlines misspelled words in red. Grammar checkers go further: they flag sentences that might be unclear, suggest simpler words, and point out repeated phrases. Microsoft Word includes a grammar checker. Google Docs has a simpler version. LibreOffice has one too, though it's less powerful.

Separate tools like Grammarly, Hemingway Editor, and ProWritingAid go deeper. They check for tone, readability, and style — not just correctness. Grammarly integrates into most browsers and word processors, so it checks your writing wherever you type. Hemingway Editor is free and focuses on clarity: it highlights long sentences, passive voice, and hard-to-read phrases. ProWritingAid is paid and gives detailed reports on your writing patterns.

These tools are useful but not perfect. They sometimes flag correct sentences as wrong, and they can't understand context the way a human reader can. Use them as a second set of eyes, not as the final word on whether your writing is good.

Choosing based on what you're writing

A grocery list needs a plain text editor or notes app — something you can open fast and type into without thinking. A resume or cover letter needs a word processor so you can control how it looks and save it as a PDF to send to employers. A shared project plan needs Google Docs or another cloud tool so your whole team can see updates in real time. A novel or long essay might be best in a markdown editor or a specialized writing app like Scrivener, which organizes long documents into chapters and scenes.

Think about three things: What am I writing? Who needs to see it? Do I need to work with other people? If you're writing alone and the document is just for you, a plain text editor or markdown editor is fine. If other people need to read it or edit it, use a word processor or cloud document. If it needs to look professional and polished, use a word processor and spend time on formatting. If it's temporary or informal, plain text is faster.

Free versus paid tools

Google Docs, LibreOffice, and most plain text editors are free. Microsoft Word costs money as part of Microsoft 365, though you can use a limited online version for free. Specialized tools like Grammarly, Hemingway Editor, and Scrivener have free versions with fewer features, or paid subscriptions.

For most people, free tools do everything they need. Google Docs handles formatting, collaboration, and sharing. LibreOffice is a full word processor that works offline. Plain text editors are free everywhere. You only need to pay if you want advanced features like Grammarly's tone detection, Scrivener's manuscript organization, or Microsoft Word's offline power and integration with other Office tools.

Frequently Asked Questions

Can I open a Word document in Google Docs?

Yes. Google Docs can open and edit Word files (.docx), and you can read your Google Docs as Word files. The formatting usually stays the same, though very complex layouts or unusual fonts might look slightly different. You can also convert between them without losing your text.

What's the difference between saving and syncing?

Saving writes your document to one place — your computer or a cloud service. Syncing copies it to multiple places so it's the same everywhere. Google Docs syncs automatically; Microsoft Word on your computer saves locally unless you turn on OneDrive syncing. If you want your files on your phone, tablet, and computer, you need syncing.

Should I use Track Changes or just let people edit directly?

Track Changes is better when you need to review edits before they're final, or when you want a record of who suggested what. Direct editing is faster for informal collaboration where everyone trusts everyone else. Most workplaces use Track Changes; most friend groups editing a shared document use direct editing.

Can I use markdown in Google Docs or Word?

Not natively. Google Docs and Word don't understand markdown symbols. You'd have to write in a markdown editor, then copy the text into Word or Docs and format it manually. Some add-ons exist that convert markdown to Word formatting, but they're not built in.

What if I need to edit a PDF?

Most word processors can open PDFs, but the formatting might shift. For straightforward edits, use a free PDF editor like Smallpdf or ILovePDF. For serious editing, convert the PDF back to Word first, edit it there, and save as PDF again. Some PDFs are locked and can't be edited without a password.