A text box is a versatile object you can add to your document that lets you put and type text anywhere in your file. Text boxes are exceptionally useful for drawing attention to specific information, creating callout sections, or rearranging your layout effortlessly. Whether you are using a mouse or relying entirely on keyboard shortcuts, mastering this essential office tool will significantly improve your document formatting workflow.
Inserting a Text Box Across Different Formats
Depending on your operating system or specific version of Microsoft Word, the layout for adding a text box may vary slightly. Below are the steps tailored for standard Word, keyboard-only navigation, and Word for Mac.
Standard Word Method
Navigate to the Insert tab on the ribbon and click on Text Box.
Select one of the pre-formatted options from the Built-in list, choose More Text Boxes from Office.com, or click Draw Text Box.
If you selected Draw Text Box, click inside your document and drag your cursor to draw the box to your desired size.
Click inside the newly created box to type or paste your content.
Alternative Method via Drawing Tools
- Place your cursor exactly where you want the text box to appear.
- Go to the Insert tab, and within the Illustrations group, select Drawing.
- Choose Text Box and use your cursor to draw the object.
- Type your text, apply any required styling, and select Save and Close.
Creating a Text Box Using Keyboard Shortcuts
If you prefer operating without a mouse, you can navigate the entire process using dedicated hotkeys:
- Press and release Alt, then press N, and then press X.
- Use the arrow keys to scroll through the built-in text box options, then press Enter to select one.
- Type out your desired text.
- When you are finished and want to return to editing your main document, press Esc.
Working with Text Boxes on Mac
Mac users have a very similar workflow but with access to unique alignment options, including vertical layouts.
Steps for Word for Mac
- Go to Insert > Text Box. From here, you can select Draw Text Box (for standard horizontal text) or Vertical Text Box (to align text vertically down the page).
- Click anywhere in your document and drag to define the boundaries of the frame.
- Click or tap inside the frame to add your text.
Formatting, Moving, and Linking Your Text Box
Once your text box is created, you can customize its appearance, position, and functionality to better fit your document’s design.
Customization and Styling
- Text Formatting: Highlight the text inside the box and use the standard options within the Font group on the Home tab. On a Mac, you can also Control+Click the highlighted text and select Font.
- Box Formatting: Select the outer border of the text box to activate the Shape Format contextual tab. Here, you can adjust fill colors, effects, or alter text direction and alignment.
- Border Adjustments: You can easily change or completely remove the outer border lines through the Shape Outline options in the formatting menu.
Moving and Positioning
To reposition your element, hover your mouse over the border until the pointer turns into a four-headed arrow icon. Click and hold the border, then drag the object to any new location within your file.
Linking Multiple Text Boxes
If you have a long piece of content that needs to flow seamlessly from one section to another, you can link multiple boxes together:
- Select your starting text box.
- Navigate to the Shape Format tab and locate the Text group.
- Click on Create Link.
Note: You can only link an active text box to an empty text box. Ensure your destination frame contains no text before trying to link them.
How to Copy a Text Box
Copying a text box allows you to replicate complex layouts quickly without starting from scratch.
- Hover over the element and click directly on the outer border.
- Press Ctrl + C (or ⌘ + C on Mac). You can also Control+Click the border on a Mac and select Copy.
- Click on the new destination area within your document.
- Press Ctrl + V (or ⌘ + V on Mac) to paste the duplicate.
Crucial Tip: Make sure your cursor is explicitly selecting the outer border line and is not blinking inside the box. If the cursor is inside, your computer will only copy the text content rather than the entire object layout.
How to Delete a Text Box
When a text box is no longer needed, you can remove it entirely from your layout in just two steps.
- Click directly on the outer border line of the text box you want to remove.
- Press the Delete or Backspace key on your keyboard.
Crucial Tip: Just like when copying, your pointer must be positioned squarely on the border. If your cursor is blinking inside the frame, pressing Delete will only erase the individual characters or sentences inside, leaving the empty box shape intact on your page.