Text Boxes in Word  Step by Step Guide ▷ 2020

Text boxes is a tool that every user of Word must know perfectly. These AutoShapes are very useful and allow you to reinforce your writing with illustrations.

There are a large number of formats for text boxes, but to implement them you will have to handle perfectly this tool. Because of this, we have prepared this post so that you can know all the secrets that this word processor function has.

This it will save you a lot of time and will also considerably reduce the risks of making mistakes. Pay attention to every detail that we will teach you.

What is a text box in Microsoft Word and what is this autoshape for?

A text box is a graphical Word tool that has a predesigned style in which you can add words. In this way you can have in the text a useful function to create graphs, summaries, diagrams and organization charts among other things.

As usual, have a rectangular shape, may have a white background (or according to the chosen style) and they are empty of words. The latter serves so that the user only has to select it and start writing, saving time in the execution of the task.

What can be created with them? Usefulness of text boxes

What can be created with them?  Usefulness of text boxes

When you use text boxes you can create flow charts in which you will only have to choose this tool and start writing. When you are done, you will be able to modify its size and repeat these steps for the next level.

You can also generate graphics. That is, you will have a useful tool when you want to create templates for forms or other documents and need to insert directions into the illustration.

Another element that you can create with this Microsoft Word tool is a summary box. When you need to incorporate a box into the text that reinforce ideas or you want to add quotes and want to give them a different style, a text box is ideal in these situations.

But these are not the only uses that you can give to this type of paintings. You will also be able to create a report or curriculum vitae, you will have to incorporate a column throughout the page in which you will write the outstanding ideas.

What are the differences between a text box and a table of contents in Word?

A text box is an autoshape created to insert words in a certain area, being able to choose its appearance between different types of formats. When you need to work with two columns, you will have to create another text box.

Instead, a table is a Word tool in which you will be able to add a lot of columns and rows. This will allow you to write in various areas with different margins. You will be able to insert images and any other element as if you were doing it in the rest of the document.

We can say then that, a text box would be like a table with only one cell.

What should we consider before creating a text box in a Word text?

What should we consider before creating a text box in a Word text?

When you have to create a text box in a Word document, you must take into account the orientation of the words. This is because if you need to rotate it, it will be in a 90 degree direction. If the style with what the document has is not a problem, you will not have any problem. Instead, if the 90 degree orientation does not match the design that you have given to your report you are going to have to change it or start a new text box.

What we have mentioned in the previous paragraphs relates to the size of the frame. If you create a box large enough, you will have problems with the margins and also with the structure of the document. The same would happen if the size of the text box is very small and it would not stand out in the rest of the writing.

Another point that you have to analyze when using this type of tool is the position that the box will have within the document. That is, you must define if you want to write on any of the sides of it or if the graphic occupies an exclusive paragraph.

Don’t forget that you can arrange the text so that it is in front of or behind the box. In this way, you will have to remember this type of configuration when creating a box to insert words.

Steps to insert, delete or copy text boxes in Microsoft Word

In case you need to work with text boxes in a Word document, you should take into account the processes that we will mention below. This will allow you to become an expert in handling tools.

Let’s look at each particular situation:



To insert a text box in your composition, you will have to do these steps:

  • Select the tab “Insert”.
  • In function group “Text” look for the tool “Text box” and click on it.
  • Once the drop-down menu opens, choose the design that you like the most. You must bear in mind that you can run the sidebar with the mouse to find more formats.
  • When you have chosen the one that suits your needs, you will have to click on it. Then you can start writing.
  • In case you want to make your own design, you will have to click on the option “Draw text box”.
  • You will have to go to the place where you want to incorporate the box and then start editing it.


If what you want is to delete a box, you just have to click on it and then press the key. “Delete”. Or, select the entire paragraph and then press the mentioned key.


In case you want to copy a frame, you will have to select it and hold down the key “Ctrl” until you see a sign “+”. Then, press the right mouse button and without releasing any key, drag the figure to the place you want.

Another way you have is to select the box and then do “Ctrl + C” and later “Ctrl + V”.

If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will surely be of great help to more members of the community. Thank you! 😉

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