Lesson · 10 min

Text Boxes

Learn how to insert built-in text boxes, draw custom text boxes, resize, move, format, apply styles, and change shapes in Microsoft Word.

By the end of this lesson you can

Insert built-in and custom text boxes and position them precisely
Format text box fills, borders, and internal margins
Explain when a text box is the right tool and when a table or paragraph is better
Keep text boxes accessible for screen reader users

Video

Watch the lesson video, then complete the reading and challenge.

Lesson Notes

Read through the key concepts before you try the challenge.

A text box breaks text out of the flow

On the job

You are designing a patient information sheet at Lakeside Medical Associates.

The sheet needs a bordered box in the margin holding the after-hours number, visible no matter which paragraph a patient is reading. Ordinary paragraphs cannot do that — they sit in the flow and move as text is added above them.

Your task: Use a text box to place content precisely, and know when not to reach for one.

A text box is a container that floats independently of the main text flow, so you can put words anywhere on the page — in a margin, over an image, in a sidebar. That independence is the whole point, and also the reason to be careful with it.

Screen readers may read text boxes out of order, or skip them entirely, because they sit outside the main document flow. Never put essential information only in a text box. If the after-hours number matters, it also belongs in the body text — the box is emphasis, not the sole delivery mechanism. Run Review > Check Accessibility before distributing any document that uses text boxes heavily.

You want	Use	Why
A pull quote or sidebar	Text box	Needs to sit outside the flow, in a fixed place
Aligned rows and columns of data	Table	Tables handle alignment and stay accessible
An indented block quotation	Paragraph with indents	Stays in the flow and in the reading order
A label over a screenshot	Text box, In Front of Text	Must sit on top of an image at an exact spot

Right-click a text box and choose Format Shape > Text Options > Text Box to set internal margins. The default padding is often too tight when you add a border — a little breathing room between the border and the text is most of what makes a box look professional rather than cramped.

Inserting a Built-In Text Box

Go to the Insert tab and click Text Box. Choose from the built-in text box gallery to quickly add styled text areas to your document.

Drawing a Custom Text Box

Select Draw Text Box from the Text Box dropdown. Click and drag anywhere in the document to create a custom-sized text box.

Typing and Formatting Text

Click inside the text box and begin typing. Use the Home tab to change font style, size, color, and alignment.

Moving and Resizing Text Boxes

Click the border of the text box to select it. Drag from the border to move it. Use the corner sizing handles to resize proportionally.

Applying Shape Styles

When a text box is selected, the Format tab appears. Use Shape Styles to quickly apply preset fill, outline, and effect combinations.

Changing the Text Box Shape

You can convert a text box into another shape. Go to Format → Edit Shape → Change Shape and select a new shape.

Final Example

After inserting, styling, resizing, and changing shapes, your final promotional layout might look like this:

Knowledge Check

Check your understanding

What is the purpose of a text box in Word?

Practice File

Download this file and follow along with the lesson.

Word Text Boxes Practice File

Challenge

Apply what you've learned in this lesson.

Using the practice file, complete the following tasks:

Insert a built-in text box.
Resize and position it over the image.
Change the fill color to orange.
Change the text to: Up to 75% off!
Apply a Shape Style from the gallery.
Change the text box shape to an Oval.

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