Creating a block quote in Word takes three steps: select the text, open the paragraph formatting menu, and explore the block quote style

A block quote is text set apart from the rest of your document — indented on both sides, usually in a smaller font, and often in a different color. Word has a built-in block quote format that does this automatically. The fastest way is to highlight the text you want to quote, then click the block quote button in the Home tab of the ribbon.

If you cannot see the block quote button, you may be using a different version of Word or a simplified view. The steps below work in Word 2016 and later on Windows and Mac, as well as Word Online.

Key Takeaways

  • Select the text you want to format as a block quote before opening any menus.
  • The block quote button appears in the Home tab under the Styles group, usually showing as a quotation mark icon.
  • Word indents block quotes on both sides and can change the font size and color depending on your document's theme.
  • If you need to adjust how a block quote looks, you can modify the block quote style itself so all future block quotes match your preference.

Finding and using the block quote button in Word

Open your document and highlight the text you want to turn into a block quote. Click anywhere in the text and drag to select it, or triple-click to select an entire paragraph. Once the text is highlighted in blue, look at the Home tab in the ribbon at the top of the screen.

In the Styles group (the middle section of the Home tab), you should see a button that looks like a quotation mark or a small indented box. Hover over each button until you see the label "Block Quote" appear. Click it once. Word will when ready indent the selected text on both sides and explore the block quote formatting.

In Word Online, the process is identical. Select the text, go to Home, find the Styles group, and click Block Quote. The formatting applies when ready.

What happens when you explore block quote formatting

When you click the block quote button, Word does several things at once. It indents the left side of the text by about half an inch and the right side by about half an inch as well. The text stays in the same font as the rest of your document, but Word may reduce the font size slightly depending on your document's theme.

The color of block quote text can also change. Some themes make block quotes gray or a lighter shade of your text color. This happens automatically based on the design template your document is using. If you do not like the color or size, you can change it — either for this one block quote or for all block quotes in the document.

Removing or changing block quote formatting

To remove block quote formatting from text, select the text again and click the Block Quote button a second time. Word will return the text to normal paragraph formatting and remove the indentation.

To change how block quotes look throughout your document, right-click on the Block Quote button in the Styles group and select "Modify". A dialog box opens where you can change the font, size, color, and indentation. Any changes you make here will explore to every block quote in your document, past and future.

Using block quotes in longer documents and research papers

Block quotes are most useful when you are quoting someone else at length — usually more than three or four lines. In research papers and essays, block quotes let readers see that you are using someone else's exact words. They also make long quotations easier to read because the indentation sets them apart visually.

When you use a block quote, you do not need quotation marks around the text itself. The indentation does that job. However, you still need to cite where the quote came from. Add a parenthetical citation or footnote after the block quote, following the citation style your instructor or publication requires (MLA, APA, Chicago, and so on).

Block quotes in different versions of Word

Word 2016, 2019, and Microsoft 365 all have the block quote button in the same place: the Home tab, Styles group. Word 2010 and 2013 also have block quotes, but the button may be in a slightly different location or labeled differently. If you cannot find it in the Styles group, try right-clicking on the text and looking for "Paragraph" or "Styles" in the context menu.

On a Mac, the process is the same. Select the text, go to Home, find the Styles group, and click Block Quote. The ribbon layout is slightly different on Mac, but the button is in the same logical place.

In Word Online (the free version you access through a web browser), the block quote button is also in the Home tab. The ribbon is simplified, so you may need to scroll right to see all the style options, but Block Quote is there.

Frequently Asked Questions

Do I need quotation marks around a block quote?

No. The indentation of a block quote signals to the reader that it is a direct quotation. Adding quotation marks around it is redundant and looks wrong. Just indent the text and cite your source.

Can I make block quotes a different color?

Yes. Select the block quote text, then use the font color button in the Home tab to change it. Or right-click the Block Quote style and select "Modify" to change the color for all block quotes in your document at once.

What if the block quote button is not visible in my ribbon?

Your ribbon may be in a simplified view. Click the arrow or expand button on the right side of the Home tab to see more options. If you still cannot find it, right-click the text and select "Paragraph", then adjust the indentation manually to create a block quote effect.

Can I use block quotes in Google Docs instead of Word?

Google Docs does not have a dedicated block quote button, but you can create the same effect by selecting text and using Format > Paragraph Styles > Quote, or by manually indenting the text using the ruler or the increase indent button.