What a block quote is and when to use it

A block quote in Word is a paragraph that is indented from both the left and right margins to set it apart from your regular text. It signals to a reader that you are quoting someone else's words directly, usually at length. Word treats a block quote as its own paragraph style, so you can format it all at once instead of manually indenting each line.

Block quotes are standard in academic papers, research reports, and formal writing. Most style guides — MLA, APA, and Chicago — require them when a quotation runs longer than a certain number of words (usually four lines or more). Using Word's built-in block quote formatting keeps your document consistent and makes it easier to adjust the look later if you need to.

Key Takeaways

  • Select the quoted text, then use the Increase Indent button on the Home tab to create a block quote indent.
  • Block quotes are indented from the left margin by default, and you can adjust the indent distance in the Paragraph dialog if needed.
  • Word's block quote style applies consistent formatting, so all your block quotes will look the same throughout your document.
  • You can modify the block quote style once to change how all block quotes appear at the same time.

How to create a block quote using the indent button

The fastest way to create a block quote is to select your quoted text and use the indent tool. Click at the beginning of the quotation and drag to select all the words you want to indent. Make sure you have selected the entire paragraph or paragraphs you want to format.

On the Home tab in the ribbon at the top, look for the Increase Indent button — it looks like an arrow pointing right with lines next to it. Click it once. Word will indent the entire selected text from the left margin. If you need the indent to be deeper, click the button again. Each click adds more space.

If you want to indent from both the left and right sides (which some style guides prefer), you can click Increase Indent twice, or you can open the Paragraph dialog and set both margins at once. To do this, right-click the selected text and choose Paragraph, then adjust the Left and Right indent values under Indentation.

Using Word's built-in block quote style

Word includes a pre-made block quote style that you can explore instead of manually indenting. On the Home tab, look at the Styles panel on the right side of the ribbon. Click the small arrow at the bottom right of the Styles box to open the full styles list. Scroll down until you find "Block Text" or "Quote" depending on your Word version.

Select your quoted text, then click the block quote style. Word applies the formatting when ready. The advantage of using a named style is that if you later decide all your block quotes should be indented more, or in a different font, you can change the style once and every block quote updates automatically.

If you cannot find a block quote style in your version of Word, you can create your own. Right-click in the Styles panel, choose New Style, name it "Block Quote," and set the indentation and font properties you want. Then save it and use it throughout your document.

Adjusting indent distance and spacing

The default indent may not match your style guide or your preference. To change how far a block quote is indented, select the block quote text, then right-click and choose Paragraph. In the dialog box, look for the Indentation section. Change the Left value to the distance you want — most style guides call for 0.5 inches or 1 inch from the left margin.

You can also adjust the space above and below the block quote in the same dialog. Some writers prefer a blank line before and after a block quote to separate it visually from the surrounding text. Set the spacing in the Spacing section under Before and After. A setting of 6 or 12 points usually works well.

If you want the right margin indented as well, enter a value in the Right field. Some Chicago style block quotes are indented on both sides. Once you have the settings the way you want them, click OK and the formatting applies.

Formatting text inside a block quote

You can bold, italicize, or change the font of text within a block quote just as you would in regular paragraphs. Select the specific words you want to format and use the Bold, Italic, or Underline buttons on the Home tab. This is useful if the original quotation contained emphasis that you want to preserve.

If you are adding your own emphasis to a quotation that was not emphasized in the original, most style guides require you to note that in a citation or footnote. You can add a superscript number at the end of the block quote and create a corresponding footnote or endnote to explain the emphasis is yours.

Removing block quote formatting

If you decide a block quote should not be indented, select it and click the Decrease Indent button on the Home tab — it looks like an arrow pointing left. Each click removes one level of indentation. Alternatively, you can select the text, right-click, choose Paragraph, and set the Left indent value back to 0.

If you applied a named block quote style and want to remove it, select the text and click the Normal or Body Text style in the Styles panel. Word removes the block quote formatting and returns the text to your document's default paragraph style.

Block quotes in different Word versions

The steps above work in Word 2016, Word 2019, and Word for Microsoft 365 on both Windows and Mac. If you are using an older version of Word, the Styles panel may be in a different location, but the Increase Indent button is always on the Home tab. The Paragraph dialog is always accessible by right-clicking a paragraph.

If you are using Word Online (the web version), the indent button is also on the Home tab in the ribbon. The process is identical to the desktop version. If you are using a different word processor like Google Docs or LibreOffice, the steps are similar but the button locations and menu names may differ.

Frequently Asked Questions

Do I have to use a block quote, or can I just indent manually?

You can indent manually, but using Word's block quote style or the Increase Indent button is better because it keeps your formatting consistent. If you change your mind about the indent distance later, you only have to adjust it in one place instead of fixing every quotation by hand.

What is the difference between a block quote and a regular indented paragraph?

A block quote is indented to show that the text is a direct quotation from another source. A regular indented paragraph is usually the first line of a new paragraph in your own writing. Block quotes are typically indented more and often appear on their own, separate from surrounding text.

Can I change the font or color of a block quote?

Yes. Select the block quote text and use the font dropdown or color tools on the Home tab to change how it looks. You can also modify the block quote style itself so that all block quotes in your document use the same custom font or color automatically.

How do I know if my quotation is long enough to need a block quote?

Most style guides require a block quote for quotations of four or more lines, or more than 40 words. Check the style guide your instructor or organization uses — MLA, APA, and Chicago all have slightly different rules. When in doubt, ask your instructor or editor.

What if I need to quote only part of a sentence as a block quote?

You can block quote any text, even a single sentence, if that is what your source material requires. However, most writers use block quotes only for longer passages. For short quotations, use quotation marks and keep the text in the regular paragraph flow.