The fastest way to add a text box
Open the Insert tab at the top of Word. Click Text Box in the ribbon — it looks like a small rectangle with lines inside. Your cursor will change to a crosshair. Click and drag on your document to draw the box where you want it, then type directly into it.
That is the entire process. The text box appears as a separate object floating over your document, not anchored to a specific paragraph the way regular text is. You can move it, resize it, or delete it without affecting the words around it.
If you cannot find the Text Box button, your ribbon may be collapsed. Look for a small arrow or plus sign next to the Insert tab name, or try clicking directly on the word "Insert" itself to expand the full menu.
Key Takeaways
- Text boxes are drawn objects, not regular paragraphs, so they sit on top of your document and can be moved independently.
- You draw a text box by clicking Insert, selecting Text Box, then dragging a rectangle where you want it on the page.
- Text boxes work best for callouts, sidebars, or labels that need to appear in a specific spot rather than flow with the rest of your document.
- You can format text inside a text box the same way you format regular text — bold, color, font size, alignment — and you can also change the box itself with borders and fill colors.
Moving and resizing a text box after you create it
Click once on the edge of the text box to select it. You will see small squares at the corners and sides. Drag the box itself to move it anywhere on the page. Drag one of the corner squares to resize it while keeping the proportions, or drag a side square to stretch it in one direction only.
If you click inside the text box to edit the words, the selection handles disappear. Click the edge again to get them back so you can move or resize. This toggle between editing mode and selection mode is the most common point of confusion — if you cannot move the box, you are probably in editing mode.
Formatting the text inside the box
Once you have typed into a text box, select the text the same way you would in a regular paragraph: click and drag to highlight it, or triple-click to select all the text in that box. Then use the formatting buttons in the Home tab — bold, italic, font size, color, alignment — exactly as you would for any other text in Word.
You can also right-click inside the text box and choose Paragraph to adjust line spacing, indentation, or alignment for that specific box. This is useful when you want a text box to have different formatting from the rest of your document.
Changing the border and background color of the box itself
Click the edge of the text box to select it (not the text inside, but the box itself). Right-click and choose Format Shape. A panel will open on the right side of your screen.
Under Fill, you can choose a solid color, gradient, or no fill at all. Under Line, you can add a border, change its color, or remove it. These changes affect the box container, not the text inside — so you can have black text on a yellow background with a blue border, for example.
If you want no border and no background color, set Fill to No Fill and Line to No Line. The text will still be there, but the box itself will be invisible — useful when you want to position text in a specific spot without a visible container.
When a text box is the right choice versus when it is not
Use a text box when you need text to appear in a specific location that does not follow the normal flow of your document. Examples include callout boxes with important notes, labels pointing to parts of an image, sidebars with supplementary information, or text positioned over a background image or shape.
Do not use a text box for the main body of your document or for text that needs to wrap naturally as you edit. Regular paragraphs are easier to edit, easier to search, and easier to format consistently across multiple pages. Text boxes are also harder to keep aligned when you share a document with someone using a different version of Word or a different operating system.
If you are trying to create a two-column layout or a sidebar that flows with your document, a table or a section with columns is usually a better choice than multiple text boxes.
Deleting a text box or converting it back to regular text
To delete the entire text box and everything in it, click the edge of the box to select it and press Delete. The box and its contents disappear.
To keep the text but remove the box, select all the text inside (Ctrl+A while the cursor is in the box), copy it (Ctrl+C), click outside the box, and paste it into your document as regular text (Ctrl+V). Then delete the empty text box. This is the only way to convert a text box back to regular flowing text.
Frequently Asked Questions
Can I make a text box that automatically wraps text as I type?
Yes. Text inside a text box wraps automatically when it reaches the edge of the box. If you want to control where the wrapping happens, drag the corner or side handles to make the box narrower or wider. The text will reflow to fit the new size.
Why is my text box not showing up where I drew it?
Text boxes can be anchored to a paragraph, which means they move when that paragraph moves. Click the edge of the text box, right-click, and choose Wrap Text, then select In Front of Text. This makes the box float freely instead of anchoring to a specific spot in your document.
Can I copy a text box and paste it somewhere else in the document?
Yes. Click the edge of the text box to select it, copy it (Ctrl+C), click where you want the copy to appear, and paste (Ctrl+V). The new text box will be identical to the original, including formatting and content. You can then edit the text or move it to a different location.
What is the difference between a text box and a shape with text?
A text box is designed specifically for holding text and is the simplest option. A shape (like a rectangle or circle from the Shapes menu) can also hold text but gives you more control over the appearance. For most purposes, a text box is faster and easier.