Excel Tutorial: How To Add Boxes On Excel


When working with Excel, adding boxes to your spreadsheet can help organize and visually enhance your data. Whether you are creating tables, charts, or simply highlighting important information, knowing how to use boxes effectively is essential for a polished and professional-looking spreadsheet. In this tutorial, we will explore the purpose and importance of adding boxes in Excel, as well as the key benefits they provide for data organization and presentation.

Key Takeaways

  • Adding boxes in Excel helps organize and visually enhance data
  • Boxes are essential for creating polished and professional-looking spreadsheets
  • Customizing boxes allows for better organization and presentation of data
  • Using boxes to highlight important information or key data points is a best practice
  • Consistent styles and colors for boxes maintain a professional look in the spreadsheet

Understanding Excel Boxes

Excel is a powerful tool for organizing and presenting data. One of the features that can help improve the visual appearance and functionality of your Excel sheets is the use of boxes. In this tutorial, we will explore the concept of Excel boxes and how to add them to your spreadsheets.

A. Define what a box is in Excel

In Excel, a box is a graphical element that can be added to a worksheet to visually separate and organize data. It can be used to draw attention to specific information, create a visual hierarchy, or simply to improve the overall look of the spreadsheet.

B. Explain the different types of boxes available in Excel

There are several types of boxes that can be added to an Excel worksheet, including:

  • Rectangular shapes: These include standard rectangular boxes that can be resized and styled to suit your needs.
  • Callout boxes: These are boxes with a tail or pointer that can be used to highlight specific data or information.
  • Text boxes: These are boxes specifically designed for adding text to your spreadsheet, with options for formatting and styling the text.

C. Provide examples of when to use boxes in Excel

Boxes can be used in a variety of ways in Excel, including:

  • Highlighting key data: Use boxes to draw attention to important figures or trends in your data.
  • Creating visual reports: Use boxes to create visually appealing reports and presentations within your spreadsheet.
  • Organizing information: Use boxes to separate and categorize different sections of your worksheet for improved clarity and readability.

Steps to Add Boxes in Excel

To add boxes on an Excel worksheet, follow the steps below:

  • Open a new or existing Excel file
  • Select the cell or range where the box will be added
  • Click on the "Insert" tab
  • Choose the "Shapes" option
  • Select the desired box shape and draw it on the worksheet

Customizing Boxes in Excel

When working with Excel, you may want to add boxes to your spreadsheet to highlight certain information or data. Here's a guide on how to customize boxes in Excel to make your data stand out.

Adjust the size and position of the box

To adjust the size and position of the box, click on the box to select it, then click and drag the sizing handles to resize the box. You can also click and drag the box to reposition it within the spreadsheet.

Change the fill color and outline of the box

To change the fill color of the box, right-click on the box and select "Format Shape" from the menu. In the Format Shape pane, go to the "Fill" tab and choose the desired color. To change the outline of the box, go to the "Line" tab in the Format Shape pane and adjust the line color, width, and style.

Add text or numbers inside the box

To add text or numbers inside the box, simply click on the box to select it and then start typing. You can also copy and paste existing text or numbers into the box.

Format the text and numbers within the box

To format the text and numbers within the box, click on the text to select it and then use the font formatting options in the Excel ribbon to change the font style, size, color, alignment, and more.

Utilizing Boxes for Data Organization

Excel offers a range of tools for data organization, and one such tool is the use of boxes to visually separate and label different sections of the worksheet, highlight important information or key data points, and as part of a dashboard or report design.

A. Use boxes to visually separate and label different sections of the worksheet

  • Grouping data: Utilize boxes to group related data together, making it easier for users to identify and navigate through different sections of the worksheet.
  • Adding labels: Use boxes to add labels to different sections of the worksheet, providing clarity and organization to the data.

B. Use boxes to highlight important information or key data points

  • Emphasizing key data: Utilize boxes to draw attention to important data points, making it easier for users to identify and interpret critical information.
  • Color coding: Use different colors within the boxes to represent different types of information or to prioritize key data points.

C. Utilize boxes as part of a dashboard or report design

  • Creating visual reports: Incorporate boxes into the design of dashboards and reports to create visually appealing and easy-to-understand presentations of data.
  • Organizing data: Use boxes to organize and display data in a structured and user-friendly manner, enhancing the overall usability of the dashboard or report.

Best Practices for Using Boxes in Excel

When using boxes in Excel, it's important to follow best practices to ensure that your worksheet remains organized and professional. Here are some tips for using boxes effectively:

A. Avoid overcrowding the worksheet with too many boxes

  • Limit the number of boxes: While boxes can be helpful for highlighting important information, overcrowding the worksheet with too many boxes can make it difficult to read and navigate. Only use boxes when necessary and avoid excessive use.
  • Use boxes sparingly: Reserve boxes for key data or visual emphasis, rather than using them for every piece of information. This will help maintain a clean and organized appearance.

B. Use consistent styles and colors for boxes to maintain a professional look

  • Choose a consistent style: Use the same box style, such as solid or dashed borders, throughout the worksheet to create a cohesive look. Consistency in style will help maintain a professional appearance.
  • Stick to a color scheme: If you use colored boxes, ensure that the colors are consistent throughout the worksheet. This will help create a visually appealing and organized layout.

C. Group related boxes together for better organization

  • Organize related information: Group together boxes that contain related data or serve a similar purpose. This will make it easier for others to understand the worksheet and locate specific information.
  • Use borders or spacing: Consider using borders or adding spacing between grouped boxes to visually separate them from other content on the worksheet.

D. Regularly review and update boxes as needed

  • Review box content: Periodically review the content within boxes to ensure that it is accurate and up to date. Update or remove boxes as needed to keep the worksheet current.
  • Adjust box placement: If the worksheet layout changes or new information is added, make adjustments to the placement of boxes to maintain organization and clarity.


In conclusion, this tutorial has provided you with a clear understanding of how to add and customize boxes in Excel. By using the "Shapes" feature, you can easily create rectangles, squares, and other types of boxes to enhance the organization and visualization of your spreadsheets. The benefits of using boxes in Excel include clearly delineating sections, highlighting important information, and creating a more visually appealing document. I encourage you to practice adding and customizing boxes in Excel to improve your spreadsheet organization and visualization skills.

Excel Dashboard

ONLY $99

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles