Excel Tutorial: How To Make A Text Box In Excel


Are you looking to enhance the organization and presentation of your data in Excel? One effective way to achieve this is by utilizing text boxes. This tutorial will guide you through the process of creating a text box in Excel and explain the importance of using text boxes for organizing and presenting information in your spreadsheets.

Key Takeaways

  • Text boxes in Excel can enhance the organization and presentation of data
  • Using text boxes can improve the readability of spreadsheets
  • Customizing text boxes allows for greater flexibility in design and layout
  • Text boxes are useful for annotating charts, adding context, and creating titles in Excel
  • It is important to use text boxes sparingly and maintain consistent formatting for a professional look

Understanding Text Boxes in Excel

Text boxes are a useful tool in Excel that allow users to add text, labels, or comments to a worksheet. They can be used to provide context to data, improve readability, or simply add additional information to a spreadsheet.

A. Define what a text box is in Excel

A text box in Excel is a graphical element that can be added to a worksheet to hold text or other content. It can be resized, moved, and formatted to better fit the needs of the user.

B. Explain the benefits of using text boxes

There are several benefits to using text boxes in Excel, including:

  • Adding context to data: Text boxes can be used to provide explanations or additional information about specific data points, making it easier for readers to understand the content of the spreadsheet.
  • Improving readability: By using text boxes to add labels or headings, users can make their worksheets more visually appealing and easier to navigate.
  • Enhancing presentation: Text boxes can be used to create more professional-looking reports and presentations by adding commentary, annotations, or callout boxes to highlight important information.

Steps to Create a Text Box in Excel

Creating a text box in Excel allows you to add important information, notes, or comments to your spreadsheet. Follow these simple steps to add a text box to your Excel document.

A. Open an Excel spreadsheet and select the "Insert" tab
  • B. Click on the "Text Box" option
  • Once you have selected the "Insert" tab, navigate to the "Text" group and find the "Text Box" option.

  • C. Click and drag to draw the text box in the desired location on the spreadsheet
  • After clicking the "Text Box" option, your cursor will turn into a crosshair. Click and hold the left mouse button, then drag to create a rectangular box on your spreadsheet where you want the text box to appear.

  • D. Type the desired text into the text box
  • Once the text box is created, click inside it and start typing the desired text. You can format the text and adjust the size and font of the text box as needed.

Customizing Text Boxes

When working on an Excel spreadsheet, adding a text box can help to make your data more organized and visually appealing. However, simply adding a text box is not enough. Customizing the text box to fit your specific needs is essential to make it stand out and convey your message effectively. In this tutorial, we will explore how to customize text boxes in Excel.

Resize and Move the Text Box

  • Resizing: To resize a text box, simply click and drag any of its sizing handles located on the sides or corners of the box. This will allow you to adjust the dimensions of the text box to better fit your content.
  • Moving: Click and hold the mouse button on the border of the text box, then drag the box to the desired location within the spreadsheet.

Change the Font Style, Size, and Color of the Text

  • Font Style: With the text box selected, navigate to the "Home" tab and select the desired font style from the "Font" dropdown menu.
  • Font Size: Similarly, you can change the font size by selecting a size from the "Font Size" dropdown menu in the "Home" tab.
  • Font Color: To change the color of the text within the text box, click on the "Font Color" button in the "Font" group on the "Home" tab and choose a color from the palette.

Add Borders and Background Colors to the Text Box

  • Borders: To add borders to the text box, right-click on the text box and select "Format Shape." In the "Format Shape" pane, navigate to the "Line" option and choose the desired line style, color, and width for the border.
  • Background Color: To change the background color of the text box, right-click on the text box and select "Format Shape." In the "Format Shape" pane, go to the "Fill" option and select the desired color for the background.

Using Text Boxes for Data Presentation

Text boxes are a versatile tool in Excel that can be used to enhance the presentation of data visualizations. By adding text boxes to charts and graphs, you can provide additional context and information to your audience. Text boxes can also be utilized to create titles and labels for data visualizations, making it easier for viewers to understand the content of the chart or graph.

A. Annotating Charts and Graphs
  • Adding Descriptions

    Text boxes can be used to add descriptions or explanations to specific data points on a chart or graph. This can help viewers understand the significance of certain data and provide additional context to the visualization.

  • Highlighting Key Points

    Text boxes can also be used to highlight key points or trends in the data. By placing a text box near a specific data point or trend line, you can draw attention to important information and make it stand out to the viewer.

B. Creating Titles and Labels
  • Title Placement

    Text boxes can be utilized to create titles for charts and graphs. By adding a text box at the top of the visualization, you can provide a clear and concise title that summarizes the content of the chart or graph.

  • Adding Labels

    Text boxes can also be used to add labels to specific data elements within a visualization. For example, you can add a text box next to a bar in a bar chart to label the specific value represented by that bar.

Best Practices for Using Text Boxes

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

  • Advise on using text boxes sparingly to avoid cluttering the spreadsheet
  • Text boxes can be a useful tool for adding additional information or commentary to a spreadsheet, but it's important not to overuse them. Too many text boxes can clutter the layout and make the spreadsheet difficult to read and navigate. Before adding a text box, consider whether the information could be included in a cell or in a separate section of the spreadsheet.

  • Recommend using consistent formatting and styling for text boxes to maintain a professional look
  • Consistency is key when it comes to the appearance of text boxes. Choose a font, size, and color that complements the overall design of your spreadsheet, and stick to these choices for all text boxes. Additionally, consider using borders or shading to help text boxes stand out and maintain a polished, professional appearance.


In summary, creating a text box in Excel is a simple and effective way to enhance your data presentation. By following the steps outlined in this tutorial, you can easily add text boxes to your spreadsheets and customize them to fit your needs. We encourage you to practice creating text boxes in Excel to improve your data visualization skills and make your reports and presentations more impactful.

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