Excel Tutorial: How To Put Boxes In Excel


When it comes to organizing and presenting data in Excel, putting boxes around specific cells can be incredibly useful. Not only does it make the data visually appealing, but it also helps in drawing attention to important information. This Excel tutorial will guide you through the simple steps of putting boxes around cells, allowing you to effectively organize and highlight your data with ease.

Key Takeaways

  • Putting boxes around specific cells in Excel can make the data visually appealing and help draw attention to important information.
  • Understanding the use of shapes in Excel is important for effective data organization and presentation.
  • Formatting the box, grouping and ungrouping boxes, and aligning and distributing multiple boxes are important skills to learn in Excel.
  • Using boxes for visual organization, such as creating flowcharts and diagrams, can enhance the clarity of data presentation.
  • Practicing the use of boxes in Excel documents can lead to better organization and presentation of data.

Understanding the use of shapes in Excel

When working with Excel, shapes can be a useful tool for adding visual elements to your spreadsheets. Whether you want to create a flowchart, add emphasis to a certain section, or simply make your data more visually appealing, shapes can help you achieve your goals.

How to access the "Insert" tab

To begin adding shapes to your Excel spreadsheet, you will need to access the "Insert" tab. This tab is located at the top of the Excel window, and it contains various options for adding different elements to your spreadsheet, including shapes.

Selecting the desired shape

Once you have accessed the "Insert" tab, you can select the "Shapes" option. This will open a dropdown menu containing various shapes, such as rectangles, circles, arrows, and more. You can choose the shape that best fits your needs by clicking on it.

Placing the shape in the desired location

After selecting a shape, you can click and drag your mouse on the spreadsheet to create the shape in the desired location. You can also adjust the size and position of the shape by clicking and dragging the corners and edges. This allows you to place the shape exactly where you want it within your spreadsheet.

Formatting the box

When working with Excel, adding boxes to your spreadsheet can help to visually organize and highlight important information. Here are some tips for formatting the boxes in Excel.

A. Changing the color and outline of the box

  • To change the color of the box, right-click on the box and select "Format Shape." From there, navigate to the "Fill" and "Line" options to customize the color and outline of the box.
  • You can also use the "Format" tab at the top of the Excel interface to access the "Shape Fill" and "Shape Outline" options for customizing the appearance of the box.

B. Adjusting the size of the box

  • To adjust the size of the box, simply click and drag the corners or edges of the box to make it larger or smaller. You can also use the "Format" tab to specify exact dimensions for the box.
  • Additionally, you can ensure that the box size remains consistent by using the "Align" and "Distribute" options under the "Format" tab.

C. Adding text or numbers inside the box

  • To add text or numbers inside the box, simply double-click on the box and begin typing. You can also copy and paste existing data into the box.
  • Once the text or numbers are inside the box, you can use the formatting options under the "Home" tab to customize the font, size, and alignment of the text.

Grouping and ungrouping boxes

When working with Excel, you may find it necessary to group together multiple boxes to easily manage and manipulate them. Here's how you can group and ungroup boxes in Excel:

A. Selecting multiple boxes to group together
  • Step 1: Open your Excel worksheet and navigate to the tab where your boxes are located.
  • Step 2: Hold down the "Ctrl" key on your keyboard.
  • Step 3: Click on each box that you want to include in the group. You will notice that each box is now selected.
  • Step 4: Release the "Ctrl" key once all the boxes are selected.
  • Step 5: Right-click on any of the selected boxes and choose "Group" from the context menu. This will group the selected boxes together.

B. How to ungroup boxes if needed
  • Step 1: Open your Excel worksheet and navigate to the tab where your grouped boxes are located.
  • Step 2: Click on the grouped set of boxes to select them.
  • Step 3: Right-click on the selected grouped boxes and choose "Group" from the context menu, then select "Ungroup" from the submenu. This will ungroup the boxes, allowing you to manipulate them individually.

Aligning and distributing multiple boxes in Excel

When working with multiple boxes or shapes in Excel, it’s important to arrange them neatly and evenly. This not only improves the overall appearance of your spreadsheet, but also makes it easier to work with and understand. In this tutorial, we will cover how to use the align tools to arrange boxes neatly and distribute multiple boxes evenly.

Using the align tools to arrange boxes neatly

Excel provides a range of align tools that allow you to easily arrange multiple boxes neatly. These tools can be found within the Format tab under the Arrange group.

  • Align: This option allows you to align multiple boxes with respect to one another. You can align them to the left, right, top, bottom, or middle.
  • Align Middle: This option aligns the middle of the selected boxes with respect to each other.
  • Distribute: This option aligns multiple boxes evenly with respect to one another. You can distribute them horizontally or vertically.

By using these align tools, you can easily arrange multiple boxes neatly in your Excel spreadsheet.

Distributing multiple boxes evenly

When you have multiple boxes that need to be evenly distributed, Excel’s Distribute tool comes in handy. This tool allows you to evenly space out multiple boxes either horizontally or vertically.

To distribute multiple boxes evenly, simply select the boxes you want to distribute, then go to the Format tab and click on the Distribute option. From there, you can choose to distribute the boxes either horizontally or vertically.

Using the Distribute tool ensures that the selected boxes are evenly spaced out, giving your spreadsheet a more organized look.

Using boxes for visual organization

Boxes in Excel can be a powerful tool for visually organizing your data, making it easier to understand and analyze. There are two primary ways in which boxes can be used for visual organization in Excel:

A. Creating flowcharts and diagrams with boxes

Flowcharts and diagrams are often used to illustrate a process or a workflow. In Excel, you can use boxes to represent different steps or stages in a process, and then use arrows to connect the boxes to show the flow of the process.

B. Grouping related data with boxes for clarity

When working with complex sets of data in Excel, it can be helpful to group related data together using boxes. This can make it easier to understand the relationships between different data points, and can also improve the overall visual appeal of your spreadsheet.


In conclusion, using boxes in Excel is an essential aspect of creating organized and visually appealing documents. They not only help in structuring data and information but also enhance the overall presentation. We encourage you to practice using boxes in Excel to improve your skills and make your documents more professional and user-friendly.

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