How to Insert Shapes and Use Drawing Tools in Microsoft Word

While Microsoft Word is primarily a text editor, it includes a surprisingly robust set of drawing tools. If you need to create a simple flowchart, add a decorative banner to a newsletter, or circle a specific paragraph for emphasis, you do not need to open a separate graphics program like Photoshop. You can insert customizable vector shapes directly into your Word document.

How to Insert a Shape

Microsoft Word includes a massive library of pre-designed shapes, ranging from basic geometric squares to complex banners, arrows, and speech bubbles.

1. Open your document and place your cursor roughly where you want the shape to appear.
2. Click on the Insert tab on the top ribbon menu.
3. In the “Illustrations” group, click the Shapes button.
4. A large dropdown menu will appear, categorizing shapes into groups like Lines, Rectangles, Basic Shapes, Block Arrows, and Callouts.
5. Click on the specific shape you want to use.
6. Your mouse cursor will turn into a black crosshair. Click and hold the left mouse button, then drag your mouse across the page to draw the shape. Release the button when the shape is the desired size.

Tip: If you want to draw a perfect circle or a perfect square, hold down the Shift key on your keyboard while you click and drag the mouse.

Customizing the Shape’s Appearance

As soon as you draw a shape, Word will automatically switch to a new ribbon tab called Shape Format. This tab contains all the tools you need to alter the graphic.

1. Make sure your shape is selected (it will have small resizing handles on its corners).
2. In the Shape Format tab, locate the “Shape Styles” group.
3. Click Shape Fill to change the inside color of the shape, apply a gradient, or even fill the shape with a photograph.
4. Click Shape Outline to change the color, thickness (Weight), or style (Dashes) of the shape’s border. You can also select “No Outline” for a cleaner look.
5. Click Shape Effects to add professional 3D touches like drop shadows, reflections, glowing edges, or bevels.

Adding Text to a Shape

Shapes in Word act as natural text boxes, making them perfect for creating flowchart nodes or callout banners.

To add text, simply right-click the edge of the shape and select Add Text from the context menu (or just click the shape once and start typing on your keyboard). The text will automatically center itself inside the shape. You can then highlight the text and use the standard Home tab tools to change the font, size, and color exactly as you would with normal paragraph text.