How to Copy a Text Box in Word: A Step-by-Step Guide

Copying a text box in Microsoft Word is a simple process that can save you time when working on your document. Whether you need to duplicate a text box with the same formatting or content, the process can be done in a few steps. Let’s dive into how this is done!

Step by Step Tutorial on How to Copy a Text Box in Word

Before we get into the steps, let’s clarify what we’re about to do. We are going to copy a text box you’ve already created within your Word document and paste it elsewhere in the document or into a new document. This is useful when you want to maintain the same formatting or when you need to use the same content multiple times.

Step 1: Select the Text Box

Click on the text box you want to copy.

Once you have your document open in Word, click on the text box that you want to copy. You’ll know it’s selected when you see a border around it with small squares or circles, which are called "handles."

Step 2: Copy the Text Box

Press ‘Ctrl + C’ on your keyboard or right-click and select ‘Copy’.

After selecting the text box, you can either use the keyboard shortcut ‘Ctrl + C’ (Cmd + C on a Mac) or right-click on the text box and choose ‘Copy’ from the context menu. This action copies the text box to your clipboard.

Step 3: Paste the Text Box

Click where you want to paste the text box and press ‘Ctrl + V’ on your keyboard or right-click and select ‘Paste’.

Now, go to the location in your document where you want to paste the text box. This could be further down the same page, on another page, or in a new document altogether. Once you’ve clicked the desired location, either press ‘Ctrl + V’ (Cmd + V on a Mac) or right-click and select ‘Paste’.

After you complete these steps, you’ll have an exact copy of your original text box in the new location. You can now move or edit this text box independently of the original.

Tips for Copying a Text Box in Word

  • If you want to copy more than one text box at the same time, hold down the ‘Ctrl’ key and click on each box to select them all before copying.
  • To ensure the text box keeps the same formatting when pasted, use the ‘Keep Source Formatting’ paste option.
  • You can also use the ‘Duplicate’ feature by selecting the text box, clicking on ‘Shape Format’ on the ribbon, and then choosing ‘Duplicate’.
  • If you’re pasting the text box into a new document, make sure to save the new document to avoid losing your work.
  • Remember that copying a text box will not transfer any text box links. If your text box is linked to another, you’ll need to re-establish that link in the copied version.

Frequently Asked Questions

How do I copy multiple text boxes at once?

Click and drag to select multiple text boxes, then copy them together.

When you need to copy multiple text boxes, click and drag your mouse to create a selection area that encompasses all the text boxes you want to copy. Then, use the copy and paste commands as you would for a single text box.

Can I copy a text box from Word to another program?

Yes, you can copy a text box and paste it into compatible programs.

Text boxes can be copied from Word and pasted into other programs like PowerPoint or Excel. However, the formatting may adjust based on the destination program’s capabilities and settings.

Why won’t my text box copy properly?

It could be due to layering or grouping issues.

If you’re having trouble copying a text box, it might be because it’s grouped with other elements or because it’s layered behind other content. Try bringing the text box to the front or ungrouping elements before copying.

How do I preserve the formatting of my text box when copying?

Use the ‘Paste Special’ feature or ‘Keep Source Formatting’ option.

To keep the formatting of your text box, right-click where you want to paste and choose ‘Paste Special’, then select ‘Microsoft Word Document Object’. Alternatively, after pasting, click on the ‘Paste Options’ button that appears and choose ‘Keep Source Formatting’.

Can I copy a text box to a different page in the same Word document?

Yes, you can paste a copied text box anywhere in the same document.

After copying the text box, simply navigate to the desired page and paste it there. The text box will retain its content and formatting.


  1. Select the text box.
  2. Copy the text box.
  3. Paste the text box.


Copying a text box in Word is like having a nifty trick up your sleeve that saves you time and keeps your document looking sharp. Whether you’re creating a report, a flyer, or an invitation, knowing how to duplicate text boxes efficiently can streamline your workflow. So, the next time you find yourself needing the same box format or content, remember these easy steps: select, copy, and paste. And voila! You’ve got a perfect replica without the hassle of recreating it from scratch.

With the tips and FAQs you now have in your toolkit, you’re well-equipped to handle any text-box copying conundrums that come your way. So go ahead, give it a try, and see just how simple and effective it can be. And remember, practice makes perfect. The more you use these features, the more intuitive they’ll become. Happy Word processing!

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