How to Insert and Modify Shapes in Microsoft Word (PC & Mac)

This tutorial shows how to insert shapes in Microsoft Word. Shapes include circles, squares, rectangles, arrows, lines, hearts, flowchart symbols, banners, and speech bubbles.

In addition, we will change the shape color, outline, and effects such as shadows and reflections. Then, we will place shapes behind text and other objects.

Sometimes shapes placed behind text or other objects can be difficult to select, so we will also look at how to select them regardless of their location.

Table of Contents:

How to Insert Shapes
How to Change the Shape Color, Outline, and Effects
How to Place Shapes behind Text and Other Objects
How to Select Shapes behind Text or Other Objects

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The images below are from Word for Microsoft 365. These steps also apply to Word for Microsoft 365 for Mac (a.k.a. Word for Mac), Word 2021, Word 2019, Word 2016, and Word 2013.

How to Insert Shapes

Select the Insert tab.

Insert tab in Word 365 — Figure 1. Insert tab

Select Shapes in the Illustrations group.

Shapes button in the Insert tab in Word 365 — Figure 2. Shapes button

Select a shape from the drop-down menu.

Shapes menu in the Insert tab in Word 365 — Figure 3. Shapes menu

Your cursor will become a pointer with two crossed lines. Click and hold the pointer as you drag the shape onto the page.

Pointer to draw shape in Word 365 (Enlarged to show detail.) — Figure 4. Pointer to draw shape (Enlarged to show detail.)

Use the resizing handles to adjust the size as necessary.

Shape resizing handles in Word 365 — Figure 5. Shape resizing handles

How to Change the Shape Color, Outline, and Effects

Click the shape to select it. (The resizing handles shown in figure 5 will appear when the shape is selected.)
Select the Shape Format tab if it is not already selected. This tab only appears when a shape or text box is selected.

Shape Format tab in Word 365 — Figure 6. Shape Format tab

Select the Shape Fill menu arrow in the Shape Styles group.

Shape Fill menu arrow in the Shape Format tab in Word 365 — Figure 7. Shape fill menu arrow

Select a color from the drop-down menu.

Shape Fill menu colors in Word 365 — Figure 8. Shape Fill menu colors

(Alternative) Select More Fill Colors to open the Colors dialog box that provides advanced options including text boxes to enter RGB, HSL, and Hex codes.

More Fill Colors option in the Shape Fill menu in Word 365 — Figure 9. More Fill Colors option

Select the Shape Outline menu arrow in the Shape Styles group.

Shape Outline menu arrow in the Shape Format tab in Word 365 — Figure 10. Shape Outline menu arrow

Select a color from the drop-down menu.

Shape Outline menu colors in Word 365 — Figure 11. Shape Outline menu colors

(Alternative) Select More Outline Colors to open the Colors dialog box that provides advanced options including text boxes to enter RGB, HSL, and Hex codes.

More Outline Colors option in the Shape Outline menu in Word 365 — Figure 12. More Outline Colors option

Select Weight to choose an outline thickness.

Shape Outline Weight menu in the Shape Format tab in Word 365 — Figure 13. Weight menu

(Optional) Select Sketched to choose an outline that looks hand drawn.

Sketched menu in the Shape Outline menu in Word 365 — Figure 14. Sketched menu

(Optional) Select Dashes to choose a dashed or dotted outline.

Dashes menu in the Shape Outline menu in Word 365 — Figure 15. Dashes menu

(Optional) Select Shape Effects to add additional options such as shadows, reflections, and beveled edges. Note that some of these options will alter your color and outline choices, so you may have to experiment to achieve the desired results.

Shape Effects menu in Word 365 — Figure 16. Shape Effects menu

Do you want to insert an image or text into your shape? Check out “How to Insert Images into Shapes in Microsoft Word (PC & Mac) and “How to Insert Text into Shapes in Microsoft Word (PC & Mac).”

How to Place Shapes behind Text and Other Objects

By default, shapes are positioned in front of the text and can be dragged anywhere in the document. However, you can place shapes behind text and other objects.

This section has separate steps for PC and Mac users.

PC Users

Click the shape to select it.
Select the Shape Format tab if it is not already selected (see figure 6).
Select the Send Backward menu arrow in the Arrange group.

Send Backward menu arrow in the Shape Format tab in Word 365 — Figure 17. Send Backward menu arrow

Select an option from the Send Backward menu:

- Send Backward sends the shape back one level.
- Send to Back places the shape behind all other objects.
- Send Behind Text places the shape behind the body text. This option doesn’t place the shape behind header or footer text.

Send Backward menu in Word 365 — Figure 18. Send Backward menu

Mac Users

Click the shape to select it.
Select the Shape Format tab if it is not already selected (see figure 6).
Select Arrange.

Arrange button in the Shape Format tab in Word for Mac — Figure 19. Arrange button

Select the Send Backward menu arrow.

Send Backward menu arrow in the Format Shape tab in Word for Mac — Figure 20. Send Backward menu arrow

Select an option from the Send Backward menu:

- Send Backward sends the shape back one level.
- Send to Back places the shape behind all other objects

Send Backward menu options in Word for Mac — Figure 21. Send Backward menu

Select Wrap Text followed by Behind Text to place the shape behind the text.

Behind Text option in the Wrap Text menu in Word for Mac — Figure 22. Behind Text option

The shape now should be positioned behind your text or other objects.

Shape behind text in Word 365 — Figure 23. Shape behind text

How to Select Shapes behind Text or Other Objects

Select the Layout tab in the ribbon.

Layout tab in Word 365 — Figure 24. Layout tab

Select Selection Pane in the Arrange group.

Selection Pane button in the Layout tab in Word 365 — Figure 25. Selection Pane button

Select the shape in the Selection pane on the right side of your screen.

Selection pane in Word 365 — Figure 26. Shape listed in Selection pane

Pro Tip: If the shape isn’t listed in the Selection pane, click your pointer on the page near the shape. The shape should then appear in the pane.

The shape should be selected in the text and the Shape Format tab should appear in the ribbon.

Related Resources

How to Insert and Modify Images in Microsoft Word

How to Make Microsoft Word Faster by Hiding Images

Update July 21, 2023