A Word text box can be duplicated with normal copy and paste, and copying the box preserves its text plus most shape formatting. Select the text box itself rather than only selecting the words inside it.
Select the entire text box
Click the border of the text box until the box itself is selected. You should see sizing handles around the object. If the insertion cursor is blinking inside the text, press Esc or click the border again.
Copy and paste it
Press Ctrl + C and then Ctrl + V on Windows, or use Word’s Copy and Paste commands. Word inserts a duplicate that keeps the original fill, outline, font, margins, and most layout settings.
You can also hold Ctrl while dragging a selected floating object in many Word configurations to create a copy, but copy/paste is easier to control in a crowded document.
Move the duplicate without disturbing the page
Text wrapping controls how the text box interacts with surrounding paragraphs. If the box is difficult to position, open Shape Format > Wrap Text and review options such as Square, Tight, In Front of Text, or Behind Text.
Copying between documents
When you paste into another document, theme colors, fonts, and layout can affect the appearance. Check the Paste Options if you need to preserve source formatting.
For many identical boxes arranged in rows and columns, a table may be easier to maintain than dozens of floating text boxes. Use text boxes when independent positioning is genuinely useful.
Ways to duplicate a text box
| Method | How | Best for |
|---|---|---|
| Copy and paste | Select the border, Ctrl+C, then Ctrl+V | Most situations |
| Ctrl-drag | Select the border, hold Ctrl, and drag | Placing a copy right where you want it |
| Right-click | Right-click the border, choose Copy, then right-click and Paste | Mouse users |
Copy a text box to another document
- Select the text box border in the original document and press Ctrl+C.
- Open the other document and click where you want it.
- Press Ctrl+V. If the formatting changes, right-click and choose a Paste Options button such as Keep Source Formatting.
Copy only the text inside
Click inside the box, press Ctrl+A to select all the text in that box, and press Ctrl+C. Paste it anywhere as normal text.
Line up the copies
Select several text boxes by holding Shift as you click their borders, then go to Shape Format > Align and choose an option such as Align Top or Distribute Horizontally. For more help, see how to align text boxes in Word and how to center a text box in Word.
Save a text box for reuse
If you use the same text box often, select it and go to Insert > Text Box > Save Selection to Text Box Gallery. It then appears in the Text Box menu in your documents.
Related: Create shortcuts in Word.
Related: Insert text in Word.
Frequently asked questions
Why did only the text get copied?
The cursor was inside the box. Click the dashed border so it turns solid, then copy.
How do I remove a copy I don’t need?
Select its border and press Delete. To remove just the outline, see how to remove the border from a text box in Word.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.