How to Insert a Text Box into Google Sheets: A Step-by-Step Guide

December 5, 2023 505 views

Inserting a textbox within your spreadsheet can greatly enhance the clarity of the information you're presenting, making it more accessible to your audience. While it contributes to clearer understanding for readers, excelling at the art of inserting text boxes in a spreadsheet is a valuable skill that ensures flexibility across various applications. Google Sheets, being a widely used spreadsheet tool, has its own nuances in this regard. In this guide, we will walk you through the steps of inserting a textbox in Google Sheets, providing you with a comprehensive understanding of this essential feature.

How to Insert a Text Box in Google Sheets

Adding a text box in Google Sheets may seem a bit perplexing for some, given the distinctive interface compared to other office suites. In this section, we will learn how to add a textbox to Google Sheets.

Step 1: Begin by opening Google Sheets on your system and navigate to the "Insert" menu.

Step 2: In the "Insert" menu, select the "Drawing" option.

Step 3: The drawing window will open, versatile for various purposes. To insert a text box, click on the "Textbox" icon in the toolbar.

Step 4: Using your mouse, draw the text box as needed.

Step 5: The final step to add your text box is to click on "Save and Close".

Step 6: To reposition the text box within the sheet, hover your cursor over the text box. The cursor will change into a hand cursor, allowing users to drag and drop the text box to the desired location.

This is the process for inserting a text box in Google Sheets. Although the option might be somewhat hidden, it holds significant importance, especially when indicating specific information within a sheet.

How to Customize and Format a Text Box in Google Sheets

When we insert a text box, it usually appears simple with no colors or formatting. To customize and format the text box, double-click on the text box to open the drawing window. Follow these steps for formatting:

Format the Text

Step 1: Click on the text box and then head over to the toolbar. To change the font, select the font using your cursor and click on the "Font" option to open the dropdown.

Step 2: For additional formatting options, click on the three dots next to the "Font" option. Here, users can change the font style, add bullets, and explore other formatting choices.

Change the Background Color

We can also change the background color of our text box.

Step 1: Click on the text box and then, in the toolbar, click on the "Fill Color" option. Choose the color of your choice.

Step 2: To change the border color, click on the "Border Color" option next to the fill color. Modify the border color of your text box to suit your preferences.

Change the Order

If you want a text box to appear behind a shape or image, follow these steps:

Step 1: Right-click on the text box to open the context menu.

Step 2: In the context menu, click on "Order", and then in the flyout menu, select the "Send Backwards" option. This will alter the order of your drawings, ensuring that the text box is positioned behind the shape or image.

This action will bring your shape or image to the forefront, placing it above your text box in the layering order. Adjusting the layering in this way allows for effective control over the visual arrangement of elements in your Google Sheets.

[Extended] How to Make a Flowchart in Google Sheets

In addition to adding a simple text box, you can also use the drawing option in Google Sheets to insert a flowchart. Let's explore creating a new flowchart for our Ocean Carriers delivery process:

Step 1: Return to the drawings window by navigating to the "Insert" menu > "Drawings" option.

Step 2: In the drawings window, insert shapes to build your flowchart. Click on the "Shapes" option in the toolbar.

Step 3: Now, in the shapes menu, click on "Shapes" again and select your desired shape for the flowchart, such as parallelograms.

Step 4: Resize the shape. Instead of adding new shapes, duplicate the shape by pressing "CTRL + D" to maintain uniformity and enhance visual appeal.

Step 5: To indicate the flow, go back to the shapes menu in the toolbar. Click on "Arrow" and choose the arrow style you wish to add.

Step 6: Your flowchart is complete. Now, position it properly by using the cursor to select all the shapes together and dragging them to the desired location.

Step 7: To insert the flowchart, click on "Save and Close" at the top right.

Step 8: The flowchart will now be added to your Google Sheets.

This systematic guide assists in creating a professional-looking flowchart in Google Sheets using the drawings option. Experiment with shapes, arrows, and arrangement for an effective visual representation of your process.

Best Free Alternative to Google Sheets - WPS Spreadsheet

While Google Sheets holds its own set of advantages, WPS Spreadsheet is a great competitor, offering a myriad of features and functionalities that set it apart in the category of spreadsheet tools. WPS Spreadsheet is distinguished by its user-friendly interface, providing a sleek and intuitive platform for streamlined work. The compatibility extends to common office suites like LibreOffice, MS Office, and Google Workspace, facilitating seamless collaboration across diverse platforms.

With its DIY service, printable capabilities, and an extensive library of additional templates accessible through the WPS Office app, WPS Spreadsheet provides a compelling alternative. And when it comes to inserting text boxes, WPS Office enables users to add both horizontal and vertical textboxes to their spreadsheets. The clean interface, combined with its free accessibility, makes WPS Spreadsheet a robust and user-centric tool, presenting a formidable competition to Google Sheets.


Q1. How to insert text data into Google Sheets?

Step 1: Copy the text you want to add from Microsoft Word.

Step 2: Open Google Sheets and double-click or press F2 on the cell where you want to paste the text. Right-click inside the cell and select "Paste as plain text."

Step 3: Click on the cell again (B1) and navigate to the Format Tab. Within the Format tab, find the Wrapping option. Click on it and select Wrap. It ensures your text fits neatly within the cell.

Q2. How to combine data and text in Google Sheets?

Step 1: In cell A1, enter "Dog", and in cell B1, enter "Cat".

Step 2: In cell C1, start with "=" and enter the value in cell A1 ("Dog") within inverted commas.

Step 3: Add the ampersand symbol (&) and then enter the value in cell B1 ("Cat").

Step 4: Press Enter, and the result will be "DogCat".

Q3. Why would I use a text box in Google Sheets?

Text boxes in Google Sheets serve as valuable tools to organize and highlight crucial information, contributing to an improved visual layout and enhanced clarity in your spreadsheet. By strategically placing text boxes, you can emphasize important details, making data interpretation more straightforward for yourself and others who may view the sheet. This organizational feature adds a layer of visual structure, making your spreadsheet more engaging and accessible.

Optimize Spreadsheets with WPS Office

Discovering how to insert text box google sheets opens up a world of possibilities for clearer data presentation. The knowledge you gain here is invaluable, but if you're looking for a comprehensive tool that goes beyond, consider integrating WPS Office with its robust spreadsheet capabilities.

WPS Office not only simplifies the learning process with its user-friendly interface but also elevates your efficiency. The narrow learning curve ensures a smooth transition, and the extensive features make your tasks more manageable. Download WPS Office now for an enhanced spreadsheet experience.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.