Document Editing Problems

How to Link Text Boxes in Word When the Shape Format Tab is Missing

Khadija Khan Oct 8, 2026 869 views

Question details

The user wants to link text boxes to make text flow continuously, but cannot find the Shape Format tab needed to access the Create Link feature.

How to Link Text Boxes in Word When the Shape Format Tab is Missing

Product: Microsoft Word
Device & OS: not provided
Scenario: Trying to create a linked flow of text between multiple text boxes within a document layout.
Observed behavior: The Shape Format tab does not appear on the ribbon when editing the text, preventing the user from finding the Create Link button.

Before you start

Ensure you have at least two text boxes inserted into your document, and verify that the destination text box is completely empty before attempting to link them.

Solution 1Recommended

Activate the Shape Format Tab by Selecting the Text Box Border

The Shape Format tab is a contextual menu that only appears when the text box shape itself is selected, rather than when the text inside it is being edited.

A common point of confusion in Microsoft Word is that clicking inside a text box to type makes the shape lose its primary selection focus. To modify the container properties like linking, you must select the container's outer boundary.

Select the text box border

Click directly on the outer border line of the first text box. Ensure the cursor is not blinking inside the text area; if it is, click the solid outer line again until the selection handles appear without a blinking text cursor.

Open the Shape Format tab

Look at the top ribbon menu. You will now see the 'Shape Format' tab appear at the far right. Click on it to view the shape options.

Click Create Link

Navigate to the 'Text' group within the Shape Format ribbon and click 'Create Link'. Your mouse cursor will change into an upright pitcher icon.

Select the destination box

Hover over your second (empty) text box. The cursor will change into a pouring pitcher. Click inside this second text box to establish the link. Text will now overflow automatically from the first box to the second.

Activate the Shape Format Tab by Selecting the Text Box Border

Empty Destination Required: The text box you are linking to must be completely empty. If it contains even a single space or paragraph break, Word will not allow the link to be created.

Easily Manage and Link Text Boxes in WPS Writer

WPS Writer provides a highly intuitive interface for document layout, making it exceptionally easy to manage shapes, link text boxes, and format your documents without struggling to find hidden ribbon menus.

1. Insert Text Boxes: Open your document in WPS Writer, navigate to the 'Insert' tab, click 'Text Box', and draw two text boxes on your page.
2. Select the First Text Box: Click on the border of your first text box. The 'Text Box' contextual tab will immediately appear on the ribbon.
3. Link to the Next Box: In the contextual ribbon, click the 'Link' button, then click inside your second empty text box to allow text to flow continuously between them.

Intuitive Shape and Text Box formatting menus that appear right when you need them.Fully compatible with Microsoft Word (.docx) formats, retaining all text box links seamlessly.Lightweight, fast, and free to use for professional document editing tasks.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the Create Link button grayed out in Word?

The 'Create Link' button will be grayed out if you have not properly selected a text box, or if the destination text box you are trying to link to already contains text. You must clear all text and spaces from the second text box to enable linking.

How do I break a link between two text boxes?

To remove a link, select the first text box in the linked chain. Go to the Shape Format tab and click 'Break Link' in the Text group. All the text will then flow back into the first box, leaving the second box empty.

Can I link more than two text boxes together?

Yes, you can create an ongoing chain of linked text boxes. Simply select the second text box, click 'Create Link' in the Shape Format tab, and click a third empty text box. You can repeat this process for as many text boxes as your layout requires.

Why did the Shape Format tab disappear while I was typing?

The Shape Format tab is contextual. When you are actively typing or editing text inside the box, Word shifts focus to text formatting tabs. To bring the Shape Format tab back, simply click the outer edge (border) of the text box.

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