Office Settings & Configuration

How to Add Red Rectangles and Arrows to Highlight Word Toolbar Locations

Amos Gikunda Sep 27, 2026 871 views

Question details

The user wants to mark specific tools on the Word 2016 interface with a red rectangle and an arrow to create instructions.

How to Add Red Rectangles and Arrows to Highlight Word Toolbar Locations

Product: Microsoft Word 2016
Device & OS: not provided
Scenario: Creating educational tutorials or instruction manuals that require pointing out exact button locations on the application interface.
Observed behavior: The user seeks a built-in method to draw shapes over the live interface, which is not natively supported without taking a screenshot first.

Before you start

Because the live Word interface cannot be drawn on directly, prepare your operating system's built-in screenshot tool (like Snipping Tool or Print Screen) to capture the toolbar first.

Solution 1Recommended

Capture and Annotate a Screenshot Using Insert Shapes

The standard approach to highlighting application interface elements is to capture an image of the UI, insert it into a document, and layer built-in shapes over the image.

Microsoft Word does not allow graphical overlays directly on its live ribbons or toolbars. To create step-by-step guides, you must generate a static image of the toolbar and annotate it.

Capture the Word Toolbar

Open Word 2016 to the tab you want to highlight. Press the 'PrtScn' key on your keyboard or use the Windows Snipping Tool to take a screenshot of the toolbar.

Paste the Screenshot into a Document

Open a new or existing Word document where you are creating your instructions. Press 'Ctrl + V' to paste the captured screenshot onto the page.

Insert Rectangles and Arrows

Navigate to the 'Insert' tab on the main ribbon and click on 'Shapes'. Select a Rectangle or an Arrow from the drop-down menu, then click and drag over the screenshot to draw the shape pointing to the target location.

Format Shapes to Red Highlights

Select the newly drawn shape to reveal the 'Shape Format' tab. Change 'Shape Fill' to 'No Fill' so the toolbar remains visible underneath. Then, change the 'Shape Outline' to red and increase the line 'Weight' to make it stand out clearly.

Capture and Annotate a Screenshot Using Insert Shapes

Group Elements Together: To prevent your red rectangles and arrows from misaligning if you add text later, select the screenshot and the shapes together, right-click, and select 'Group'. This locks the annotations to the image.

Seamless Document Editing

Easily Annotate Images and Create Tutorials with WPS Office

WPS Writer offers an intuitive and streamlined experience for pasting screenshots and overlaying customizable shapes, making it the perfect tool for creating professional step-by-step guides and documentation.

1. Paste Your Image: Open WPS Writer and paste your captured toolbar screenshot directly onto the blank page.
2. Access the Shapes Menu: Go to the 'Insert' tab on the top ribbon and click the 'Shapes' icon to view all available drawing tools.
3. Draw Your Highlights: Select the Rectangle or Arrow tool, then click and drag over the specific button on your screenshot you want to emphasize.
4. Customize Shape Properties: Use the right-side 'Object Formatting' pane to set the shape fill to transparent and adjust the outline color to a thick red border.

Fully compatible with Microsoft Word (.docx) formats, ensuring your tutorials look perfect everywhere.Intuitive Insert Shapes menu for quickly drawing red rectangles, arrows, and informative callouts.Lightweight software that loads quickly and handles image-heavy documents smoothly.

microsoft office alternative - wps office

Frequently Asked Questions

Can I permanently add an arrow to the Word toolbar pointing to a tool I use often?

No, the live application interface cannot be permanently modified with annotation shapes. You can customize the Quick Access Toolbar to move your favorite tools, but you cannot overlay graphics onto the live interface.

How do I make the inserted rectangle transparent so I can see the buttons inside?

After drawing the rectangle over your screenshot, click the shape to activate the 'Shape Format' tab. Click on 'Shape Fill' and select 'No Fill'. The center will become transparent, leaving only the colored border visible.

Why do my red rectangles move away from the screenshot when I type new text?

Images and shapes have different text wrapping styles by default. To fix this, hold the 'Shift' key, click on the screenshot and all your drawn shapes, right-click the selection, and click 'Group' > 'Group'. They will now act as a single locked image.

Office App Problems