Changing the background color of text in Microsoft Word can significantly enhance the readability and visual appeal of your documents. Whether you’re highlighting key information, differentiating sections, or simply adding a splash of color to your text, Microsoft Word offers a straightforward method to achieve this. This guide will walk you through every step of changing background colors in Word—while also giving some insightful tips and tricks along the way.
Understanding Text Background Color
Before diving into the “how-to,” it’s essential to understand what we mean by “text background color.” In Word, the background color of text can refer to two different things:
Text Highlighting
: This feature allows users to apply a color behind the text. It’s similar to using a highlighter on paper and is useful for emphasizing important information.
Text Box or Shape Background
: You can add a colored background to a text box or shape that contains your text. This method is used not only to highlight text but also to create a more visually appealing layout.
Why Change Background Color?
Changing the background color can serve various purposes:
-
Emphasis
: Make essential information stand out. -
Organization
: Different colors can visually separate sections or topics. -
Readability
: A softer or contrasting background can make text easier to read. -
Aesthetics
: Adding color brings life to a document and can reflect corporate branding or personal style.
Prerequisites
Before we jump into instructions, ensure you have a version of Microsoft Word that supports these features. This guide is applicable to most modern versions of Microsoft Word, including Word 2010, Word 2013, Word 2016, Word 2019, and Word for Microsoft 365.
Changing Text Background Color: Highlighting Method
Step 1: Open Microsoft Word
Launch Microsoft Word and create a new document or open an existing one where you want to change the text background color.
Step 2: Select the Text
Highlight the text you want to change the background color for. You can click and drag your mouse over the text or hold the Shift key while using the arrow keys to extend your selection.
Step 3: Apply Highlight Color
Your selected text will now have the new background color applied.
Step 4: Remove Highlighting (If Needed)
If you want to remove the highlight, simply select the text again, go back to the highlight button, and select “No Color” from the dropdown menu.
Changing Background Color with Text Boxes
If you want more control over your text’s background, or if you’re working on a layout that requires it, you can use a text box.
Step 1: Insert a Text Box
Step 2: Type Your Text
Enter the text you want inside the text box.
Step 3: Change the Background Color
Key Tips for Using Background Colors
Contrast is Key
: Ensure the background color contrasts well with the text color so that it remains legible. Dark text on a light background is typically easier to read.
Use Colors Wisely
: Avoid using too many colors in one document, as it can become visually overwhelming. Stick to a cohesive color scheme.
Testing for Different Formats
: Always check how the text appears when printed or viewed on different devices to ensure colors appear as intended.
Branding Alignment
: If you are creating a document for a business, align your color choices with your brand colors to maintain professionalism.
Consider Accessibility
: Be mindful of color blindness and other visual impairments when choosing your colors. Tools and resources are available to help ensure your documents are accessible to all.
Advanced Techniques: Using Styles for Background Colors
For users who frequently create documents with similar formatting, Word’s “Styles” feature allows you to save time.
Step 1: Create a New Style
Step 2: Set the Style Attributes
Frequently Asked Questions
Q1: Can I change the background color of multiple sections at once?
Yes, if the sections are formatted with the same style, you can update the style to change the background color for all text using that style. If you’re using highlights, you’ll need to select all the relevant text before changing the highlight color.
Q2: Will changing the background color affect the print quality?
Generally, yes, background colors will appear when printed unless the printer settings are adjusted to print without background colors. Always preview your document before printing.
Q3: Are there keyboard shortcuts for changing text background color?
While there’s no direct shortcut, you can use Alt + H, then H to access the highlight dropdown quickly.
Q4: Can the background colors be customized?
Yes, you can use more advanced color options for fills and gradients rather than just the preset colors.
Q5: Does changing background color work in older versions of Word?
Most features mentioned are available in recent versions of Word. However, there might be slight differences in the interface or feature availability in much older versions.
Conclusion
Changing the background color of text in Microsoft Word is a simple yet effective way to enhance the visual presentation of your documents. Whether you’re looking to emphasize important information, organize your content, or simply make your pages more visually appealing, the options are numerous and easily implemented. By following the steps outlined in this guide, you can confidently navigate Word’s formatting options to create engaging, professional-looking documents. Don’t hesitate to experiment with different styles, highlight colors, and text box backgrounds to find what works best for your individual needs!