Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Highlighting Information Using Shading.

Highlighting Information Using Shading

by Allen Wyatt
(last updated May 3, 2014)

2

Word provides a way you can shade the information in your document. This shading can be added in conjunction with any border you may specify for the paragraph. Word allows you to precisely control the degree of shading, as well. To add shading to a paragraph, follow these steps:

  1. Position the insertion point in the paragraph that you want to shade.
  2. Select the Borders and Shading command from the Format menu. Word displays the Borders and Shading dialog box.
  3. Click on the Shading tab. (See Figure 1.)
  4. Figure 1. The Shading tab of the Borders and Shading dialog box.

  5. Using the Style drop-down list, select a degree of shading you want to use for the paragraph.
  6. Click on OK.

You should understand that highlighting text using the shading settings is different than highlighting text using the highlighter tool. In many ways I think that using shading is simpler and more flexible. Why? Because you can apply the shading technique to styles and create a character style that incorporates shading. You can then apply the character style to anything you need shaded, and you can easily remove the style, search for the style, or replace the style with some other formatting. These things are harder to do with highlighting that is added through the use of the highlighting tool.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1529) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Highlighting Information Using Shading.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Chapter Numbers in Indexes and TOAs

Word allows you to define prefixes for page numbers. These are often used for chapter or section numbers in a large document. ...

Discover More

Adding Items to a Context Menu

Context menus can be very helpful for presenting common operations you can perform, based on the context in which the menu is ...

Discover More

Shortcut for Show/Hide

Hate to take your hands off the keyboard? Here's a handy keyboard shortcut you can use to display (or not display) the ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Drop Shadows for Tables

When adding borders and shading to a document's elements, Word allows you to quickly add drop shadows to paragraphs, text ...

Discover More

Basing Headers and Footers on the Previous Section

Word treats the headers and footers in a document independently, based on the section in which they appear. This means that ...

Discover More

Borders on Multiple Paragraphs with Differing Indents

When you place a border around a paragraph, the position of that border is determined, partially, by the indent with which ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 2?

2016-09-16 05:03:27

Srijan

Dear Sir,
How can I find the Format menu and then Borders and Shading command in Word 2000? I can not see Format Menu in Word 2000.
- Srijan


2014-08-17 11:59:21

Bobby Childree

Wow! It was that easy! I spent a lot of time trying to use the wrong approach to get rid of shading I cut and pasted along with a list on a web page. This one simple tip on how TO shade a paragraph was the simple way to undo the shading I was trying to get rid of. Mr. Wyatt has my respect!


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.