The fastest way depends on which program you use
Most word processors let you highlight text with a background color using a button in the toolbar. In Microsoft Word, Google Docs, and similar programs, you select the text first, then click the highlighting tool — usually marked with a marker pen icon or paint bucket. The exact steps and menu location differ between programs, so the method that works in Word won't work the same way in Google Docs.
Some programs also let you change the background color of an entire paragraph or page, not just individual words. This is useful when you want a colored box behind a heading or need to shade a whole section. The approach for paragraph backgrounds is different from text highlighting and uses a separate menu.
Key Takeaways
- In Microsoft Word, select your text and use the Highlighting button in the Home tab to add a background color behind words.
- In Google Docs, select text and click the Highlight Color tool in the toolbar, which looks like a marker pen with a dropdown arrow.
- To shade an entire paragraph or page background, use the Paragraph or Page Color option instead of text highlighting.
- Different programs store these tools in different places, so check your program's toolbar or Format menu if you cannot find the highlighting button.
How to highlight text in Microsoft Word
Open your document and select the text you want to highlight. Click the Home tab at the top if you are not already there. Look for the Highlighting button — it looks like a marker pen and is usually in the Font group on the left side of the ribbon. Click the small arrow next to it to see color options, then choose your color.
If you want to highlight multiple separate sections, you can click the highlighting button once to "lock" it, then select each section of text you want to highlight without clicking the button again. Press Escape when you are done. To remove highlighting, select the text and click the highlighting button's arrow, then choose "No Color".
How to highlight text in Google Docs
Select the text you want to highlight. In the toolbar at the top, find the Highlight Color tool — it looks like a marker pen with a small colored bar underneath. Click the arrow next to it to open the color palette. Choose your color from the options shown.
Google Docs also lets you use the Format menu instead. Select your text, go to Format > Text, then choose Highlight Color. This method opens the same color picker. To remove highlighting in Google Docs, select the text, click the Highlight Color arrow, and choose the white or transparent option at the top of the palette.
How to shade a paragraph or page background
Highlighting individual words is different from adding a background color to an entire paragraph or page. If you want a colored box behind a heading or a shaded section, use the paragraph shading tool instead. In Microsoft Word, click anywhere in the paragraph you want to shade, then go to Home > Paragraph Borders (the arrow next to the borders button) > Borders and Shading > Shading tab. Choose your color and click OK.
In Google Docs, click in the paragraph you want to shade, then go to Format > Paragraph > Shading. Pick your color from the palette. To shade an entire page background in Google Docs, go to File > Page Setup and choose a background color from the Page Color option. In Word, use Design > Page Color to change the whole page background.
Highlighting in other programs
LibreOffice Writer, Apple Pages, and other word processors have highlighting tools, but they are located in different places. In LibreOffice, select your text and go to Format > Character > Highlighting, or use the highlighting button in the toolbar if your version shows one. In Apple Pages, select text and use the Format panel on the right side to find text color and background options.
Many online writing tools and note-taking apps like Notion, OneNote, and Evernote also include highlighting. Check the toolbar for a marker or highlighter icon, or look in the Format or Text menu. If you cannot find it, the program may not support text highlighting — in that case, you can use bold or italic text, or a different text color, to make important words stand out.
When to use highlighting versus other formatting
Text highlighting works best when you want to draw attention to specific words or phrases without changing the text itself. It is useful for marking important points in a document you are reading or editing. If you want to change how the text looks more dramatically — making it larger, bolder, or a different color — use text formatting instead of highlighting.
Paragraph shading is better than highlighting when you want to emphasize an entire section, like a callout box or a warning. Highlighting can make a page look cluttered if you use too many colors, so reserve it for the most important points. If you are sharing a document with others, remember that highlighting may print differently on different printers, so test a sample page first if the document will be printed.
Frequently Asked Questions
Can I use different highlight colors in the same document?
Yes. Select each section of text separately and choose a different color from the highlighting tool each time. This is useful for color-coding different types of information — for example, using yellow for definitions and green for examples. Most programs let you pick from 5 to 10 standard colors, plus custom colors in some cases.
Does highlighting show up when I print the document?
Usually yes, but it depends on your printer and the colors you chose. Light colors like yellow and light green print more reliably than darker colors. If the document will be printed, test a page first to see how your chosen highlight color appears on paper. Some printers may not show highlighting at all if they are set to print in black and white.
How do I remove highlighting from text I already highlighted?
Select the highlighted text and click the highlighting tool's arrow. In Word, choose "No Color." In Google Docs, choose the white or transparent option at the top of the color palette. In other programs, look for a similar "None" or "Clear" option in the highlighting menu.
What is the difference between text highlighting and text color?
Text highlighting adds a background color behind the words while keeping the text itself black or dark. Text color changes the color of the words themselves. Use highlighting to mark important passages without changing readability, and use text color when you want the words to stand out in a specific color.