Here’s a clear, structured guide you can use in your documentation project. It’s concise enough for end users but detailed enough for site owners who need to configure and manage pages effectively.
Guide to the Text Web Part in SharePoint Online
What It Is
The Text web part is one of the most commonly used web parts in SharePoint Online. It allows you to add and format text directly on a page, making it ideal for instructions, announcements, descriptions, or any content that requires clear communication.
How to Add the Text Web Part
- Navigate to the page where you want to add text.
- Select Edit at the top right of the page.
- Hover over the section where you want to insert content and click the + icon.
- From the list of web parts, choose Text.
- A text box will appear where you can start typing immediately.
Formatting Options
The Text web part includes a simplified rich-text editor with the following features:
- Basic formatting: Bold, italic, underline, strikethrough.
- Paragraph styles: Heading levels (H1–H3), normal text, quotes.
- Lists: Bulleted and numbered lists.
- Links: Add hyperlinks to other pages, documents, or external sites.
- Highlighting: Text color and background color options.
- Alignment: Left, center, right.
- Undo/redo: Quick corrections while editing.
Best Practices for Site Owners
- Keep it concise: Use short paragraphs and headings to make text scannable.
- Use headings strategically: Helps users navigate long pages and improves accessibility.
- Avoid over-formatting: Stick to consistent styles across the site for a professional look.
- Combine with other web parts: Pair text with images, quick links, or call-to-action buttons for richer content.
- Accessibility check: Ensure sufficient color contrast when using text highlights.
Permissions & Publishing
- Editing: Only users with page edit permissions can add or modify the Text web part.
- Publishing: Changes remain in draft until the page is published. Site owners should review formatting consistency before publishing.
Common Use Cases
- Welcome messages on team sites.
- Instructions for using a document library.
- Announcements or updates on a communication site.
- Adding context to images, videos, or quick links.
Key Takeaways
- The Text web part is simple but powerful for communication.
- It supports basic rich-text formatting without overwhelming users.
- Site owners should enforce consistent styles for readability and branding.
- Always preview before publishing to ensure content looks correct across devices.