Block quotes are a useful formatting tool in Microsoft Word to clearly distinguish lengthy quoted text from your own writing. Using block quotes improves readability by allowing readers to easily differentiate between original content and quoted material.
In this comprehensive guide, you will learn:
- What is a block quote
- When to use block quotes
- How to insert a block quote in Word
- Using the Ribbon
- Keyboard shortcuts
- Formatting block quotes
- Block quote rules in MLA, APA, and Chicago styles
- Tips for using block quotes effectively
What is a Block Quote?
A block quote is a formatting technique that visually separates lengthy quoted text from the body of a document. The key difference between a regular quote and a block quote is that a block quote:
- Starts on a new line
- Is indented 0.5 inches from the left margin
- Does not use quotation marks
Block quotes are best for direct quotes that are:
- APA Style: 40 words or longer
- MLA Style: More than 4 lines of prose text
- Chicago Style: 100 words or more
Using block quotes improves readability by clearly distinguishing quoted text from your own words.
When Should You Use Block Quotes?
Use block quotes sparingly. Most quotes should remain integrated into your writing using quotation marks. Reserve block quotes for lengthy, impactful quotes that warrant special formatting.
Good examples for block quotes include:
- Key definitions
- Supporting evidence for claims
- Quotes from interviews
- Excerpts from literary works
How to Insert a Block Quote in Word
There are several methods to format block quotes in Word:
Using the Ribbon
- Type your quote text
- Highlight the text
- On the Home tab, click the Paragraph Dialog Box Launcher
- Under Indentation, set Left to 0.5″
- Click OK
Keyboard Shortcuts
- Type your quote text
- Highlight the text
- Press CTRL+T to indent left by 0.5 inches
Formatting Block Quotes
After inserting a block quote, you may want to customize the formatting:
- Text size: Reduce to 90-95% of body text
- Italics: Useful for indicating emphasis
- Color: Change text color for visual interest
Block Quote Rules in Citation Styles
While the indentation method is the same, the exact rules for when to use block quotes varies slightly across academic citation styles:
MLA Block Quotes
Use for prose quotes longer than 4 lines of text.
APA Block Quotes
Use for quotes 40 words or longer.
Chicago Block Quotes
Use for quotes 100 words or longer.
Tips for Using Block Quotes Effectively
- Introduce each quote with a lead-in sentence
- Analyze and explain quotes in your own words
- Use no more than 1-2 block quotes per document
- Avoid very long block quotes that overwhelm your own writing
- Check citation style guides for the latest block quote rules
Implementing block quotes in your Microsoft Word documents is easy once you know the steps. Properly formatted block quotes will take your academic and professional writing to the next level.
