How to Wrap Text in Excel
Display long text on multiple lines within a single cell for better readability
Quick Answer
Fastest method: Select the cell(s) → Go to Home tab → Click Wrap Text button in the Alignment group. The text will automatically display on multiple lines.
Keyboard shortcut: Alt + H + W (Windows) after selecting cells.
What is Text Wrapping?
Text wrapping in Excel automatically adjusts row height to display all text within a cell on multiple lines. Instead of text overflowing into adjacent cells or being cut off, wrapped text stays within the cell boundaries and breaks into new lines as needed.
❌ Without Wrap Text
Text overflows into next cell or gets cut off, making it hard to read and causing formatting issues.
✓ With Wrap Text
Text displays completely within the cell on multiple lines, improving readability and keeping data organized.
Method 1: Wrap Text Button (Easiest)
Step-by-Step Instructions:
- 1.Select the cell or range of cells you want to wrap text in
- 2.Click the Home tab in the ribbon
- 3.In the Alignment group, click the Wrap Text button
- 4.The row height adjusts automatically to display all text
Pro Tip: Click the Wrap Text button again to toggle it off and return to single-line display.
Best For:
- Quick one-time text wrapping
- Visual learners who prefer ribbon commands
- Wrapping text in multiple cells at once
- Most intuitive method for beginners
Method 2: Keyboard Shortcut (Fastest)
Windows
Alt + H + WPress keys in sequence (not simultaneously)
Mac
No direct keyboard shortcut. Use Format Cells dialog (Cmd + 1) instead.
Using the Shortcut:
- 1.Select the cells you want to wrap
- 2.Press Alt, then H, then W in sequence
- 3.Text wraps immediately
Best For:
- Power users who prefer keyboard navigation
- Frequent text wrapping operations
- Maintaining workflow efficiency
- Windows users only
Method 3: Format Cells Dialog (Advanced Options)
Step-by-Step Instructions:
- 1.Select the cells you want to format
- 2.Press Ctrl + 1 (Windows) or Cmd + 1 (Mac) to open Format Cells
- 3.Click the Alignment tab
- 4.Check the Wrap text checkbox under Text control
- 5.Click OK
Bonus: In this dialog, you can also adjust text alignment, orientation, indentation, and merge cells.
Best For:
- Combining text wrapping with other formatting
- Mac users (more reliable than ribbon clicks)
- Users who need additional alignment options
- Setting multiple format options at once
Bonus: Manual Line Breaks (Precise Control)
Instead of automatic text wrapping, you can insert manual line breaks to control exactly where text breaks.
How to Add Manual Line Breaks:
- 1.Double-click the cell to enter edit mode (or press F2)
- 2.Position cursor where you want the line break
- 3.Windows: Press Alt + Enter
- 4.Mac: Press Option + Enter or Cmd + Option + Enter
- 5.Press Enter to finish editing
Note: Manual line breaks work whether or not Wrap Text is enabled, giving you precise control over text layout.
Wrap Text vs Merge Cells
| Feature | Wrap Text | Merge Cells |
|---|---|---|
| Cell Structure | Keeps separate cells | Combines multiple cells into one |
| Text Display | Multiple lines in one cell | Single cell spanning multiple columns/rows |
| Sorting/Filtering | ✓ Works normally | ✗ Can cause issues |
| Formulas | ✓ No impact | ✗ Can break references |
| Best For | Data tables, lists, calculations | Headers, titles, labels |
Recommendation: Use Wrap Text for most data situations. Only use Merge Cells for aesthetic purposes in headers or titles.