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MS Word: Illustrations Group in the Insert Tab to Work with Icons

  • Writer: Fakhriddinbek
    Fakhriddinbek
  • May 25
  • 3 min read

Microsoft Word continues to evolve as more than just a text editor—it's a document design powerhouse. One standout feature within the Insert Tab is the Illustrations Group, which includes a modern and visually impactful option: Icons.


Word document showing toolbar with "Insert" and "Icons" highlighted. Stock images window displaying various icons. Alt Text pane open.

Icons are scalable vector graphics (SVGs) that can be inserted into documents to add clarity, style, and professionalism. They're particularly useful in reports, manuals, guides, resumes, and educational materials. In this article, you'll learn:

  • What Icons are and where to find them

  • How to insert and customize Icons in Word

  • How to format Icons using the Graphic Format tab

  • Common issues users face when working with Icons—and how to solve them

  • Best practices and real-world examples


Where to Find Icons in Microsoft Word


To insert an icon:

  1. Go to the Insert Tab.

  2. In the Illustrations Group, click on Icons.

  3. A searchable library will open, categorized into:

    • Accessibility

    • Analytics

    • Arrows

    • Business

    • Communication

    • Education

    • People, Technology, and many more

You can also search using keywords (e.g., “email,” “calendar,” “idea”).


Tip: You must be connected to the internet to access the full Icon library in Word.


Why Use Icons?


Icons are:

  • Vector-based – They retain quality no matter how much you scale them.

  • Professional-looking – Ideal for resumes, presentations, and reports.

  • Visually supportive – Help readers navigate content more easily.

  • Fully customizable – You can change color, size, rotation, and more.


Toolbar in document editing software shows graphics options. Two icons, a bar chart, and books are in the document. Logo says Centre of Power.

Formatting Icons: Graphic Format Tab


Once you insert an icon and select it, a new tab appears: Graphic Format (sometimes called SVG Tools). This tab gives you complete control over the icon’s appearance.


Tools in the Graphic Format Tab:

Group

Tool

Purpose

Graphics Styles

Presets

Apply pre-designed styles to icons


Fill

Change the icon’s color


Outline

Add or modify the icon’s stroke/border


Effects

Add shadow, glow, or soft edges

Arrange

Wrap Text

Define how text flows around the icon


Align

Align to margins, page, or other objects


Bring Forward / Send Backward

Adjust icon layering


Rotate

Rotate the icon in 90° steps or custom angles

Size

Height & Width

Precisely resize icons using dimensions


Scale

Drag from corners to resize proportionally

Pro Tip: Icons are SVG files, so you can ungroup and edit each part of the icon (right-click → Convert to Shape) for more advanced customization.


Customizing Icons: Step-by-Step

  1. Insert the icon via Insert → Icons.

  2. Select it to open the Graphic Format tab.

  3. Use Graphics Fill to match brand colors or theme.

  4. Use Wrap Text → In Front of Text for free placement.

  5. For advanced editing, right-click → Convert to Shape → then ungroup individual elements.

Most-Discussed Issues & Their Solutions


“Icons aren’t showing in the Insert menu”


Solution: Ensure you're connected to the internet and using Microsoft 365 or Office 2019 and above. Icons aren’t available in Office 2016 or earlier.


“I can’t change the color of the icon”


Solution: Try clicking Convert to Shape under right-click menu → then ungroup it. You’ll be able to edit each piece as a shape.


“Icons are blurry after resizing”


Solution: This shouldn't happen with SVG icons. Make sure you’re resizing proportionally by dragging from the corner handles or using the Size box in the Graphic Format tab.


“Icons overlap with text and can't be moved freely”


Solution: Set Wrap Text to In Front of Text or Tight for more flexibility in moving and positioning icons.


Practical Use Cases for Icons in Word

Use Case

Icon Types

Resumes

Profile, Email, Phone, Skills

Reports & Dashboards

Graphs, Arrows, Analytics, Checkmarks

Educational Materials

Books, Pencils, Lightbulbs, People

Project Proposals

Business, Strategy, Target, Calendar

Guides/Manuals

Warning, Tools, Settings, Info icons

Best Practices for Using Icons


  • Stick to a visual theme: Avoid mixing outline icons with filled icons for consistency.

  • Use minimal color palettes to maintain a professional look.

  • Group icons with text boxes to create reusable design blocks.

  • Use alt text for accessibility (Right-click → Edit Alt Text).

  • Use icons instead of bullets for visual interest in lists.


Conclusion

The Icons feature in Microsoft Word’s Illustrations Group offers a quick, scalable, and stylish way to improve your document’s visual quality. From educational documents to business proposals, icons help deliver content more effectively by offering visual cues and enhancing engagement.


With the powerful Graphic Format tab, you can style, align, resize, and even edit individual parts of an icon. By learning to use this tool effectively—and knowing how to troubleshoot common issues—you can create polished, professional documents with minimal effort.

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