How to Add Text and Images in a SharePoint Text Web Part

SharePoint’s Text web part is the go-to building block when you need editorial-style content on a modern SharePoint page—headings, paragraphs, and images all in one place. It’s flexible, but it also has rules about what it can render, which can surprise you the first time an image doesn’t appear.

This guide walks you through adding text and images using the Text web part in SharePoint Online (modern pages). You’ll learn multiple image workflows (upload, paste, and URL), how to format for clean layout, and what to do when images don’t show up.

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Keyword: How to add text and images in a SharePoint Text Web Part—covered end to end, with troubleshooting and practical best practices.

What the SharePoint Text web part is (and what it isn’t)

The Text web part is a rich text editor embedded in a SharePoint page. You can format text, insert basic HTML-like content, and place images directly in the web part’s canvas.

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It’s not the same as the dedicated Image web part. If you need heavy media features (carousels, galleries, advanced responsiveness), an Image/Media web part may be the better fit.

Prerequisites before you start

Before you edit, confirm you have the right permissions and you’re on the right type of page.

• Permissions: You typically need at least Edit permissions on the page to add or modify web parts.
• Edit mode: Modern pages require switching to Edit mode.
• Page type: The steps below assume a modern SharePoint page (the current SharePoint experience). Classic pages behave differently.
• Image source access: If you use URLs, the image host must allow access for your audience (permissions and hotlink rules).

How to add text in the SharePoint Text web part

Start by adding the Text web part (if it isn’t already on the page), then type or paste your content.

Add the Text web part

1. Open the SharePoint site and navigate to the page you want to edit.
2. Select Edit at the top-right (or Edit from the page menu).
3. Click Add a web part in the section where you want the content.
4. Search for Text and select the Text web part.

Once inserted, you’ll see a rich text editing area.

Enter and format text

1. Click inside the Text web part to place the cursor.
2. Type your text or paste content from another document.
3. Use the formatting toolbar options (commonly including bold, italic, underline, headings, bullet lists, and link tools).
4. For links, select the text you want to link and use the Insert link option.

If your pasted text looks “unstyled,” check whether you pasted from Word/Outlook and consider pasting as plain text (availability depends on your tenant’s editor settings).

How to add images in the SharePoint Text web part

Images can be added in several ways. The best method depends on whether you want to upload once and reuse, whether you need to paste quickly, and whether your images already live somewhere on SharePoint.

In most modern experiences, you’ll see an Insert or Image button inside the rich text toolbar. If your tenant differs, use the alternative methods below.

Upload an image from your device

This is the most common approach when you start with a local file (PNG, JPG, etc.).

1. Go to the page and select Edit.
2. Open the Text web part and click in the editor where you want the image.
3. In the toolbar, select Insert image (or Image).
4. Choose Upload (wording may vary).
5. Select the image file from your computer and wait for it to upload.
6. Confirm the image is placed in the editor, then select Apply or just continue editing (depending on the UI).
7. Click Republish (or Save) when you’re done.

If the upload target asks where to store the file (for example, a site assets folder), choose the option that keeps files inside your SharePoint site so permissions stay consistent.

Paste an image directly

Some tenants allow pasting images directly into the rich text editor. This can be faster than uploading via the toolbar.

1. Copy an image file to your clipboard on your computer (e.g., screenshot).
2. In the Text web part editor, place the cursor where you want the image.
3. Paste using Ctrl + V (Windows) or Cmd + V (macOS).
4. Wait for the image to render in the editor.
5. Save the page.

If you only get an icon or an empty placeholder, your tenant may be sanitizing clipboard image content. In that case, upload the image or use a hosted URL instead.

Insert an image by URL (link to a hosted image)

Use this when the image already exists on a web-accessible location (often a SharePoint-hosted URL).

1. In the Text web part editor, click where the image should go.
2. Select Insert image.
3. Choose the option to insert from a URL (wording may say From link).
4. Paste the direct image URL into the URL field.
5. Confirm insertion and save the page.

Important: Many SharePoint URLs are not direct image files. For example, a browser page URL may not render as an image. You’ll often need a direct link to the image file (e.g., a file path ending in .png, .jpg, or .gif).

Use the built-in image/file options when available

Depending on your SharePoint configuration, the rich text toolbar may offer multiple insertion modes (upload, from device, from site, or from recent files).

1. Open the Text web part editor.
2. Look for toolbar options such as Image, Insert, or a + menu inside the editor.
3. Select an option that lets you insert from site, assets, or recent content.
4. Pick the image and insert.

If you don’t see these controls, it’s usually a UI difference by editor version or tenant policy—see troubleshooting for what to check.

Control layout and formatting (so it looks right)

Once your image is inserted, the main challenge is making the editor output consistent: correct size, alignment, spacing, and predictable line breaks.

Resize, crop, and alignment

After insertion, click the image to reveal resize handles or alignment controls.

• Resize: Drag the corners/edges if handles are available.
• Alignment: Use alignment buttons such as Left, Center, Right, or “wrap” behaviors if shown.
• Crop: Some editors support cropping; others simply resize without crop.

If your image starts pushing text unexpectedly, try re-aligning it and then adjusting size again.

Spacing, indentation, and column-like layouts

The Text web part doesn’t provide a full grid system like other page sections. You can still achieve “columns” using careful spacing and alignment—just don’t expect perfect responsiveness in every scenario.

• One image per block: For the cleanest rendering, place each image on its own line and keep surrounding text short.
• Use headings and paragraphs: Break content into sections using consistent heading levels (e.g., Heading 2 / Heading 3 style if available).
• Avoid deep copy-paste formatting: Copying from Word can bring in hidden styles that fight with the SharePoint editor.

Links on top of images

Some people want a clickable image. In the Text web part, you can often create a hyperlink by selecting the image and using the link control.

1. Select the inserted image (click it so it’s the active element).
2. Use Insert link or the link toolbar icon.
3. Paste the destination URL and confirm.
4. Save and test by viewing the published page.

If the image won’t become a link in your editor, use a dedicated Image web part or place the link on a button-style text element beneath the image.

Best practices for image quality and performance

Images are where Text web parts can either look polished—or cause slow load times and blurry output.

Recommended image specs

• Resolution: Aim for at least 1280 px on the long edge for crisp results on typical desktop widths.
• File size: Keep images under 300 KB to 1 MB when possible (depends on complexity and your site’s performance targets).
• Aspect ratio: Match your image to the intended layout (wide banners vs. square icons).

File types that behave best

• PNG: Great for logos and text-heavy graphics (but can be larger).
• JPG/JPEG: Often the best choice for photos.
• GIF: Use sparingly; some tenants limit animation or compress strangely.
• WebP: If your editor supports it, it can reduce size, but support varies by tenant and browser.

Where to store images

If you repeatedly use the same images, store them in a SharePoint-friendly location so permissions are consistent and URLs remain stable.

• Site Assets: Common for site-wide images.
• Document Libraries: Great for structured media, especially if multiple pages share the library.
• Page-specific folder: Keep assets organized when the images are only for one page.

When possible, insert images by uploading into SharePoint rather than hosting them externally, unless you control external hosting reliability and access.

Troubleshooting: images not showing or formatting breaking

If your Text web part shows text but the image is missing, you’re usually hitting one of a few predictable problems: editor sanitization, URL permissions, unsupported formats, or cached rendering.

Try these fixes when the image won’t render

1. Refresh and republish: Save changes, then fully refresh the page in a new browser tab.
2. Check the file type: Confirm it’s a common format such as PNG, JPG, or GIF.
3. Reinsert the image: Delete the placeholder and insert the image again from upload or from your site assets.
4. Use a direct SharePoint file link: If you used a URL, try a direct link to the image file itself.
5. Verify permissions: Ensure users who view the page can access the image location (no broken inheritance or unique permissions that exclude them).
6. Test a different browser: Try Chrome, Edge, or Firefox to rule out rendering quirks.

When pasted content gets stripped or loses formatting

Pasting from Word or rich email often brings hidden styles that the SharePoint editor sanitizes. The result is missing headings, unexpected line breaks, or flattened formatting.

• Paste as plain text: If your editor offers it, use plain-text paste before applying formatting.
• Reapply formatting: Use the toolbar for headings and lists rather than relying on pasted styles.
• Insert images via upload: Clipboard images can be stripped more often than you’d expect.

When you can’t find the insert image control

If you don’t see an Image/Insert button in the Text editor toolbar:

1. Make sure you selected the web part: Click inside the Text editing area so the editor toolbar appears.
2. Increase editor width: On narrow screens, some controls hide behind an overflow menu.
3. Look for a toolbar overflow: Sometimes image tools live in a More or … menu.
4. Check page experience: Verify you’re editing a modern page, not a classic page.
5. Use an alternative web part: If your tenant disables image insertion in Text web part, use the dedicated Image web part for images.

When only the link shows, not the image

This usually means your URL doesn’t point to a direct image file or the server requires headers/cookies.

1. Confirm the URL ends with a typical image extension (.png, .jpg, .jpeg, .gif).
2. Open the URL in a new tab and verify you see the image directly (not an HTML page).
3. If you’re using a SharePoint “view” link, replace it with a link to the file itself.

Common mistakes to avoid

• Uploading images to a restricted library: If your image folder has unique permissions, your page viewers may see broken images.
• Using external images without stable hosting: Hotlink restrictions or server changes can break images later.
• Copy-pasting from Word and expecting identical layout: The editor normalizes formatting.
• Oversized images: A 6–12 MB banner might look fine but can slow down the page for everyone.
• No alt text considerations: The Text web part image editor may not make alt text obvious. If accessibility is a requirement, consider using the dedicated Image web part or ensure your process supports alt text where available.

SharePoint version and experience differences to watch

SharePoint updates frequently, and UI labels can vary by tenant. Your button text might read Insert image, Image, or appear under an Insert menu.

Also, some capabilities (like direct image pasting) can differ based on:

• Tenant configuration and editor policy
• Whether you’re using the Text web part versus another rich text experience
• Browser and caching state

If you’re working across environments, keep screenshots of toolbar layouts and standardize your team’s preferred workflow (commonly: upload into Site Assets, then insert into Text).

FAQs

Can I add multiple images in one Text web part?

Yes. Insert each image where you want it and manage spacing with alignment and line breaks. For best reliability, keep each image on its own line and avoid complex wrapping.

Why does my image look blurry after inserting it?

Blurry output usually comes from inserting a low-resolution image. Use a higher-resolution original (often 1280 px long edge or more) and then resize in the web part to the display size.

How do I reuse an image across multiple pages?

Upload the image once to a consistent location (like Site Assets or a dedicated document library). Then insert by selecting it from the site content picker or by using a direct image link.

Why does the image work for me but not for others?

Permissions are the most common cause. The image library or folder may restrict access for other viewers, or the image is hosted externally with different access rules.

What’s the best workflow if I’m adding images and text together every time?

Standardize on: upload the image into SharePoint (Site Assets or a shared library) → insert it into the Text web part → align and resize → test in a private/incognito window as a non-admin user.

When should I stop using the Text web part and use another web part?

Use the Text web part for editorial content. If you need advanced image behavior (galleries, links that behave like cards, responsive layouts with consistent columns), use dedicated Image/Media components.

Bottom Line

Adding text and images in a SharePoint Text web part is straightforward once you pick the right image workflow—upload from your device for reliability, paste when your tenant supports it, or use direct image URLs only when permissions and direct file links are correct.

If an image won’t show or formatting breaks, work through the checklist: reinsert, validate the file type and URL, confirm library permissions, then test in another browser and as a non-admin user.

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