How to Make an Org Chart in Word
Word is typically used to create reports, memos, and other print documentation. While most people stick to these use cases, you can also make org charts in Word. Follow this guide to create and style simple org charts in Microsoft Word 2013. If you’re wondering how to structure your org chart or what information to include, see our tutorial on how to make an org chart. See our Org Chart templates for Word to get started.
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Make an Org Chart in Word:
First, open a blank document in Word.
For an easier editing experience, you might want to tweak your menu display settings. Do this by clicking the Ribbon Display Options icon in the top-right corner and choosing the option you want. This creates a cleaner-looking canvas in which to work.
Click the Insert tab and select SmartArt or Shapes. SmartArt graphics are pre-assembled groups of shapes with themes and logic built into them. Shapes are individual objects that can be inserted into a document and edited as necessary.
If you choose SmartArt:
- A dialog will appear and prompt you to select a SmartArt graphic from the gallery. Choose Hierarchy from the left panel to see org chart templates, then click the template you want to use. A preview of that graphic will appear in the right panel, along with an explanation of its logic. Click OK.
- To replace your graphic, select it by clicking on it. Then click the SmartArt Graphics (Insert > SmartArt) and choose a different chart type. Filler text appears when you switch chart types, even if you replaced the filler words with text of your own. This means that you should settle on a chart type before editing text.
- If you prefer to change the layout of a graphic, select it and hit Design > Layout to pick another style. Chart layout can be edited without losing any text.
- Continue to add shapes and connect them with lines until your org chart is ready. Some SmartArt Graphics don’t support unlimited shape addition. For those that do, select the shape nearest to where you want to add a new shape. Then choose an action, like Add a Shape, from the Design tab. Follow these instructions for org chart templates:
- To insert a box at the same level as the selected box, but directly below it, click Add Shape After.
- To insert a box at the same level as the selected box, but directly above it, click Add Shape Before.
- To insert a box one level above the selected box, click Add Shape Above.
- To insert a box one level below the selected box, click Add Shape Below.
- To add an assistant box, click Add Assistant (only available for org chart layouts).
If you choose Shapes:
- A gallery will appear with an assortment of shapes, including lines, arrows, and geometric shapes. Click the shape you want to add, then click and drag on the page to place it. The shape will resize according to the dimensions you set.
- Continue to add shapes and connect them with lines until you’ve created your org chart.
To draw lines between shapes, click Insert > Shapes and select a line style. Then click and drag on the page to add a line.
To add text to a SmartArt graphic, click on the filler text and begin typing. The text boxes will automatically resize based on how many words you add.
To add text inside a shape, double-click the shape and start typing. Font options can be edited from the dialog that pops up when you double-click a text box.
If you’re not sure whether an element supports text insertion, double-click it and start typing. Words will appear if they’re supported.
ADD A GRID
Grids can assist you in aligning shapes and creating consistent dimensions for each object. To see a grid, click the View tab and select the Gridlines check box.
To edit the grid, click Format > Align > Grid settings. From here, you can enable useful features like snapping shapes to each other and snapping objects to gridlines.
STYLE SHAPES AND LINES FROM THE PAGE
For simple edits, try right-clicking on an object. A menu will appear with popular editing options, like wrapping text or sending an item forward or backward.
To edit style, fill, or outline, click the graphical menu that appears when you right-click a shape.
To edit text layout—including position, text wrapping, and size—click the Layout Options icon (it hovers next to the shape/graphic) and pick your preferred layout. Click See More to view the rest of the options.
To move a shape (whether it’s a stand-alone object or part of a SmartArt graphic), click and drag. Drag from an edge or corner to resize, and click and drag the handle icon to rotate.
To move lines, click and drag them. Drag from the end points to resize.
To move or format multiple shapes and lines, click on a shape, press Shift, and select the remaining shapes by clicking on them. Or click and drag your mouse around each shape you want to select. Once the objects are selected, you can move them with arrow keys or your mouse. You can also add formatting, such as a different color fill, and it will apply to the entire selection of shapes. Deselect by clicking on another part of the page.
STYLE SHAPES AND LINES FROM THE RIBBON
For a comprehensive menu of editing and styling choices, click a shape or SmartArt graphic (or select multiple shapes by holding Shift as you click each object).
If you select a shape:
- You’ll see a new tab, Format, appear in the ribbon. Click here for a host of formatting options, including the ability to insert shapes, style shapes, modify text, arrange page elements, and adjust shape size.
If you select a SmartArt graphic:
- You’ll see two new tabs, Format and Design, appear in the ribbon. Click here for a variety of formatting and design options, including the ability to switch the layout style, change colors, alter SmartArt Styles, and reset graphics.
Any time you select shapes or SmartArt graphics, these options will appear.
Make an Org Chart in Lucidchart:
ADD ORG CHART SHAPES
First, enter the demo environment or sign up for an account. If you sign up for an account, access the editor by clicking Create Document.
Decide whether you want to use an org chart shape from the toolbox or import data for an auto-generated table.
If you choose an org chart shape:
- Make sure you have the correct shape libraries open by clicking the More Shapes button and selecting the org chart library.
- When you’re ready to begin, just drag an org chart shape from the toolbox on the left and drop it onto the canvas.
If you choose an auto-generated table:
- Click Import Data in the shape library.
- Select a .csv file to import, or copy and paste spreadsheet information into the text field.
- Format the data as needed, then click Generate Org Chart.
ADD ORG CHART INFORMATION
In the context panel that appears next to the org chart, press Enter to add new employees to the chart and Tab to change their level in the organization. You can also click and drag from each shape in the org chart to add a new shape. Release your mouse and a new shape will appear.
Enter employee details, like name and phone number, at the bottom of the context panel.
Add employee pictures by clicking on the picture icon and selecting a photo.
EDIT ORG CHART VIEW
To modify the fields that are shown on the org chart, open the context panel. Then click on your preferred view.
To change spacing between org chart objects, open the context panel and choose a different view.
To change the relationship between an employee and a supervisor, open the context panel. Then hover over the area to the right of an employee's name and drag arrows to the desired position.
Click Clean Up Layout to instantly revert to preset spacing options.
STYLE FROM THE CANVAS
You can edit org chart elements as if they were ordinary shapes, but remember that manually drawing lines and shapes will interrupt the logic of an org chart.
For quick edits, right-click a shape or line. A menu will appear with popular editing options, like sending an item forward or backward, drawing a line, or switching the shape.
To move a shape, click and drag. Drag from an edge or corner to resize, and click and drag the handle icon to rotate.
To move multiple shapes, select them by holding down Shift as you click each object, then drag as needed.
Lines are designed to snap to connection points along the object’s border. Click and drag the end of the line along the border to change where it connects, or drag it to the center of the object to force the line to dynamically change position when the shape is moved.
STYLE FROM THE PROPERTIES BAR AND GRAPHIC PANEL
To modify text, including alignment and font size, select text and choose options from the properties bar at the top of the page.
To alter graphical qualities like fill color and gradients, select the element you want to modify and choose options from the graphic panel on the right side of the page.
To modify lines and shapes, select the element you want to change and choose options from the properties bar. Add text to any part of a line by double-clicking and typing on the line.
USEFUL FEATURES IN LUCIDCHART
Lucidchart has many useful features that aren’t available in other diagramming programs. Instead of drawing org charts by hand, you can easily import a .csv from excel or and let our software generate a completed chart. Plus, we support one-click styling, as well as interactive links and layers. These options make it easy to create great-looking org charts and share them with the key stakeholders in your organization.
With Lucidchart, you get easy-to-use tools that produce fast, professional results. Why not give it a try? We offer completely free accounts, as well as free trials for our premium levels.