How To Create A Structure Chart In Word

Microsoft Word is a powerful word processing tool. Although it was not built specifically for diagramming, Word can be used to make basic org charts that can enrich your documents, making them more useful for readers.

1. Insert SmartArt

In a Word document, go to the Insert tab and select "SmartArt" to open the SmartArt Graphic Menu. In the Hierarchy group on the left, select the org chart template that you would like to use.

How to Make an Org Chart in Word

2. Enter text

Once you have selected an org chart template, a menu will pop up that will allow you to enter text for each shape. Each shape represents a person in the structure, so we recommend organizing your data to ensure that everyone is accounted for before you make your org chart. Unfortunately, Word is extremely limited in how much information can be stored in each shape — to build a more robust org chart, skip ahead to learn about Lucidchart.

Make an Org Chart in Microsoft Word

3. Customize hierarchy

Org charts are incredibly useful for clarifying organizational structure, especially the chain of command. Organizations are often complex, so determining who reports to whom can eliminate corporate confusion and improve office efficiency. To promote someone in an org chart in Word, simply press the Tab key after clicking on their name in the Text Dialog box. To demote them, Shift + Tab will do the trick. Organizational hierarchies can also be managed in the SmartArt Design tab.

Let's say in our example that Jim gets a promotion and Angela now reports to Jim. To make the org chart reflect this change, click into Angela's name in the Text Dialog box and press the Tab key. Your org chart will now reflect this change!

Create an org chart in Word

4. Add and remove shapes

Most SmartArt templates come standard with five shapes, but it is likely that you will need more than five shapes to model your organization correctly. To add shapes click on the SmartArt Tools Design tab > Add Shape. From here you can manage where the shape goes, who the person reports to, etc.

Let's say that a new person is hired and will also report to Jim. To do this, click on Angela (who already reports to Jim) and press the Add Shape button from within the SmartArt Tools Design Tab.

Build an Org Chart in Word

5. Format your org chart

To complete your org chart in Word, play around with the colors, fonts, and sizes of the shapes via the SmartArt Tools Design and Format tabs. The image below shows how we modified the org chart by changing the colors and design of the shapes.

how to make an organizational chart in Microsoft Word