Word

How to Build Organizational Charts in Word

Microsoft Word makes the initial build of an organizational chart simple with SmartArt. The line between boxes is automatically aligned, and you can quickly create subordinates and assistants for any position.

Instructions

  1. Insert SmartArt

    In the Insert tab, click on the SmartArt dropdown.

  2. Choose a SmartArt style

    Scroll down through the SmartArt options, and hover over the Hierarchy flyout.

  3. Choose organizational structure

    Choose a layout that works for you. Our favorite is the first one, Organizational Chart.

  4. Add employee descriptions

    Once you click the Organizational Chart image, Word will automatically generate the org chart template pictured below. The SmartArt Text dialog will also open up. You can edit the content in each of the boxes in the SmartArt Text box or directly in the boxes. To add another line of text within the box, hit enter.

  5. Add a new shape

    Once you click the Organizational Chart image, Word will automatically generate the org chart template pictured below. The SmartArt Text dialog will also open up. You can edit the content in each of the boxes in the SmartArt Text box or directly in the boxes. To add another line of text within the box, hit enter.

  6. Update organizational chart format

    To update the format of your org chart right click (control + click on Macs) into the editing plane and click on the dropdown option Format Object.

  7. Additional organizational chart formatting options

    Another way of editing the color and format of the org chart boxes is by clicking into the editing plane and choosing SmartArt Design in the top ribbon. You can edit the text within the org chart boxes by clicking into the org chart editing plane and choosing Format.

  8. Change organizational chart layout

    If you have more of a horizontal organizational structure, switch the orientation of your document to the landscape layout. To do this, first click the Layout tab. You can then click the Orientation button and select the Landscape option.

  9. Center organizational chart

    You can center your org chart with these steps. Click outside the SmartArt section to exit the editing function. Then click to the left of the org chart so your curser will be right before the org chart. Choose the Home tab, and then click the Center Text button.

Creating an Org Chart in Word with Templated Information

  1. Download the organizational chart template for Excel

    This file will contain all of the common data points found in org charts. You will be able to quickly add your staff info to this template and edit the information displayed in your org chart.

  2. Add employees to the org chart template

    Add data points for employees like first name, last name, and title. This org chart template can serve as the master document for your employee database.

  3. Copy/paste employee data into the org chart

    Copy all of the data you’d like to display in your org chart, then clear the information in the SmartArt text box and paste in your employee data.

    If there’s data in the employee database that you don’t want, you can hide columns before copying the data; this will exclude any unwanted employee data points.

  4. Style employee data in the org chart

    The information copied over from the org chart template will be in one long line. Click into each shape where the employee data was pasted and organize the information into separate lines.

    To get your organizational structure to line up like the example below, start with the employee on the far right—or the most junior employee—and demote people until they're under their manager

Free org chart templates for Word

Need some examples for different organizational structures in Word? Download templates for hierarchical, functional, matrix, and geographic org charts.

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