How to Make an Org Chart in Word

How to Make an Org Chart in Word

Every company, even a small one, benefits from a clear picture of who reports to whom. Learning how to make an org chart in Word is one of the fastest ways to document your company structure without buying special software. Microsoft Word's built-in SmartArt feature gives you a surprisingly capable org chart builder that works for teams of 3 or 30.

This guide walks you through the entire process, from inserting your first chart to formatting it for print or email.

Why Use Word for Your Org Chart?

Before jumping into dedicated diagramming tools, consider why Word is a solid choice for small businesses:

• Everyone has it. If your company uses Microsoft 365, Word is already on every machine.
• Easy to update. When someone joins or leaves, you can edit the chart in seconds.
• Familiar interface. No learning curve for a new tool.
• Embeddable. You can drop the org chart directly into your employee handbook or onboarding documents.

For teams under 15 people, Word handles org charts perfectly well. Larger organizations with complex dotted-line reporting may eventually need a dedicated tool, but Word covers the basics.

Step 1: Open a New or Existing Document

Open Microsoft Word and either create a new blank document or navigate to the document where you want to insert your org chart. If you are adding it to an existing document like an employee handbook, place your cursor where you want the chart to appear.

Step 2: Insert a SmartArt Graphic

1. Click the Insert tab on the ribbon.
2. Click SmartArt in the Illustrations group.
3. In the dialog box that appears, select Hierarchy from the left sidebar.
4. Choose Organization Chart (the first option in most versions). You will see a preview on the right side.
5. Click OK.

Word drops a basic org chart template into your document with placeholder text boxes. You will see a top-level box and a few subordinate boxes already connected.

Step 3: Add Names and Titles

Click on each placeholder text box and type the person's name and title. A common format is:

Sarah Chen
CEO

Or for more detail:

Sarah Chen
CEO / Founder
sarah@company.com

Keep it consistent across all boxes. If you include email on one, include it on all of them.

Using the Text Pane

You can also use the Text Pane to enter information quickly:

1. Click on the org chart to select it.
2. Click the small arrow on the left edge of the chart frame, or go to SmartArt Design and click Text Pane.
3. Type names into the bulleted list. Each bullet corresponds to a box in the chart.

The text pane is faster when you are building the chart from scratch because you can tab and type without clicking individual boxes.

Step 4: Add More People

Your initial chart only has a few boxes. Here is how to add more:

Add a Subordinate (Direct Report)

1. Click the box of the person who will be the manager.
2. Go to the SmartArt Design tab.
3. Click Add Shape, then select Add Shape Below.

Add a Coworker (Same Level)

1. Click an existing box at the level where you want to add someone.
2. Click Add Shape, then select Add Shape After (or Add Shape Before).

Add an Assistant

1. Click the box of the person who has the assistant.
2. Click Add Shape, then select Add Assistant.

This creates a box connected by an elbow connector, visually distinct from direct reports.

Delete a Box

Click the border of the box you want to remove and press Delete on your keyboard.

Step 5: Rearrange the Layout

Word gives you several layout options for how subordinates are displayed:

1. Select a manager's box.
2. On the SmartArt Design tab, click Layout in the Create Graphic group.
3. Choose from:
   • Standard — subordinates in a horizontal row below
   • Both — subordinates split into two columns below
   • Left Hanging — subordinates stacked vertically to the left
   • Right Hanging — subordinates stacked vertically to the right

For small teams, Standard usually works best. If one manager has many direct reports, try Both or a hanging layout to keep the chart from getting too wide.

Step 6: Format Colors and Style

Change the Color Scheme

1. Click the org chart to select it.
2. Go to the SmartArt Design tab.
3. Click Change Colors and pick a color scheme that matches your brand or document style.

Apply a SmartArt Style

On the same tab, browse the SmartArt Styles gallery for effects like 3D, polished, or subtle shadows. For professional documents, stick with flat or subtle styles. Avoid heavy 3D effects in formal HR documents.

Format Individual Boxes

Right-click any box to access formatting options:

• Format Shape — change fill color, border, and effects for individual boxes
• Font — change text size, color, and weight

Step 7: Resize and Position the Chart

Click the org chart border and drag the corner handles to resize it. For printing purposes:

• A chart with 5-10 people fits well on a single letter-size page in landscape.
• A chart with 10-15 people may need to be scaled down or printed on legal-size paper.
• Use Page Layout settings to adjust margins if the chart is slightly too wide.

To center the chart on the page, click the chart, then go to Home, then Center in the paragraph group.

Step 8: Save and Share

Save as a Word Document

Save normally with Ctrl+S. The SmartArt remains editable, so you can update it whenever your team changes.

Export as PDF

Go to File, then Save As, and choose PDF from the file type dropdown. This is the best format for sharing with people who might not have Word.

Copy as an Image

Right-click the chart border and select Copy. You can then paste it into emails, presentations, or other documents as a static image.

Printing Tips

• Use Print Preview (Ctrl+P) to check that the chart fits on one page before printing.
• Set margins to Narrow (Layout, then Margins, then Narrow) to maximize chart space.
• For wall display, print on 11x17 paper if your printer supports it.
• If the chart is too large for one page, consider splitting it by department, with each department chart on its own page.

Common Mistakes to Avoid

• Overcrowding boxes with information. Stick to name and title. Put contact details in a separate directory.
• Forgetting to update the chart. Set a quarterly reminder to review your org chart after any team changes.
• Using tiny fonts to fit everyone on one page. If text drops below 9pt, the chart needs a different layout or a larger page size.
• Ignoring alignment. Use SmartArt's built-in layouts rather than manually dragging boxes. Manual positioning almost always looks uneven.

When to Move Beyond Word

Word works great for straightforward reporting structures. Consider a different approach when:

• You have more than 20 people and the chart becomes unwieldy
• You need dotted-line or matrix reporting relationships
• You want the org chart to update automatically when your roster changes

Quick Reference Summary

That covers everything you need to know about how to make an org chart in Word. Start with the basic SmartArt template, add your team, adjust the layout, and you will have a clean, professional org chart in under 15 minutes.