Using the Organizational Chart Tool

In most cases, it is recommended to use Visio to create diagrams, but in some simple cases, such as company organizational charts, you can successfully use the built-in Word tools.

To create an organizational chart in Microsoft Word 2007, do the following:

    1.    On the Insert tab, in the Illustrations group, click SmartArt:

SmartArt in Word 2007

    2.    In the Choose a SmartArt Graphic gallery, click Hierarchy, click an organizational chart layout (such as Organization Chart), and then click OK:

Choose a SmartArt Graphic in Word 2007

Word will also open the SmartArt Tools toolbars:

SmartArt Tools in Word 2007

    3.    To enter your text, do one of the following:

  • Click in a shape in the SmartArt graphic, and then type your text.
    NOTE: For best results, use this option after you add all of the shapes that you want.
  • Click [Text] in the Text pane, and then type your text:
    SmartArt Text pane in Word 2007
  • Copy text from another location or program, click [Text] in the Text pane, and then paste your text.

    4.    To add a shape to your organizational chart, under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow under Add Shape, and then do one of the following:

Add Shape in Word 2007
  • To insert a shape at the same level as the selected shape but following it, click Add Shape After.
  • To insert a shape at the same level as the selected shape but before it, click Add Shape Before.
  • To insert a shape one level above the selected shape, click Add Shape Above.
    The new shape takes the position of the selected shape, and the selected shape and all of the shapes directly below it are each demoted one level.
  • To insert a shape one level below the selected shape, click Add Shape Below. The new shape is added after the other shapes at the same level.
  • To add an assistant shape, click Add Assistant. The assistant shape is added above the other shapes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other shapes at the same level.
    Add Assistant is available only for organizational chart layouts. It is not available for hierarchy layouts, such as Hierarchy.

    5.    To change the hanging layout of your organizational chart, under SmartArt Tools, on the Design tab, in the Create Graphic group, click Layout, and then do one of the following:

SmartArt Layout in Word 2007
  • To center all of the shapes below the selected shape, click Standard.
  • To center the selected shape above the shapes below it and arrange the shapes below it horizontally with two shapes in each row, click Both.
  • To arrange the selected shape to the right of the shapes below it and left-align the shapes below it vertically, click Left Hanging.
  • To arrange the selected shape to the left of the shapes below it and right-align the shapes below it vertically, click Right Hanging.

To change the format (the colors, line styles, and so on), under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the Change Colors:

SmartArt styles in Word 2007

Example:

Organizational chart example in Word 2007

Before you change a layout, we recommend you to save the document. The Undo might not work properly here; so if you don't like the results of your changes, you can close the file and reopen to get back to the previous layout.

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