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How to Insert SmartArt in Microsoft Word?
Microsoft Word is a software tool that allows us to create document files like articles, office letters, project files, and many more in a very simplest and easy manner. MS Word makes our document more attractive as compared to paper or file work by providing different features like it has different sizes of pages, fonts, colors, design, bullets, tables, charts, page border/number, and many more.
It also provides various features like editing, texting, formatting, graphics designs, fonts color, and styles, inserting images, videos, printing documents, etc.
This MS Word software saves our article/letters in a form of a document and saves it on the computer forever. Whenever it is required it can be shared or can access the document.
Features of MS Word
- Images- MS Word provides the inserting of various images in our document.
- Videos- We can insert videos in our document
- Fonts Styles- It has a wide range of font styles for our text.
- Colors- It also has different types of colors to make our document more attractive.
- Page number and size- You can set the size of the page of your document
- WordArt- It provides various writing styles for our documents.
- Tables- Tables in MS Word are used to represent data in Tabular form
- Graph and Charts- These are used to represent statistical data
- Animations and Designs- MS Word allows the creation of Animations and designs as per user needs
- Page border/color- MS Word allows adding borders and colors to pages.
What is SmartArt in MS Word?
Microsoft Word has a special feature called SmartArt in which you can use different types of SmartArt graphics to convey your ideas and information to others. In simple words, SmartArt is a visual representation of your thoughts, communications, and ideas. SmartArt creates a virtual image in our minds so that we can correlate the topic very easily.
With the help of SmartArt graphics, you can create diagrams that can say so much more than words alone. You can choose different types of layouts such as lists, circles, blocks, pyramids, cycles, matrices, charts, Venn diagrams , etc.
Some examples of SmartArt are:
Steps to Add SmartArt to your document
Step 1: On the navigation menu select the insert option.
Step 2: Now click on the SmartArt option as shown in the figure:
Step 3: A SmartArt dialog box will open where you can choose different types of SmartArt graphics.
As you see on the left-hand side there is a list of topics for SmartArt.
Step 4: Select the SmartArt of your choice from the left side menu bar as shown in the figure:
Note: You can also select more SmartArt graphic structures from office.com.
There are 9 types of SmartArt:
Some SmartArt designs are:
Step 5: Now choose the structure of your SmartArt according to your requirement as shown in the figure:
Step 6: Next click on the OK option.
Step 7: A rough SmartArt structure is added to your current page. You have to modify or edit it with the help of text, designs, color, size, etc.
Step 8: Under the design section, select the change color option to change the color format of your SmartArt as shown in the figure(You can also change the color manually).
Step 9: Now click on the drop-down arrow to give the style to SmartArt.
Step 10: A menu will open where you can select the style.
Step 11: Now set the size of the SmartArt by simply just drag the button as shown in the figure:
Step 12: Select the left arrow to enter the text.
Step 13: A type your text here dialog box will open.
Step 14: Enter the text in the textbox.
Step 15: Now close the text box.
Step 16: On the navigation menu select the format option to change the background color of the SmartArt blocks.
Step 17: Click on the drop-down arrow and select the color from the color panel.
To make it more beautiful you can change the font style of the text, color, and many more.
Finally, SmartArt is added to the document.
These are some of the steps to insert or create SmartArt graphics in our document.
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Add a SmartArt graphic in Word
- By Belinda Anderson
- 28 March 2023
- Updated: 22 January 2024
- No Comments
Being able to represent content in a graphical way can add immense meaning and visual appeal to any document. All the Microsoft 365 apps provide the ability to easily create a SmartArt graphic to provide a visual representation of information rather than the traditional numbered or bulleted list or other display options.
The SmartArt feature is not to be confused with the Charts feature as they do offer separate functions.
If you are interested in using SmartArt in PowerPoint , be sure to check out the post for that.
To insert a SmartArt graphic in a Word document, follow these steps:
- Open Microsoft Word and create a new blank document:
- Now let’s insert a SmartArt graphic
- Select the Insert tab and click the SmartArt button
- The Choose a SmartArt Graphic window will appear:
- You will see the various categories shown on the left side of the dialog box
- Scroll through the options to see what is possible, then select the List category and choose the Horizontal Picture List option then click OK .
- An empty SmartArt graphic will now be added to the page.
- You will now see you have two new tabs appearing on the Ribbon, the SmartArt Design and Format tabs. These are contextual tabs, so are only visible when you have the SmartArt graphic selected. Once you deselect or click off the SmartArt graphic, these tabs will disappear.
- Beside the SmartArt graphic you will see the Text Pane which allows you to add text into each shape:
- Alternatively, you can type directly into the shapes rather than using the Text Pane
- Now click on the first bullet point in the Text Pane, this represents the first shape in the graphic
- Enter the text you wish to display, for my example, I am going to list some of the Microsoft apps
- Now click in the next bullet point and enter text for the next shape
- Repeat this process to add text for each shape displayed:
- Let’s say you want to add an extra shape, a 4th option:
- To add a new shape ensure that the bullet point for the last shape is selected in the Text Pane
- Press the Enter key to add a new shape.
- You will now see a new shape appear allowing you to add another option:
- Just like it creates a new bullet point in other Office products, here it will insert a new shape and allow you to add another item
Moving shapes around within the SmartArt graphic
Follow these steps f you need to change the position of the shapes within your graphic.
- Select the shape from the SmartArt graphic or select the item in the Task Pane list
- Select the SmartArt Design tab
- From the Create Graphic group, you will see buttons to Move Up and Move Down . Use these to change the position of the shape
- The shape will move as needed
Add sub items to a shape in SmartArt
A few of the different SmartArt graphics allow you to have sub items listed within the shapes. You can then add a main heading or title and have bullet points then displayed within the shape with additional information.
- Select a shape within the graphic
- Press the Enter key to add a new shape
- Now with the new shape still selected go to the SmartArt Design tab and click the Demote button
- This will demote the new shape back to be a sub item of the previous shape.
- Type in the text for the sub-item.
- Repeat the process for the other shapes to create sub-items.
Add pictures to each shape in SmartArt
There are many SmartArt graphics available which allow you to easily incorporate a picture.
- Make sure the SmartArt layout you have chosen includes an option to add pictures.
- If not, change the layout through the SmartArt Design tab and select a new option from the Layouts gallery.
- Once you have a layout which incorporates pictures, click the first shape allowing a picture to be added, you will see the Picture icon displayed within the shape.
- The Insert Pictures window will appear allowing you to choose where you want to source the picture. I’m going to use an image I have saved to my computer, so I will use From a File .
- Select the image from your computer, or from another source.
- The image will be displayed inside the shape.
- Repeat the process for any remaining shapes allowing pictures.
Change colour of shapes in SmartArt
When you add any SmartArt graphic to your document, it will use the theme from your document for the colour scheme, most likely to be blue for the default Office template. You will likely want to change the colour scheme to match your document or styling.
- Make sure the SmartArt graphic is selected
- Click the SmartArt Design tab
- Click the Change Colors button
- Choose a different colour scheme from the preset options.
- Alternatively you may choose to change the colours to your own customised colour scheme.
- Select an individual shape so that you can see the white dots around the outside border
- Select the SmartArt Format tab
- Now use the Shape Fill button and choose a custom colour for the shape.
- Repeat the process for each remaining shape.
That’s a wrap
I hope this has helped you to start working with SmartArt graphics in Word. They are a really great way to provide a visual representation of your data rather than the standard bullet or numbered lists we see day to day. Be sure to check out my other articles covered more features of Microsoft Word .
- Chart , display , graphic , org chart , Smartart
- Microsoft Word
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How to Insert SmartArt Diagrams in Word
The SmartArt feature lets you create and customize designer-quality diagrams to convey information with graphics instead of just text. You can even convert bulleted lists into a diagram using the SmartArt diagram tools.
Insert SmartArt Diagrams
- Click where you want to insert the SmartArt.
- Click the Insert tab.
A dialog box opens, displaying categories of SmartArt on the left, styles of SmartArt graphics in the middle, and a preview and description of the selected SmartArt on the right.
- Select a category.
- Select a graphic.
The selected SmartArt graphic is inserted.
Each part of the graphic contains placeholder text, ready for you to fill it in.
- Click the arrow on the SmartArt graphic’s left border.
The text pane opens, where you can enter the text for the SmartArt graphic.
You can also open the text pane by clicking the Text Pane button on the Design tab in the SmartArt Tools ribbon group.
- Enter text for each bullet in the text pane.
You can also click each text placeholder in the SmartArt graphic to directly add text.
Some SmartArt graphics can accommodate more bullet points than they start with. To add another bullet, press Enter in the text pane.
Finally, you can customize the look of each shape in the SmartArt graphic.
- Click the SmartArt shape you want to format.
- Click the Format tab under SmartArt Tools.
You can continue formatting the shapes how you want.
Use the options in the Shape Styles pane for advanced formatting.
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Word 2013 - SmartArt Graphics
Word 2013 -, smartart graphics, word 2013 smartart graphics.
Word 2013: SmartArt Graphics
Lesson 28: smartart graphics.
SmartArt allows you to communicate information with graphics instead of just using text. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas.
To insert a SmartArt graphic:
- Place the insertion point in the document where you want the SmartArt graphic to appear.
To add text to a SmartArt graphic:
You can also add text by clicking on the desired shape and then typing. This works well if you only need to add text to a few shapes . However, for more complex SmartArt graphics, working in the task pane is often faster.
Changing the SmartArt organization
To add a shape:.
- Click the Add Shape command in the Graphics group. A drop-down menu will appear.
To promote or demote shapes:
You can also demote and promote shapes from within the task pane . With the insertion point in the task pane, press the Tab key to demote a shape. Press the Backspace key (or Shift+Tab ) to promote a shape. It's a lot like creating an outline with a multilevel list . For more information, you may want to review our Lists lesson.
To rearrange shapes on the same level:
- Select the SmartArt graphic, then click the Design tab.
After inserting SmartArt, there are several things you might want to change about its appearance. Whenever you select a SmartArt graphic, the Design and Format tabs will appear on the right side of the Ribbon. From there, it's easy to edit the style and layout of a SmartArt graphic.
To customize SmartArt
To change the SmartArt layout:
If you don't like the way your information is organized within a SmartArt graphic, you can always change its layout to better fit your content.
- Select the SmartArt graphic, then select the Design tab.
If the new layout is too different from the original, some of your text may not show up. Before deciding on a new layout, check carefully to make sure no important information will be lost.
- Create a new document.
- Insert a SmartArt graphic .
- Enter text into the graphic.
- Try promoting and demoting shapes between levels.
- Try moving shapes up and down on the same level .
- Change the color scheme .
- Change the SmartArt style .
Hansen's Link to Tech
Smart Art in Microsoft Word
Here is a great short instructional video by Microsoft on how to use Smart Art graphics to represent your ideas and illustrations.
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SmartArt Graphics: One Picture is Worth More Than a Thousand Words in Microsoft Office
Fortunately, you can often avoid creating complicated diagrams by using SmartArt instead. Easy to use, a SmartArt graphic is an excellent choice to make a list, agenda, chart, or process become more visually appealing. Available in Word, Excel, Outlook, and PowerPoint, SmartArt graphics are a much better choice than, for instance, one more PowerPoint slide with bullets. In fact, you can even quickly convert a boring PowerPoint bullet slide to a more interesting, graphical SmartArt slide.
Add a SmartArt Graphic
To add a SmartArt graphic to an Office document:
- In the Choose a SmartArt Graphic dialog box, click the type and layout that you want.
- Select a category of SmartArt for the concept you want to visually describe, such as List, Process, or Relationship.
- Navigate through your choices and click on each category to see examples and explanations of the available graphics. You can add or remove graphics, change colors, and re-size and move the SmartArt object.
- Once you create a graphic, you can add text to the shapes using the optional SmartArt Text pane or by clicking directly on the placeholders on the shapes.
While a SmartArt object is selected, SmartArt-specific tools and formatting choices are displayed on the contextual Ribbon tab.
Add or Delete Shapes in Your SmartArt Graphic
Shapes can be added or removed from the graphic, and the layout will adjust accordingly.
To add or delete shapes:
- Do one of the following: – To insert a shape after the selected shape, click Add Shape After . – To insert a shape before the selected shape, click Add Shape Before .
- Click into your document to finish the SmartArt. Click back into the graphic as needed to modify your work.
Tips for adding or deleting shapes:
- To add a shape from the Text pane, click an existing shape, move your cursor before or after the text where you want to add the shape, and then press [Enter] .
- To delete a shape from your SmartArt graphic, click the shape you want to delete, and then press [Delete] to remove extra shapes. To delete your entire SmartArt image, click the border of your graphic and press [Delete] .
Although each shape in a SmartArt graphic can be independently sized, formatted, and moved, select the graphic as a whole to maintain a consistent look and layout.
Formatting SmartArt Graphics
To change the colors of an entire SmartArt graphic:
- Click the SmartArt.
- Under SmartArt Tools , on the Design tab, in the SmartArt Styles group, click Change Colors . If you don’t see the SmartArt Tools or Design tabs, make sure you’ve selected a SmartArt graphic. You may have to double-click the SmartArt graphic to open the Design tab in the contextual Ribbon.
- Choose the color variation you want.
To apply a SmartArt Style to a SmartArt graphic:
- Click the SmartArt graphic you want to format.
- Under SmartArt Tools , on the Design tab, in the SmartArt Styles group, click the SmartArt Style you want. Options may include a variety of fills and 3-D styles.
- To resize your entire SmartArt graphic, click the border and then drag the sizing handles in or out until your SmartArt graphic is the size you want.
- In PowerPoint, you can quickly change a text slide to SmartArt. Simply select the text and then choose the Convert to SmartArt option found in the Paragraph group of the Home tab.
Start adding SmartArt graphics for a sharper look and to clarify and improve your communications in Microsoft Office.
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Create an organization chart in Office by using SmartArt
If you want to illustrate the reporting relationships in your company or organization, you can create a SmartArt graphic that uses an organization chart layout, such as Organization Chart .
Tip: An alternative way to draw an org chart is with Visio, the Microsoft diagramming app. If you have Visio, read about how to use it to make an org chart in Create an organization chart in Visio .
Overview of creating an organization chart
Use a SmartArt graphic to create an organization chart in Excel, Outlook, PowerPoint, or Word to show the reporting relationships in an organization, such as department managers and non-management employees.
If you're unfamiliar with using SmartArt graphics, you might want to read the following articles before getting started on an organization chart:
Learn more about SmartArt Graphics
Choose a SmartArt graphic
Create an organization chart
On the Insert tab, in the Illustrations group, click SmartArt .
In the Choose a SmartArt Graphic gallery, click Hierarchy , click an organization chart layout (such as Organization Chart ), and then click OK .
To enter your text, do one of the following:
Click in a box in the SmartArt graphic, and then type your text.
Note: For best results, use this option after you add all of the boxes that you want.
Click [Text] in the Text pane, and then type your text.
Copy text from another location or program, click [Text] in the Text pane, and then paste your text.
If the Text pane is not visible, click the control on the edge of the SmartArt graphic.
What else would you like to do?
Create an organization chart with pictures.
Important: This feature is not available in Outlook or in Office 2007.
In your document, presentation, or spreadsheet, on the Insert tab, in the Illustrations group, click SmartArt .
In the Choose a SmartArt Graphic gallery, click Hierarchy , click Picture Organization Chart or Circle Picture Hierarchy , and then click OK .
To add a picture, in the box where you want to add the picture, click the picture icon, locate the folder that contains the picture that you want to use, click the picture file, and then click Insert .
To enter your text, follow the instructions in step 3 of Create an organization chart .
Add or delete boxes in your organization chart
Click the existing box that is located closest to where you want to add the new box.
Under SmartArt Tools , on the Design tab, in the Create Graphic group, click the arrow next to Add Shape , and then do one of the following:
Note: If you do not see the SmartArt Tools or Design tabs, make sure that you have selected the SmartArt graphic. You may have to double-click the SmartArt graphic to select it and open the Design tab.
To insert a box at the same level as the selected box but following it, click Add Shape After .
To insert a box at the same level as the selected box but before it, click Add Shape Before .
To insert a box one level above the selected box, click Add Shape Above .
The new box takes the position of the selected box, and the selected box and all the boxes directly below it are each demoted one level.
To insert a box one level below the selected box, click Add Shape Below .
To add an assistant box, click Add Assistant .
The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level.
Add Assistant is available only for organization chart layouts. It is not available for hierarchy layouts, such as Hierarchy .
Delete a box
To delete a box, click the border of the box you want to delete, and then press Delete.
When you need to add a box to your relationship graphic, experiment with adding the shape before or after the selected shape to get the placement you want for the new shape.
To add a shape from the Text pane:
At the shape level, place your cursor at the end of the text where you want to add a new shape.
Press Enter, and then type the text that you want in your new shape.
To add an assistant box, press Enter while an assistant box is selected in the Text pane.
Although you cannot automatically connect two top-level boxes with a line in the organization chart layouts, such as Organization Chart , you can imitate this look by adding a box to the top level to your SmartArt graphic and then drawing a line to connect the boxes. (On the Insert tab, in the Illustrations group, select Shape , select a line, and then draw a line between the two boxes.) Learn more about drawing lines by reading Draw or delete a line or connector .
To move a box, click the box that you want to move and then drag the box to its new location. To move or "nudge" the box in very small increments, hold down Ctrl while you press the arrow keys on your keyboard.
Change a solid line to a dotted line
To show a dotted-line reporting relationship between two boxes, change the style of the line between the two boxes.
Click the SmartArt graphic whose line you want to change.
Right-click the line, and then click Format Shape on the shortcut menu.
Click Line or Line Style , and then click the Dash type that you want.
Change the hanging layout of your organization chart
A hanging layout affects the layout of all boxes below the selected box. Although you can use other hierarchy layouts to create an organization chart, hanging layouts are available only with organization chart layouts.
Click the box in the organization chart that you want to apply a hanging layout to.
Under SmartArt Tools , on the Design tab, in the Create Graphic group, click Layout , and then do one of the following:
Note: If you do not see the SmartArt Tools or Design tabs, make sure that you have selected a SmartArt graphic. You may have to double-click the SmartArt graphic to select it and open the Design tab.
To center all of the boxes below the selected box, click Standard .
To center the selected box above the boxes below it and arrange the boxes below it horizontally with two boxes in each row, click Both .
To arrange the selected box to the right of the boxes below it and left-align the boxes below it vertically, click Left Hanging .
To arrange the selected box to the left of the boxes below it and right-align the boxes below it vertically, click Right Hanging .
Change the colors of your organization chart
You can apply color combinations that are derived from the theme colors to the boxes in your SmartArt graphic.
Click the SmartArt graphic whose color you want to change.
Under SmartArt Tools , on the Design tab, in the SmartArt Styles group, click Change Colors .
If you don't see the SmartArt Tools or Design tabs, make sure that you've selected a SmartArt graphic.
Click the color combination that you want.
Tip: When you place your pointer over a thumbnail, you can see how the colors affect your SmartArt graphic.
Change the color of a box in your organization chart
Right-click the border of a box, and then click Format Shape on the shortcut menu.
Under Fill , click Solid fill .
Click Color , and then click the color that you want.
To specify how much you can see through the background color, move the Transparency slider, or enter a number in the box next to the slider. You can vary the percentage of transparency from 0% (fully opaque, the default setting) to 100% (fully transparent).
Add SmartArt Style effects to your organization chart
A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D, that you can apply to the boxes in your SmartArt graphic to create a unique and professionally designed look.
Click the SmartArt graphic whose SmartArt Style you want to change.
Under SmartArt Tools , on the Design tab, in the SmartArt Styles group, click the SmartArt Style that you want.
Tip: For even more effect options, such as shadow, glow, and reflection, under SmartArt Tools , on the Format tab, in the Shape Styles group, click Shape Effects , and then choose the effect that you want.
Create an organization chart (video)
Animate charts and SmartArt (video)
Show or hide information in a Visio organization chart
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