Creating a clean and professional organizational chart does not require expensive software or complex tools. With Microsoft Word and a few easy steps, you can design an impressive chart using the built-in SmartArt features. In this tutorial, Mike Worley from Symboc Designs walks you through the entire process, from document setup to final touches.

This guide is ideal for business owners, team leads, HR professionals, and anyone who needs a visually appealing way to display organizational structure.

Start by Setting Up the Document

Open a blank Microsoft Word document and type your title at the top of the page. In this example, use “Symboc Designs Organizational Chart” on two lines. Highlight the text, center it, and increase the font size to 28 for better visibility.

Next, change the page layout. Go to the Layout tab, click on Orientation, and select Landscape. This provides more horizontal space, which is ideal for charts. While still in the Layout tab, select Margins and choose Narrow to maximize your workspace with half-inch margins on all sides.

Insert and Format Your SmartArt Chart

Place your cursor just below the title and go to the Insert tab. Click SmartArt to access a wide range of prebuilt graphics. From the options, choose the Hierarchy group. There are many styles available, including one that allows you to add pictures, but for simplicity, select the basic hierarchy layout.

Once the chart appears, it may look a bit plain, but that is about to change. You will now customize the color scheme by level. Click on the top box and use the Format tab to change its shape fill color to green. Do the same for the second level using turquoise, and the third level with a dark blue. These color distinctions help clarify the hierarchy visually.

Now, return to the top box and enter the name and title. Adjust the font size to 14 points using the Home tab. This size should be consistent across all boxes in the chart.

Add Subordinate Positions

To add subordinates, right-click on a third-level box and select Add Shape, then Add Shape Below. Be precise when clicking. Adding a shape to the wrong level can disrupt your entire chart. Repeat this process for the center and right-side boxes, adding the correct number of subordinates as needed.

Once all shapes are added, click and drag the corner of the SmartArt graphic to expand it and fill the document’s space. This improves readability and layout.

Insert and Format Text Boxes

Instead of typing directly into the SmartArt boxes, you will now use text boxes for cleaner formatting. Go to the Insert tab, click Text Box, and choose Draw Text Box at the bottom of the menu. Draw a box inside each SmartArt shape, leaving a bit of space for padding.

Return to the Shape Format tab and set Shape Fill to No Fill and Shape Outline to No Outline. This allows the text box to sit cleanly inside the colored shapes.

Now change the font color to white and center the text horizontally and vertically using the Home tab tools. Continue this for each text box in the chart.

Final Touches for a Polished Look

To give your chart a polished, professional appearance, add a shadow to each shape. Go to the Format tab, select Shape Effects, then Shadow, and choose the first option in the Outer group. Apply the same shadow effect to each box to ensure consistency.

Your organizational chart is now complete. It looks sharp, structured, and presentation ready.

Watch the Full Video Tutorial

For a step-by-step visual guide, follow along with Mike Worley in the full video tutorial below.

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Thanks again for watching and reading. We look forward to hearing how your organizational chart turned out.