How to Create an Organization Chart in Microsoft Word

Understanding Organization Charts in Word

Organization charts (org charts) display company structure, reporting relationships, and hierarchical information visually. Word provides tools to create professional org charts suitable for company handbooks, presentations, and internal communications.

Organization Chart Uses

Org charts work well for:

• Company directory and structure
• Department organization
• Reporting relationships and chains of command
• Project team structures
• Organizational announcements
• Training and onboarding materials
• HR documentation

Method 1: Using SmartArt (Recommended)

SmartArt provides the easiest method for creating professional org charts with automatic formatting.

Step 1: Insert SmartArt

1. Click “Insert” tab in ribbon
2. Select “SmartArt”
3. In the left panel, select “Hierarchy”
4. Choose an org chart layout (e.g., “Organization Chart”)
5. Click “OK”

Step 2: Add Positions

Word inserts a basic chart with placeholder boxes:

1. Click the top box to represent CEO or top position
2. Type the position name or person’s name
3. Click lower boxes to add reports
4. Type names/titles for each position

Step 3: Add More Positions

To add more boxes:

1. Right-click a box
2. Select “Add Shape”
3. Choose “Add Shape Below” for subordinates
4. Choose “Add Shape Before” or “Add Shape After” for colleagues

Step 4: Format the Chart

1. Click SmartArt border to select entire chart
2. Use “Design” tab to change layout or colors
3. Use “Format” tab to customize individual shapes
4. Apply professional color schemes and styles

Method 2: Using Shapes and Connectors (Advanced)

For more customization, create org charts manually with shapes.

Step 1: Create Boxes

1. Click “Insert” > “Shapes”
2. Select a rectangle shape
3. Draw boxes for each position
4. Type position information inside boxes
5. Repeat for all positions needed

Step 2: Add Connectors

1. Insert > Shapes > Connectors
2. Select “Straight Connector”
3. Click the starting box (supervisor)
4. Click the ending box (subordinate)
5. Repeat to show all reporting relationships

Step 3: Arrange and Format

1. Position boxes hierarchically (top to bottom)
2. Align boxes for professional appearance
3. Format boxes with colors and styles
4. Ensure connectors are clear and don’t overlap

Step 4: Add Text

1. Double-click boxes to add text
2. Format text with appropriate size and style
3. Add additional information (titles, departments)
4. Use consistent formatting throughout

Organization Chart Best Practices

Information to Include

• Name (or position title if maintaining privacy)
• Job title
• Department (optional)
• Contact information (optional)
• Email address (for internal distribution)

Structural Clarity

• Show clear reporting lines
• Position CEO/top leader at top
• Direct reports below in hierarchy
• Keep boxes aligned vertically
• Use consistent spacing

Visual Design

• Use consistent box sizes
• Apply professional color scheme
• Limit to 1-2 colors for boxes
• Use single font family throughout
• Ensure text is readable (12pt minimum)

Example Organizational Structures

Simple Hierarchy

       CEO
        |
      CFO
      / \
    Controller  Treasurer

Department Structure

      CEO
    / | \
  VP Sales  VP Operations  VP Marketing
   |          |               |
  Sales Team  Teams      Marketing Team

Matrix Organization

Shows both direct reports and cross-functional relationships using additional connectors.

Adding More Details

Text Box Information

1. Insert text box near chart
2. Add additional employee information
3. Keep separate from main chart for clarity
4. Update as needed

Department Labels

1. Add text boxes above groups
2. Label departments or divisions
3. Use formatting to distinguish from org chart
4. Color-code by department if desired

Contact Directory

Create accompanying table:

1. Insert table below org chart
2. Include names, titles, emails, phones
3. Match names in org chart to directory
4. Maintain consistent information

Updating Organization Charts

When Structure Changes

1. Edit SmartArt text or shapes
2. Add new positions or remove old ones
3. Adjust reporting relationships
4. Update titles as needed
5. Save new version with date

Version Control

• Keep copy of previous org chart
• Date org charts for reference
• Note significant changes in document
• Maintain historical versions

Using GenText with Org Charts

GenText helps manage employee information and organizational details. Organize and structure your organizational data with GenText, then create the visual org chart in Word.

Creating Multiple Versions

By Department

Create separate org charts showing:

• Department structure only
• Division-level organization
• Team-level details

Simplified vs. Detailed

• Executive summary (top 3-4 levels)
• Detailed chart (all positions)
• Focus on specific department

Accessibility

• Large print version
• Text-only version for screen readers
• Department-specific versions

Printing Considerations

Large Organization Charts

• Print across multiple pages
• Use landscape orientation
• Reduce font size if necessary
• Create separate detailed view

Professional Quality

• Test print before final version
• Verify all boxes and connectors print properly
• Ensure alignment and spacing look correct
• Use quality paper for important documents

Common Organization Chart Mistakes

• Too much information in boxes: Keep text concise and readable
• Unclear reporting lines: Show relationships clearly with connectors
• Inconsistent formatting: Apply uniform styles throughout
• Outdated information: Update promptly when structure changes
• Overly complex design: Keep charts simple and easy to follow

SmartArt Layout Options

Word provides various hierarchy layouts:

• Organization Chart: Standard hierarchical structure
• Hierarchy: More compact format
• All Levels Organization Chart: Shows multiple levels clearly
• Picture Organization Chart: Includes employee photos

Exporting and Sharing

PDF Export

1. File > Export as PDF
2. Maintains formatting across platforms
3. Prevents accidental editing

Image Export

1. Take screenshot or use Save as Picture
2. Share as image file
3. Easy to email or post online

Digital Distribution

• Email as attachment
• Post on intranet
• Include in handbook
• Share in cloud storage

Organization Chart Software Integration

For larger or frequently updated charts:

• Microsoft Visio (more advanced)
• Online tools (Lucidchart, Draw.io)
• HR software with org chart features
• Specialized org chart tools

Legal and Privacy Considerations

• Verify consent before including personal information
• Follow privacy policies regarding employee data
• Consider security for sensitive organization information
• Limit distribution as appropriate
• Update quickly when employees leave

By following these guidelines and using Word’s SmartArt and shape tools, you can create professional organization charts that clearly communicate your company’s structure and reporting relationships.