Erin Wright Writing

Writing-Related Software Tutorials

How to Create Flowcharts in Microsoft Word

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This tutorial shows how to use shapes to create flowcharts in Microsoft Word. We will also customize the appearance of the flowchart’s shapes and background. Lastly, we will resize and reposition the flowchart’s drawing canvas.

We will create flowcharts with SmartArt in a separate tutorial.

Table of Contents:

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The images below are from Word for Microsoft 365. These steps also apply to Word 2024, Word 2021, Word 2019, and Word 2016. These steps don’t apply to Word for Mac, Word for the web, or Word for mobile.

How to Create a Flowchart

  1. Place your cursor in the document where you want to insert the flowchart. (You will be able to move the flowchart later, if necessary.)
  2. Select the Insert tab.
  3. Select Shapes in the Illustrations group.
  4. Select New Drawing Canvas from the bottom of the Shapes menu.
New Drawing Canvas option in Word 365
Figure 1. New Drawing Canvas option

A drawing canvas should appear, and you should automatically move to the Shape Format tab.

  1. Select the Shapes menu arrow in the Insert Shape group.
Shapes menu arrow in the Shape Format tab in Word 365
Figure 2. Shapes menu arrow
  1. Select a shape from the Flowchart section in the menu.
Important Note: Flowchart shapes represent particular functions. For example, rectangles stand for processes or actions, diamonds stand for decisions, and ovals stand for the beginning or end of a process or action.
Flowchart shapes in Word 365
Figure 3. Flowchart shapes
  1. Click, hold, and drag the crosshair cursor to create the shape inside the drawing canvas.
  2. Use the resizing handles to resize the shape as necessary.
  3. Click inside the shape to add text.
Terminal flowchart shape in Word 365
Figure 4. Flowchart shape

Pro Tip: Add Extra Text

You can add additional text outside of the shapes, such as “Yes” or “No,” to explain the flowchart processes.

  1. Select Draw Text Box and then click, hold, and drag the crosshair cursor to create the text box inside the drawing canvas.
  2. Types the extra text in the text box.
  3. (Optional) Select Shape Outline and No Outline to remove the black outline that will appear around the text box by default.
Draw Text Box option in Word 365
Figure 5. Draw Text Box option
  1. Repeat steps 6 through 9 to add additional shapes.
  2. Return to the Shapes menu (see figure 2) and select a connector from the Lines section.
Lines options in the Shapes menu in the Shape Format tab in Word 365
Figure 6. Connector lines
  1. Click, hold, and drag the crosshair cursor from an anchor circle on one shape to an anchor circle on another shape to connect the shapes with the line. The circles will turn green when the shapes are anchored together.
Important Note: The connector lines won’t attach to the anchor circles unless you are working in a drawing canvas.
Flowchart connector line in Word 365
Figure 7. Connector line
  1. (Optional) Click, hold, and drag the shapes into more precise positions. (The anchors won’t break.)
  2. Repeat steps 12 and 13 until all your shapes are connected and positioned as desired.

Pro Tip: Change the Connector Types

  1. Right-click a connector and then select Connector Type from the shortcut menu.
  2. Choose a new type of connector from the drop-down menu.
Connector Types menu in the Lines shortcut menu in Word 365
Figure 8. Connector Types menu

How to Customize a Flowchart’s Appearance

  1. Select a shape or press and hold the Ctrl key to select multiple shapes at once. (The resizing handles shown in figure 4 will appear when a shape is selected.)

Alternatively, select the border of the drawing canvas if you want to change the appearance of the background. (Ensure that the shapes are not selected. If they are selected, click an empty area of the canvas to deselect everything but the canvas.)

  1. Select the Shape Fill menu arrow.
  2. Select a color from the drop-down menu.
Shape Fill menu in the Shape Format tab in Word 365
Figure 9. Shape Fill menu
  1. Select the Shape Outline menu arrow.
  2. Select a color from the drop-down menu.
  3. Select Weight to choose an outline thickness.
Weight menu in the Shape Outline menu in Word 365
Figure 10. Shape Outline Weight menu
  1. (Optional) Select Shape Effects to add additional options such as shadows, reflections, and beveled edges. Note that some of these options will alter your color and outline choices, so you may have to experiment to achieve the desired results.
Shape Effects menu in the Shape Format tab in Word 365
Figure 11. Shape Effects menu

For more information about customizing shapes, please see “How to Insert and Modify Shapes in Microsoft Word (PC & Mac).”

How to Resize and Reposition the Drawing Canvas

  1. Click, hold, and drag the resizing handles to resize the canvas.

Alternatively, right-click the border of the canvas and then select Fit or Expand from the shortcut menu.

    • Fit reduces the canvas to the size of the flow chart.
    • Expand extends the canvas to the left and right page margins.
Drawing Canvas resizing options in Word 365
Figure 12. Drawing Canvas resizing options
  1. Select the Layout Options button and then select any of the options other than In Line with Text. Square or Tight will be the best options for most projects.
Layout Options menu in Word 365
Figure 13. Layout Options menu
  1. Click, hold, and drag the drawing canvas containing the flowchart to a new location.
Pro Tip: Right-click the canvas border and then select Insert Caption from the shortcut menu to add a figure caption. See “How to Insert Figure Captions and Tables Titles in Microsoft Word (PC & Mac)” for a full tutorial.

Related Resources

How to Create and Customize Charts in Microsoft Word

How to Insert Images into Shapes in Microsoft Word (PC & Mac)