SmartArt Graphics in Microsoft Word 2016

SmartArt is a quick way to turn plain words into clear pictures. It helps readers grasp ideas fast. This guide shows how to use SmartArt in Word 2016. I keep the steps simple. I add tips and small tricks. This is for beginners and for people who already know the basics.

Why use SmartArt?

Text can be long and dull. SmartArt adds visual structure. It helps when you want to show:

  • Lists and bullet points.
  • Step-by-step processes.
  • Hierarchies like org charts.
  • Cycles and repeated steps.
  • Relationships between items.

SmartArt makes documents look professional. It also helps readers remember the main points.

How to insert a SmartArt graphic

The steps are short. Follow them to add a SmartArt graphic to your page.

  • Click where you want it. Place the cursor in the document.
  • Open the Insert tab. It is in the ribbon at the top.
  • Click SmartArt. This is in the Illustrations group.
  • Pick a category. Choose List, Process, Hierarchy, Cycle, Relationship, Matrix, or Pyramid.
  • Select a layout and click OK. The graphic appears in the document.

Adding and editing text

There are two easy ways to add text.

  • Use the Text Pane. A small pane appears at the left of the graphic. Type there to add or edit text for each shape.
  • Type inside shapes. Click a box and start typing. This is handy for a few changes.

Keyboard tips that save time:

  • Tab — demote a bullet (create a sub-item).
  • Shift+Tab or Backspace — promote a bullet (move it up a level).
  • Enter — add a new shape (create a new bullet).
Tip: For complex graphics, the Text Pane is easier to manage than clicking each shape.

Customizing appearance

When you select a SmartArt, two tabs appear. They are Design and Format. Use these to style the graphic.

Design tab — quick changes

  • Change Layout: Swap to another layout if your content fits better elsewhere.
  • SmartArt Styles: Pick built-in styles for 3D, shaded, or simple looks.
  • Change Colors: Choose a color scheme that matches your document.
  • Add Shapes: Insert more boxes from the Layout group.

Format tab — fine control

  • Click an individual shape to change its fill, border, and effects.
  • Change the text font size and weight to improve readability.
  • Use align and distribute tools to keep things neat.

Convert existing text to SmartArt

You can transform a list into a graphic in seconds. This is great for long bullets or outlines.

  • Select the bulleted or numbered text you want to convert.
  • Go to the Home tab.
  • Click the Convert to SmartArt button.
  • Pick a layout. The text becomes a SmartArt graphic.

Reorder, add, and delete shapes

SmartArt follows outline rules. You can move shapes, add new ones, or delete them.

  • Demote: Press Tab in the Text Pane to indent a shape.
  • Promote: Press Shift+Tab or Backspace to move it up.
  • Add shape: Press Enter to create a new bullet and shape.
  • Delete shape: Remove the bullet or press Backspace until it disappears.

When to change layout

Sometimes a different layout explains the data better. You can change the layout any time.

  • Open the Design tab.
  • Click the More arrow in the Layouts group.
  • Pick a new layout. Check the text after switching.

Careful: Switching to a very different layout can move or hide text. Save before big changes.

Practical examples

  • Processes: Use a horizontal list or process layout for steps in a task.
  • Org chart: Use a hierarchy layout for team roles and reports.
  • Cycles: Use cycle layouts for recurring events or loops.
  • Comparison: Use matrix or relationship layouts to compare features.

Accessibility and printing

SmartArt is usually readable by screen readers when you add clear text. Keep shapes simple for printing. High contrast helps readers with low vision.

5 FAQs of SmartArt Graphics in Microsoft Word 2016

What is SmartArt and when should I use it?

SmartArt is a set of pre-made diagrams. Use it when you want to show lists, steps, hierarchies, cycles, or relationships visually. It helps readers understand quickly.

How do I change the colors of a SmartArt graphic?

Select the SmartArt, go to the Design tab, and click Change Colors. Choose a scheme that matches your document.

Can I convert a bulleted list to SmartArt?

Yes. Select the bulleted list, go to the Home tab, click Convert to SmartArt, and pick a layout. Your list turns into a graphic.

Will changing the layout delete my text?

Rarely, but it can happen if the new layout has fewer shapes. Save a copy before making a big layout change.

How do I add more shapes to a SmartArt graphic?

Select the SmartArt, open the Design tab, and click Add Shape. Use the drop-down for options like Add Shape After or Add Shape Below.

Conclusion

SmartArt in Word 2016 is a simple tool with big impact. It turns text into clear visuals. It takes a few clicks to insert. Then you can style and edit it in many ways. Use it to make documents easier to read. Try different layouts and colors. Save a copy before big changes. With practice, you will add clean, helpful graphics to your work.