How to Create a Flowchart in Word 2016

Edited 2 weeks ago by ExtremeHow Editorial Team

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Microsoft Word 2016 is a versatile word processing software that offers many features, including the ability to create flowcharts. Flowcharts are diagrams that represent the steps of a process, system, or calculation. They are useful for visualizing algorithms, demonstrating workflow, and depicting complex processes in a simple way.

What is a flowchart?

A flowchart is a visual representation of a process using symbols and arrows. Each symbol represents a different type of operation or step in the process. For example, an oval typically represents the beginning or end of a process, while a rectangle represents a process step. Arrows, or lines, are used to connect these symbols to show the flow or sequence of steps. Creating flowcharts in Word 2016 allows users to present their ideas or systems logically.

Why use flowcharts?

Flowcharts have many benefits. They provide a clear visual representation of a process, making it easy to identify the steps and the order in which they occur. This clarity helps identify potential bottlenecks or inefficiencies in a system. Flowcharts also serve as an excellent tool for communication, especially in complex projects, as they can simplify the understanding of a process and aid in making better decisions.

Get started with Microsoft Word 2016

To create a flowchart in Word 2016, you must first open the Word application on your computer. If you have never opened Word before, you can find it by clicking the Start menu and typing "Word" in the search bar. Click the Microsoft Word 2016 icon to open the program. Once open, you can start with a blank document.

Setting up your document

Before creating any of the flowchart elements, set up your document so that the layout meets the needs of your flowchart. You may want to adjust the page orientation to landscape for a wider chart.

1. Click the "Layout" tab at the top of the page.
2. Select "Orientation" from the layout options.
3. Select "Landscape" if necessary.

This setup gives you more horizontal space to create your flowchart.

Creating flowchart elements

Microsoft Word 2016 includes several shapes that can be used to create flowcharts. These shapes can be found in the "Shapes" tool under the "Insert" tab.

Using flowchart shapes

To find flowchart shapes, follow these steps:

1. Click the "Insert" tab located on the ribbon.
2. Click "Shapes" in the Illustrations group.
3. In the drop-down menu, scroll down to "Flowchart."
4. Here, you will see various options such as Process, Decision, Start/End, and more.

The most common sizes are:

• Oval: Represents the beginning and end of the process. This is usually the start and end point of the flowchart.
• Rectangle: Represents a process or action. It is generally used in flowcharts to represent any operation or task.
• Diamond: Indicates a decision point. This shape represents a decision that can change the path of the flow depending on yes/no or true/false conditions.
• Parallelogram: Used for input and output. It shows incoming data and outgoing results.

Select a shape by clicking on it. Your cursor will change to a crosshair symbol, allowing you to click and drag to draw your selected shape on the document. Adjust the size to suit your needs.

Adding shapes

The arrows are needed to show the flow direction between each shape. To add an arrow:

1. Go back to the "Insert" tab and click "Shapes."
2. Under "Lines," select a line or arrow.
3. Click and drag between two flowchart elements to connect them.
4. Adjust the size or direction of the arrow by clicking and dragging the arrow ends.

This helps to indicate the sequence of actions or decisions and guides logically through the flowchart.

Aligning and distributing flowchart elements

An organized flowchart is easier to understand. Word allows you to align and distribute elements in a systematic way. To make sure your flowchart is organized, follow these steps:

Align shapes

1. Select the shapes you want to align. You can do this by holding down the "Shift" key and clicking each shape.
2. Go to the "Format" tab under "Drawing Tools."
3. Select "Align" to see the drop-down options.
4. Choose from the options like “Align Left”, “Align Right”, “Align Center” etc. as per your preference.

Distribute shapes

1. Again, select multiple shapes by holding "Shift" and clicking on each one.
2. In the "Format" tab, click "Align."
3. Choose "Distribute Horizontally" or "Distribute Vertically" to space the selected shapes evenly.

This alignment and distribution helps ensure that everything is visually aligned, increasing the clarity and professionalism of the flowchart.

Adding text to flowchart shapes

Adding text inside flowchart shapes is important because the text provides an explanation for each step or decision. Here's how you add text to a shape:

1. Click the shape where you want to insert the text.
2. The text box appears inside the shape, so you can type directly into it.
3. Enter the text, then click outside the shape to finalize it.
4. To edit, click back on the shape and adjust as needed.

Use clear and concise language in your text. Make sure your points are easy to understand, as flowcharts are meant to simplify complex information.

Formatting flowchart elements

Formatting shapes and lines is important to make your flowchart look attractive and consistent. You can change colors, add effects, and modify line styles. Here's how you can format your flowchart elements:

Shape formatting

1. Click the shape you want to format.
2. Go to the "Format" tab under "Drawing Tools."
3. Use options like "Shape Fill" to change the color, "Shape Outline" to adjust the border, and "Shape Effects" for visual effects like shadows and reflections.

Line formatting

1. Select the line or arrow you want to format.
2. In the "Format" tab under "Drawing Tools," use the "Shape Outline" drop-down to change the line color or style.
3. Adjust the arrow style and endpoints using the "Arrow" option if necessary.

Maintaining a consistent style throughout your flowchart helps create a professional look. Use a limited color palette to keep it clean and avoid excessive detail.

Saving and sharing your flowchart

Once your flowchart is complete, you'll want to save it and perhaps share it with others. Saving ensures that your work won't be lost, and you can easily access it again if you need to make adjustments or share it via email or other means. Here's how you can save and share your flowchart:

Save your flowchart

1. Click "File" in the upper-left corner of your Word window.
2. Select "Save As" from the options.
3. Select the location where you want to save your file.
4. Enter a file name and make sure the Word document format (.docx) is selected.
5. Click "Save".

Sharing your flowchart

To share your flowchart, you can print it directly from Word or export it as a PDF:

Printing:

1. Go to "File" and select "Print."
2. Choose your printer and adjust settings such as orientation and page if necessary.
3. Click "Print" to make a hard copy of your flowchart.

Exporting as PDF:

1. Click "File" and select "Export."
2. Select "Create PDF/XPS Document."
3. Click "Create PDF/XPS", set your options, and then click "Publish."

The PDF format is ideal for sharing, as it maintains the layout of the flowchart regardless of what type of device or software the recipient uses to view it.

Conclusion

Creating flowcharts in Word 2016 is an effective way to visually express processes, systems, or workflows. The software offers a wide variety of tools and customization options to customize your flowcharts to meet a variety of needs. By following these detailed instructions, you can create clear and professional flowcharts that assist in both personal tasks and professional projects. Remember to use Word's formatting options for visually appealing charts and save or share your work as needed for easy access and distribution. Enjoy charting!

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