How To Make and Design a Flowchart Diagram in Microsoft Word

As a business analyst with over 10 years of experience creating flowcharts, process maps, and diagrams for companies, I’m often asked how to make professional-looking flowcharts in Microsoft Word. While Word doesn’t have built-in flowchart makers like Visio, it’s easy to design great-looking flowcharts using Word’s shapes and connectors with some simple tips.

Why Use Word to Make Flowcharts?

There are several reasons why using Word to create flowcharts can make sense:

  • No additional software required – Word comes standard with Microsoft Office so you likely already have access without needing to purchase additional diagramming programs.
  • Easy learning curve – Most people already know the basics of Word so the learning curve to create diagrams is small.
  • Quick collaboration and edits – By using the familiar Word interface, it’s simple to collaborate with others to edit flowcharts.
  • Export flowcharts easily – Word makes it simple to export flowcharts as images to include in other documents and presentations.

How to Make a Flowchart in Word

Follow these steps to create a professional-looking flowchart in Word from scratch:

1. Enable the Developer Tab

The Developer tab contains some important features for making flowcharts. To enable it:

  • Click File > Options > Customize Ribbon
  • Check the box for Developer
  • Click OK

2. Add Flowchart Shapes

  • Click the Developer tab
  • Click the Design Mode button to unlock document editing features
  • Click the Insert tab
  • Click Shapes
  • Select the flowchart shapes you need

3. Arrange Shapes and Add Text

  • Drag and resize shapes on the page
  • To add text, click inside the shape and type text
  • Resize shapes to fit longer text as needed

4. Connect Shapes with Connectors

  • Click the Connector tool on the Developer tab
  • Hover over a shape edge until the connector dots appear
  • Click and drag to another shape to connect them

5. Format and Customize the Look

  • Apply colors, line styles, shadows, 3D effects and more by right-clicking shapes
  • Use Align and Grid settings on the Developer tab to align shapes
  • Group related shapes to keep them together

6. Export the Diagram

When your flowchart is complete:

  • Click File > Export > Change File Type
  • Select PNG as file type
  • Click Export for high-quality flowchart image

Flowchart Design Tips

Follow these tips when designing flowcharts in Word for clarity and usability:

Keep it simple – Only use enough detail to convey the process. Too much information can overwhelm readers.

Be consistent – Use the same shapes, fonts, colors and line styles throughout the flowchart.

Organize left to right – Flowcharts typically should flow from left to right.

Put key decisions in diamonds – Use diamonds to denote critical yes/no decisions that direct the flow.

Highlight start/end points – Use rounded rectangles or circles with bold outlines to emphasize starting and ending steps.

Use one-word shape labels – Shape text should be short phrases or single words for clarity. More detail can go in supplemental documentation.

Common Flowchart Elements

These are common elements you’ll want to include in Word flowcharts:

  • Ovals – Used for start and end steps as well as to call out intermediate steps
  • Rectangles – Denote a process step or task
  • Diamonds – Represent a decision point with yes/no branch paths
  • Arrows – Connector lines show the flow and direction
  • Cylinders – Used less often but can indicate stored data

Flowchart Examples and Templates

For inspiration, open one of Microsoft’s flowchart template documents:

  • Click File > New
  • Type “flowchart” into the search bar
  • Select a pre-made flowchart template
  • Customize it for your needs

The template provides starter shapes you can edit by adding your own text and customizing formats.