Make a Flowchart in Word 2016: Steps, Layout, and Tips

To make a flowchart in Word 2016, choose Insert > Shapes, select flowchart shapes and connectors, then place, label, and arrange them on the page. Use a diamond for a decision, rectangles for actions, and arrows to show the direction of the process.

Plan the flow before drawing

A quick outline makes the diagram easier to build and prevents arrows from crossing unnecessarily. Write down the process in order, mark any points where a decision creates two or more possible routes, and identify where each route ends. For example, an expense-approval flow might begin with “Submit expense,” continue to “Check receipt,” branch at “Is it complete?”, and finish with either “Request missing details” or “Approve reimbursement.”

Use a consistent reading direction, usually from top to bottom or left to right. Keep each shape’s wording brief: a verb-led label such as “Review request” is easier to scan than a full sentence. If a decision has more than one outcome, plan labels such as “Yes” and “No” beside its outgoing arrows. This gives you a useful blueprint before you start positioning shapes in Word.

Insert flowchart shapes in Word 2016

On Word 2016 for Windows, open the document and use the following steps. The ribbon may display the contextual tab as Drawing Tools > Format after you select a shape.

Choose Insert > Shapes.
In the Flowchart section of the Shapes gallery, choose a shape. Common choices include Terminator for a start or end, Process for an action, Decision for a question, and Data for input or output.
Click in the document where you want the shape to begin, then drag to draw it. Hold Shift while dragging if you want to constrain its proportions where applicable.
Repeat Insert > Shapes for each additional step. For a cleaner layout, use similar sizes for shapes that serve the same purpose.
Click a shape and type to add its label. If typing does not enter text, right-click the shape and choose Add Text, then type.

The Flowchart symbols are preset shapes, not a set of automated process steps: Word will not create the chart or infer the correct route for you. You control the placement and connections. To make objects easier to move around a busy page, select Insert > Shapes > New Drawing Canvas if that option appears in your Shapes menu, then place the shapes inside it. A canvas is optional; shapes can also be drawn directly on the page.

Connect the steps with arrows

Connectors are preferable to ordinary line shapes because a connector can attach to points on shapes and follow them when you reposition objects. In Insert > Shapes, look in the Lines section for straight, elbow, and curved connector options. Choose an arrow connector when the direction of travel needs to be explicit; use an elbow connector when a right-angle route fits the layout.

Choose Insert > Shapes and select the connector style you want from Lines.
Move the pointer over the first shape until its connection points appear, then drag from a connection point toward the next shape.
Release when the connector reaches a connection point on the destination shape. A connected endpoint should remain attached when you move a shape.
Repeat for each route. For a decision, draw a separate connector for each outcome and place “Yes” or “No” beside the appropriate line.

If a line merely sits near a shape rather than attaching, delete it and redraw from a visible connection point. Connector behavior can be less convenient when objects are arranged in different drawing areas or when a line was inserted as a regular line instead of a connector. Test the connection by moving the shape slightly, then undo the move if needed.

Arrange and format the diagram

Once the basic structure is in place, improve readability before adding decoration. Select a shape to use the contextual Drawing Tools > Format tab; in some installations the tab is shortened to Format or labeled Shape Format. The available controls include shape fill, outline, effects, and size. Choose high-contrast text and fills, and use color to communicate a consistent category rather than coloring every box differently.

Use alignment and spacing tools when shapes should line up. Ctrl-click individual objects to select several, then use Drawing Tools > Format > Align where available. The Align menu includes options such as aligning edges and distributing objects evenly; its available commands can depend on the selection. If selecting objects is awkward, Word’s Home > Select > Selection Pane can help you locate and select drawing objects. Group a finished set of shapes and lines through the Format tab’s Group command when it is available, so the diagram is easier to move as one unit. Grouping is most reliable when the objects use a compatible text-wrapping setting rather than being inline with text.

For more control over placement, select an object and use its Layout Options button or the wrapping controls on the Format tab to choose a suitable option, such as In Front of Text. This can make free positioning easier, but it also means the diagram may overlap nearby paragraphs. Keep the flowchart clear of body text, and leave enough page margin for labels and arrowheads. If text inside a box is cramped, widen the shape, shorten the wording, or adjust the text size instead of shrinking it until it is difficult to read.

Keep branches and labels understandable

A decision shape should contain a concise question, such as “Receipt attached?” rather than a vague label such as “Check.” Its outgoing arrows should make the possible answers obvious. Put a short label near each branch, and keep the labels close enough to their arrows that readers can tell which route they describe. If connectors cross, try moving the decision shape, changing an elbow connector’s route, or rearranging the following steps.

Consider the reader who encounters the chart without knowing the process. A clear start and end, consistent arrow direction, and familiar symbols help them follow it. Avoid relying on color alone to distinguish routes; include text labels such as “Yes” and “No.” If the process has many steps, split it into sections or make separate diagrams rather than compressing everything into one crowded page.

Fix common Word flowchart problems

Shapes move when text changes: Drawing objects have text-wrapping and anchoring behavior, so a paragraph edit can affect their position. Use a consistent wrapping option, keep related objects together, and review the whole diagram after editing nearby text.
Connectors detach: The line may not be a connector, or its endpoint may not have snapped to a connection point. Insert a connector from the Lines gallery and reconnect it directly to the shapes.
Text will not fit: Shorten the label, enlarge the shape, or adjust font size and internal margins. Avoid line breaks that make a decision or action hard to understand.
Objects are difficult to select: Use Home > Select > Selection Pane to find objects by their listed names. Selecting or grouping multiple objects may also be easier after changing their wrapping from inline.
The chart prints on another page: Check the page orientation, margins, and object positions. For a wide diagram, use Layout > Orientation > Landscape, then check Print Preview before printing.

Word is a word processor, so precise diagram placement can take more adjustment than it would in a dedicated diagramming application. Save a copy before making extensive layout changes, especially if the document contains important text around floating objects. Undo can reverse recent edits, but it is safer to preserve a version you can return to.

Word shapes, SmartArt, and other options

Use Shapes when you need specific flowchart symbols, custom branches, or exact control over connectors. SmartArt is a different feature: choose Insert > SmartArt and select a suitable layout when you want a quick visual sequence or hierarchy that Word can arrange for you. Many SmartArt layouts are not full flowcharts, and they may not represent complex decision branches as clearly as manually connected flowchart shapes.

For a small, simple process, Word’s Shapes gallery is often enough and keeps the diagram in the document. If the flow has many branches, needs frequent revisions, or must be maintained as a formal process map, a dedicated diagramming tool may offer easier routing and editing. You can still paste or insert a finished diagram into Word, but check whether it remains editable or becomes a picture. Word 2016 for Mac has a similar Insert > Shapes workflow, though ribbon labels and some selection or alignment controls can differ from Windows; follow the visible contextual Format controls on your installation.

Save, share, and check accessibility

Save the document in Word format to keep the shapes editable. To share a fixed-layout copy, use File > Save As or File > Export and select PDF, then inspect the exported file to confirm that arrows, labels, and page breaks appear correctly. A PDF is useful when recipients need to view or print the chart but do not need to edit its individual objects.

Before sharing, check that the text is readable at normal page size, that the chart’s start and end are clear, and that no connector is hidden under a shape. Give the document a descriptive heading and add a brief text explanation of the process for readers who cannot easily interpret a visual diagram. In Word, select an object and use its context menu’s Edit Alt Text option, where available, to provide useful alternative text. For a complex flowchart, a concise description may not convey every branch, so include the steps in ordinary document text as well.

Frequently Asked Questions

Does Word 2016 have a flowchart template?
Word 2016 provides flowchart shapes through Insert > Shapes, but it does not automatically build a custom flowchart from a written process. You can also look for templates through File > New, though their availability depends on installed or online templates.

How do I add text to a flowchart shape?
Select the shape and type. If that does not work, right-click it and choose Add Text, then enter the label. Keep wording short so it fits without making the shape too small.

How do I put Yes and No on connector arrows?
Word connectors are lines rather than text containers. Add the labels as small text boxes using Insert > Text Box, remove or reduce the box’s fill and outline if appropriate, and position each label beside its branch.

Can I move a flowchart without separating its parts?
Often, yes. Select the related shapes and connectors, then use the contextual Format tab’s Group command. If Group is unavailable, check that multiple objects are selected and that their wrapping settings allow them to be grouped.

Can I make a flowchart in Word 2016 on a Mac?
Yes. Use Insert > Shapes to add flowchart symbols and connectors, then use the contextual formatting controls to arrange them. Some ribbon names and object-selection controls differ from Windows, so the exact steps for alignment or grouping may vary slightly.

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