How to Make a Flowchart in Word 2019, Step by Step

To make a flowchart in Word 2019, choose Insert > Shapes, select a flowchart shape, and draw it on the page; add text by selecting the shape and typing. Add arrows from Insert > Shapes > Lines, then position and format the shapes so the steps are easy to follow. For a simpler process diagram, Insert > SmartArt offers ready-made layouts.

Choose between Shapes and SmartArt

Word 2019 provides two useful ways to create a flowchart. Shapes are best when the diagram needs standard flowchart symbols, decision branches, or a layout you control precisely. You place each symbol and connector individually, so it takes more arranging but gives you flexibility.

SmartArt is quicker for a straightforward sequence of steps. It supplies a coordinated design and lets you edit the diagram through a text pane. However, many SmartArt process layouts are not intended to represent every formal flowchart element. If you need a decision diamond with separate Yes and No routes, or several paths that rejoin, individual shapes and connectors are usually easier to manage.

Choose Shapes for decision trees, troubleshooting diagrams, approval routes, and processes with branches.
Choose SmartArt for a compact, mostly linear sequence that benefits from a predesigned style.
Combine them cautiously: mixing SmartArt and individual shapes can make later alignment and editing less convenient.

Prepare the page before drawing

A flowchart that fits comfortably on the page is easier to read and print. Before adding objects, decide whether the chart will run vertically or horizontally and roughly how many steps it will contain. A short procedure often fits on a portrait page; a wide process with several branches may work better in landscape orientation.

In Word 2019 for Windows, use Layout > Orientation > Landscape to turn the page sideways. Layout > Margins offers preset margins; Narrow can create more usable space, though it may not suit every printer. On Word 2019 for Mac, the corresponding commands are on the Layout tab as well, although ribbon placement can vary with the window size.

For a large chart, consider using one page per major stage rather than shrinking everything until the labels are hard to read. You can also insert a drawing canvas using Insert > Shapes > New Drawing Canvas. A canvas gives a bounded area for arranging related shapes and can make it easier to move the diagram as a group. It is optional: ordinary shapes on the page work well for many small charts.

Build a flowchart with individual shapes

Use conventional symbols so readers can understand the diagram without guessing. A terminator, often an oval or rounded shape, marks the start or end; a rectangle represents an action; a diamond represents a decision; and a parallelogram is commonly used for input or output. These conventions are not a requirement for every informal diagram, but using them consistently helps.

Choose Insert > Shapes. In the Flowchart section of the shapes gallery, select the symbol you need. For example, choose a terminator for Start, a process shape for an action, or a decision shape for a question.
Click and drag on the page to draw the shape. To make several shapes the same size, draw one first and use it as a visual reference for the rest.
Click inside a shape and type its label. Keep wording concise, such as Check payment details or Is the form complete? Use a verb for an action and a clear question for a decision.
Repeat for each step, leaving enough space between shapes for connector lines and branch labels.

A practical example might start with Start, continue to Enter order, then reach a decision diamond labeled Is stock available? One branch can lead to Ship order, while the other leads to Notify customer. Both routes can then connect to End. This small example shows why a decision diamond and clear branch labels are more informative than a row of unlabeled boxes.

Connect the steps and show decision branches

Connectors are preferable to drawing plain lines between shapes. A connector can attach to a shape’s connection point, so it is more likely to stay attached if you move the shape later. In Word for Windows, choose Insert > Shapes and select a connector from the Lines section, such as a straight or elbow connector. Start at a connection point on the first shape and drag to a connection point on the next one. When the endpoint snaps to the shape, release the mouse.

Use straight connectors for simple routes and elbow connectors when a line needs to turn around another shape or follow a tidy right-angle path. Avoid crossing lines where possible. If the route is complex, move the shapes before fine-tuning the connectors; repeatedly repositioning shapes after drawing can leave the chart crowded even when the connectors remain attached.

For a decision, draw a separate outgoing connector for each result. Label the routes Yes and No with small text boxes: choose Insert > Text Box, draw a box near the relevant line, and type the label. Set the text box fill and outline to No Fill and No Outline, if those options are available in the Shape Format controls, so it does not look like another process step. Place each label close enough to its branch that the relationship is unambiguous.

If a connector does not attach, check that you selected a connector rather than a basic line, then drag its endpoint directly onto a connection point. If it is already attached but obscured, adjust the shapes or route rather than adding another line over it.

Format shapes for clarity

Select a shape to display the contextual Shape Format tab in Word 2019 for Windows. From there, Shape Fill changes the interior color, Shape Outline changes the border, and Shape Effects adds effects such as shadows. A restrained style usually works better than giving every shape a different color. For example, use one fill for action steps, a second for decisions, and a distinct but consistent treatment for start and end symbols.

Keep contrast strong: dark text on a light fill is usually easier to read than a bright fill with low-contrast lettering. Use a legible font size and short labels, and check the chart at normal page size rather than only while zoomed in. Color should support the meaning, not carry it by itself; someone printing in grayscale should still be able to follow the arrows and labels.

To make objects line up, select multiple shapes using Ctrl-click on Windows, then use Shape Format > Align to choose an alignment command. On Mac, use Command-click when selecting multiple objects; the contextual alignment controls may be arranged differently. The Align menu can also include options for distributing objects evenly. These commands are useful for rows of process boxes or parallel branches. Use Shape Format > Group > Group when you want selected objects to move together; grouping is most useful after the layout is settled.

Use SmartArt for a simple process

For a linear diagram, choose Insert > SmartArt and browse the Process category. Select a layout, choose OK, and enter each step in the Text pane. If the pane is not visible, use the small arrow on the edge of the SmartArt graphic to open it. Each text entry becomes an item in the diagram, and the SmartArt Design tab offers layout and style choices.

SmartArt can save time when you need a polished sequence, such as Receive request, Review details, Approve, and Complete. It is also convenient when you expect to change the wording or add steps. Still, inspect the result: a selected layout may rearrange or resize items as content changes. For unconventional branches or individually placed Yes and No labels, use Shapes instead. SmartArt and flowchart shapes are both editable in Word, but they do not provide identical controls.

Check the layout, print, and save

Before sharing the diagram, follow it from beginning to end and verify that each arrow points in the intended direction. Check that every decision has a route for each likely answer and that the labels sit beside the correct branches. A chart can look attractive yet still be misleading if a connector ends near the wrong shape or a route has no visible destination.

Use Print Preview to check page breaks, margins, and readability. In Word for Windows, press Ctrl+P to open the print screen; on Mac, use Command+P. If the diagram is too small, consider landscape orientation, a larger page size if appropriate, or dividing the flow into multiple pages. Save the editable document as a Word file before sharing a PDF, so you retain the shapes and text for later changes. A PDF is useful when recipients need to view or print the layout without editing it.

Common problems and practical fixes

Shapes move when text changes: Shorten labels, enlarge the shape, or adjust the font. Avoid forcing a long sentence into a small symbol.
Lines move independently: Use connectors attached to connection points rather than ordinary lines, and confirm the endpoint snaps into place.
The chart looks uneven: Select rows or columns of shapes and use the alignment and distribution commands on Shape Format. Consistent spacing makes routes easier to scan.
Text boxes show borders: Select the text box and use Shape Format options to remove its fill and outline, where available.
The diagram prints too small: Check orientation and margins, remove unnecessary wording, or split a complicated process into linked sections.
SmartArt will not make the branch you need: That is a limitation of the selected layout, not necessarily a problem with the document. Rebuild that part with individual flowchart shapes and connectors.

Frequently Asked Questions

Does Word 2019 have a flowchart template?
Word includes flowchart shapes and SmartArt process layouts, but you do not need a separate template to make a flowchart. Use Insert > Shapes for symbols and connectors, or Insert > SmartArt for a prearranged process graphic.

How do I add text inside a flowchart shape?
Select the shape and type. If the text needs adjustment, select it and use the Home tab’s font and paragraph controls. Keep labels brief so they remain readable inside the symbol.

Can I make a flowchart in Word without SmartArt?
Yes. Insert individual shapes from Insert > Shapes, type into them, and link them with connectors from the Lines section. This method gives you control over decisions, branches, and the position of each element.

How do I keep arrows attached when I move shapes?
Use a connector, not a plain line, and drag each endpoint to a connection point on the relevant shape until it snaps into place. Attached connectors are designed to follow their shapes when you reposition them.

Is Word or Excel better for a flowchart?
Word is convenient when the diagram belongs in a report, letter, or procedure document. Excel can be useful when the chart accompanies worksheet data, but it is not required for making a flowchart. Choose the app that best fits where the diagram will be used.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.