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Insert and Modify Diagrams in Microsoft Word 2016

Modify diagrams

After you create a diagram and add the text you want to display in it, you can move and size it to fit the space, and format it to achieve professional-looking results.

If the diagram layout you originally selected doesn’t precisely meet your needs, you can easily change to a different layout. Some layouts preserve information that doesn’t fit, and others don’t; a message at the bottom of the Text pane provides information so you can make an informed decision.

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Some diagrams can support only a limited number of text entries

When a SmartArt graphic is active, the SmartArt Tools tab group on the ribbon includes two tabs: Design and Format.

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The Design tool tab for SmartArt graphics

You can make many changes directly on the diagram canvas, but if you prefer, you can also make changes from the ribbon. From the Design tool tab, you can make changes such as the following:

  • Add, move, and change the hierarchy of shapes.
  • Change to a different layout.
  • Change the color scheme of the diagram.
  • Change the effects applied to the diagram shapes.
  • Reset the diagram to its default settings.
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The Format tool tab for SmartArt graphics

From the Format tool tab, you can make changes such as the following:

  • Change the shape of an individual diagram shape—for example, change a square to a star to make it stand out.
  • Change the size of an individual diagram shape.
  • Apply a built-in shape style.
  • Apply colors and effects to specific shapes.
  • Apply WordArt text effects to the text in a shape.
  • Position and resize the SmartArt graphic.

To add a shape to a SmartArt graphic

  1. Select the diagram, and do either of the following:

    • Open the Text pane. At the end of a list item, press Enter to add an item to the bulleted list and a shape to the diagram.
    • On the Design tool tab, in the Create Graphic group, click the Add Shape button.

To remove a shape from a SmartArt graphic

  1. Do either of the following:

    • In the diagram, select the shape.
    • In the Text pane, select the list item.
  2. Press the Delete key.

To move a shape in a SmartArt graphic

  1. Do either of the following:

    • In the diagram, drag the shape to a different position.
    • In the Text pane, drag the list item to a different position.

To change the hierarchy of shapes in a SmartArt graphic

  1. In the diagram, select a shape.
  2. On the Design tool tab, in the Create Graphic group, do either of the following:

    • Click the Promote button to increase the level of the selected shape or list item.
    • Click the Demote button to decrease the level of the selected shape or list item.

Or

  1. In the Text pane, click at the beginning of a list item.
  2. Do either of the following:

    • Press Tab to demote the list item (and the shape).
    • Press Shift+Tab to promote the list item (and shape).

To change a SmartArt graphic to a different layout

  1. Select the diagram.
  2. On the Design tool tab, in the Layouts group, click the More button to expand the Layouts gallery. This view of the gallery displays only the available diagram layouts for the currently selected diagram layout category.
  3. In the Layouts gallery, do either of the following:

    • Click a thumbnail to change the diagram to the new layout in the same category.
    • At the bottom of the gallery, click More Layouts to display the Choose A SmartArt Graphic dialog box. Locate and select the layout you want to apply, and then click OK.

To change the color scheme of a SmartArt graphic

  1. On the Design tool tab, in the SmartArt Styles group, click the Change Colors button to display the SmartArt coloring options in the current color scheme.

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    The options are based on the document color scheme

  2. Point to any color set to display a live preview of that option. Click the color set that you like to apply it to the diagram.

To change the effects applied to the shapes in a SmartArt graphic

  1. Select the diagram. On the Format tool tab, in the Shape Styles group, click the Shape Effects button.
  2. On the Shape Effects menu, click an effect category. Then on the Variations menu, point to any thumbnail to display a live preview of the effect.
  3. Click a thumbnail to apply that effect to the diagram.

To reset a SmartArt graphic to its default formatting

  1. Select the diagram, and on the Design tool tab, in the Reset group, click the Reset Graphic button.

To change the shape of an individual diagram shape

  1. Right-click the diagram shape you want to change, and then click Change Shape.
  2. In the Shape gallery, click any shape to change the diagram shape.

To change the size of an individual diagram shape

  1. Select the shape, and then do either of the following:

    • Drag the sizing handle to the size you want.
    • On the Format tool tab, in the Size group, set the Height and Width.

To apply colors and effects to specific shapes

  1. Select a shape. On the Format tool tab, in the Shape Styles group, do any of the following:

    • From the Shape Styles gallery, apply a preformatted set of styles.
    • From the Shape Fill, Shape Outline, or Shape Effects menu, apply individual style formats.

To apply WordArt text effects to the text in a shape

  1. Do either of the following:

    • Select the diagram to apply WordArt text effects to all the text in a diagram.
    • Select a shape to apply WordArt text effects to only the selected shape.
  2. On the Format tool tab, in the WordArt Styles group, click the More button to display the WordArt Styles gallery.
  3. In the WordArt Styles gallery, point to any thumbnail to display a live preview of the effect.
  4. Click a thumbnail to apply the effect to the selected shape or shapes.