MS Word: Illustrations Group in the Insert Tab to Work with Smart Art (visual communicate information)

Microsoft Word is not just a tool for writing—it's a platform for visually communicating ideas. One of the most powerful features for this purpose is SmartArt, located in the Illustrations Group under the Insert Tab.

SmartArt enables users to transform plain text into visually engaging graphics. It’s ideal for showing processes, hierarchies, relationships, and more—making it a favorite among professionals, educators, and students alike.

In this article, you'll learn:

• What SmartArt is and how to insert it

• Types of SmartArt graphics and their use cases

• How to customize and style SmartArt

• SmartArt Design and Format tabs

• Common issues and solutions

• Best practices for using SmartArt in Word documents

How to Insert SmartArt in Word

To insert SmartArt into your document:

1. Go to the Insert tab on the Ribbon.

2. In the Illustrations group, click SmartArt.

3. The Choose a SmartArt Graphic dialog box will appear, with categories like:

   • List

   • Process

   • Cycle

   • Hierarchy

   • Relationship

   • Matrix

   • Pyramid

   • Picture

4. Select a graphic that suits your content.

5. Click OK to insert it into your document.

Understanding SmartArt Categories

Here’s a quick overview of what each category is best used for:

Category	Best For
List	Showing non-sequential information
Process	Illustrating steps or workflows
Cycle	Showing a circular or repeating process
Hierarchy	Organizational charts or team structures
Relationship	Displaying connections or comparisons
Matrix	Showing relationships in grids
Pyramid	Illustrating proportional or hierarchical relationships
Picture	Combining images with structured text

Tip: Hover over any SmartArt to see a description and visual preview before selecting it.

Working with the SmartArt Design Tab

When you insert and click on a SmartArt graphic, two contextual tabs appear:

1. SmartArt Design Tab (or “SmartArt Tools – Design”)

This tab provides controls over the structure and layout of your graphic.

Key Features:

• Add Shape: Insert additional shapes (nodes) before or after selected elements.

• Add Bullet: Add sub-points within a SmartArt node.

• Right to Left: Change the direction of layout (for RTL languages).

• Layout: Switch to a different SmartArt layout within the same category.

• Promote / Demote: Change the level of hierarchy (e.g., make a shape a sub-point).

• Convert to Text or Shapes: Transform SmartArt into editable text or standard shapes.

• Reset Graphic: Reverts all changes made to the SmartArt design.

Live Preview allows you to test different layouts before finalizing.

Working with the SmartArt Format Tab

2. Format Tab (or “SmartArt Tools – Format”)

This tab focuses on styling and aligning individual shapes inside your SmartArt graphic.

Key Features:

• Shape Styles: Apply quick styles with different borders, fills, and effects.

• Shape Fill / Outline / Effects: Customize individual shapes’ appearance.

• WordArt Styles: Apply styles to text within SmartArt nodes.

• Arrange Group: Align, rotate, or reorder shapes.

• Size Group: Precisely adjust the dimensions of selected elements.

Pro Tip: Use consistent colors to align your SmartArt with your document’s theme or branding.

Common SmartArt Issues and Their Solutions

“SmartArt isn’t showing the entire text”

Solution: Use larger shapes or switch to a more spacious layout (e.g., from Vertical Block List to Horizontal).

“I need more control over individual shapes”

Solution: Use Convert → Convert to Shapes to break the SmartArt into individual elements you can edit freely.

“I accidentally lost my layout or design”

Solution: Use Reset Graphic in the SmartArt Design tab to restore the default appearance.

“The SmartArt doesn’t fit well on the page”

Solution: Resize the entire graphic or go to Wrap Text → Square/Tight to move it more flexibly on the page.

Practical Use Cases for SmartArt in Word

Use Case	Suggested SmartArt
Company Org Chart	Hierarchy
Product Life Cycle	Cycle
Steps in a Process	Process
Pros and Cons Comparison	Relationship
Pyramid of Needs	Pyramid
Team Responsibilities	List
SWOT Analysis Matrix	Matrix

Best Practices for Using SmartArt

• Use it only when visuals add value—not just for decoration.

• Keep text short and readable (no paragraphs inside shapes).

• Stay consistent with document color themes.

• Use “Convert to Shapes” when you need full design control.

• Label graphics with alt text for accessibility compliance.

Conclusion

The SmartArt feature in Microsoft Word’s Insert Tab → Illustrations Group is a powerful way to make information clearer, more engaging, and more professional. Whether you're presenting steps in a process, showing organizational structure, or comparing ideas visually, SmartArt transforms dull text into high-impact graphics.

With tools like SmartArt Design and Format Tabs, you have all the control you need to create and style diagrams that fit your message and your brand.