Using SmartArt
Learn how to insert SmartArt graphics, choose the right layout for your content, add and edit text, and apply styles to create professional diagrams.
By the end of this lesson you can
- Insert SmartArt and choose a category that fits the relationship
- Add and reorder items using the Text Pane
- Convert bullet lists into SmartArt
- Recognize when SmartArt clarifies and when it merely decorates
Lesson Notes
Read through the key concepts before you try the challenge.
SmartArt is only useful when the shape means something
You present the referral process at Lakeside Medical Associates.
Six sequential steps as bullets read as six equal items. The same six in a Process graphic show direction, order, and where the flow branches — the structure becomes visible rather than merely stated.
Your task: Choose the SmartArt category that matches the actual relationship in your content.
SmartArt builds a diagram from text you type, keeping every element aligned and consistently styled. Its value is that the layout carries meaning — but only if you choose the category that matches your content's real structure. A Cycle graphic applied to a linear process tells the audience something untrue.
| Category | Shows | Use for |
|---|---|---|
| Process | A sequence with direction | Steps in a workflow |
| Cycle | A repeating loop | A process that genuinely returns to its start |
| Hierarchy | Levels of reporting or containment | Org charts, classification |
| Relationship | Connection between items | Overlaps, opposing forces |
| Matrix | Parts of a whole in quadrants | Two-axis categorization |
| List | Grouped items, no sequence | Bullets that need visual grouping |
What is SmartArt?
SmartArt lets you transform a list of items into a professional-looking diagram without any design experience.
Instead of placing text and shapes manually, SmartArt handles the layout automatically. You just choose a structure and type your content.
SmartArt Categories
PowerPoint organizes SmartArt layouts into categories based on the type of relationship they represent.
- List — unordered or grouped items without a directional flow.
- Process — steps in a sequence or workflow.
- Cycle — a repeating process with no defined start or end.
- Hierarchy — org charts and tree structures.
- Relationship — connections and overlapping concepts, including Venn diagrams.
- Matrix — how parts relate to a whole across two axes.
- Pyramid — proportional or foundational relationships.
Inserting SmartArt
Go to the Insert tab and click SmartArt.
The Choose a SmartArt Graphic dialog opens. Select a category on the left, then pick a layout from the center panel. A preview and description appear on the right.
Click OK. The SmartArt graphic appears on your slide with placeholder text.
Adding Text to SmartArt
You can type directly into the shapes, or use the Text Pane on the left side of the graphic for easier editing.
To open the Text Pane, click the small arrow on the left edge of the SmartArt border or click Text Pane on the SmartArt Design tab.
Each bullet in the Text Pane corresponds to a shape in the graphic. Press Enter to add a new item and Tab to create a sub-level item.
Adding and Removing Shapes
SmartArt automatically sizes its shapes based on how many items you have. To add a shape, click Add Shape on the SmartArt Design tab.
To remove a shape, click it in the graphic and press Delete.
Changing the SmartArt Layout
If the layout you chose doesn't quite fit your content, you can switch to a different one without retyping your text.
On the SmartArt Design tab, click a different layout in the Layouts gallery. Your content transfers to the new structure automatically.
Applying SmartArt Styles and Colors
The SmartArt Styles gallery offers pre-built visual treatments including flat, polished, and 3D looks that coordinate with your theme.
Click Change Colors to choose a color variation that matches your presentation's palette.
Converting a Bulleted List to SmartArt
If you already have a bulleted text placeholder, you can convert it directly into SmartArt without starting over.
Select the text placeholder, right-click, and choose Convert to SmartArt. Then select a layout from the mini gallery that appears.
Completed SmartArt Example
A well-chosen SmartArt layout with consistent colors and readable text can replace several plain bullet-point slides.
Knowledge Check
Which SmartArt category is most appropriate for showing the steps in a workflow?
How do you add a new item to a SmartArt graphic using the Text Pane?
Practice File
Download this file and follow along with the lesson.
Challenge
Apply what you've learned in this lesson.
Open the practice presentation and complete the following tasks:
- Navigate to the slide with the bulleted list about the onboarding process.
- Select the text placeholder containing the bulleted items.
- Right-click and use Convert to SmartArt to turn it into a Process graphic.
- Open the Text Pane and add one more step at the end.
- Apply a SmartArt style that gives the shapes a polished, 3D appearance.
- Use Change Colors to apply an accent color palette from your theme.
- Resize the SmartArt graphic so it fills the lower portion of the slide without covering the title.
Finished this lesson?
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