Do you need to show the logical relationships between two or more sets of items?
Then Venn diagrams are perfect for such representations. You can use them to organize things graphically. Venn diagrams can highlight similar and different items. Although it is customary to draw Venn diagrams using circles, it is possible to use any other shape as well.
2 Methods of creating Venn diagrams in Microsoft Word:
- Using Shapes
- Using SmartArt Graphics
We will show you both methods using simple, step-by-step instructions.
Let us begin!
Method #1: Using Shapes
This method gives you the most flexibility to create a diagram to your liking.
Step #1: Open MS Word document
Open a Word document.
Navigate to the location where you want the Venn diagram to appear.
Step #2: Insert a Shape
Click on the Insert tab in the top menu bar to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a list of many shapes.
Click on the shape you want.
For this example, we have chosen a Rectangle with Rounded Corners.
When you click on a shape, the list of shapes will disappear, and your cursor will change to a cross.
Click within the document where you want your shape to appear.
Word will insert the selected shape at that location.
Step #3: Insert more shapes
At this point, the ribbon changes to Shape Format.
In the section Insert Shapes, click on Rectangle Rounded Corners.
The cursor changes to a cross.
Click within your document where you want the shape to be placed.
Word inserts another shape at that location.
Repeat the above step to insert a third shape.
Step #4: Arrange the shapes
Click on the first shape in the document.
Use the handles at the corners, indicated with red below, to resize, rotate, and move the shape.
Repeat for the other shapes.
Arrange them so that a part of each shape overlaps with the other shapes.
Step #5: Format the shapes
Right-click with your mouse on one of the shapes.
A menu will open.
Click on Format Shape… at the bottom.
A Format Shape menu will open in the right panel.
Click on the Fill & Line icon which looks like a bucket.
Click on the word Fill which now appears.
This expands to the Fill dialog box.
Click to select the Solid Fill entry.
Move the Transparency slider to 50% by clicking and dragging with your mouse, or by clicking the up and down arrows next to the percentage.
Click on the Color icon dropdown and select a suitable color.
Repeat these steps for the other two shapes.
Step #6: Annotate the shapes
Click on the Insert tab in the top menu bar to change the ribbon.
In the Text section, click on the Text Box icon.
A drop down list of Built-In text boxes will appear.
Pick a suitable text box.
When you click on a text box, the list of options will disappear, and your cursor will change to a cross.
Click within the document where you want your text box to appear.
Word will insert the box at that location.
For our example, we choose the Simple Text Box.
Click inside the text box to select and edit the contents.
Change the contents of the text box as you want.
Right-click with your mouse on the boundary of the text box.
A menu will open.
Click on Format Object… at the bottom.
Use the Format menu in the right panel, the same as Step #5, to change the text box to your liking.
Use the handles on the text box, shown in red below, to move and reposition it.
Add other text boxes.
Position and annotate them to your requirement.
Step #7: Format the text boxes
Right-click on the boundary of a text box.
A menu will open.
Click on the Fill icon.
In the menu that opens, click on No Fill.
This will change the background in the text box to transparent.
Next click on the Outline icon.
In the menu that opens, click on No Outline.
This will remove the outline from the text box.
Repeat for the other text boxes.
Method #2: Using SmartArt Graphics
This method makes use of the built-in templates, which could save you a lot of time. You can still fully customize it with your own selection of colors and text.
Step #1: Open MS Word document
Open a Word document.
Navigate to the location where you want the Venn diagram to appear.
Step #2: Insert a basic Venn diagram
Click on the Insert tab in the top menu bar to change the ribbon.
In the section Illustrations, click on the SmartArt icon.
This will open a list of SmartArt Graphics.
The left pane lists the categories.
The central pane lists the icons for the category you select in the left pane.
The right pane gives a pictorial view of the graphics you select in the central pane.
Click on Relationship in the left pane.
Scroll down and click on the Basic Venn icon in the central pane.
The right pane shows a pictorial view of the Basic Venn diagram.
Click on the OK button to get the Basic Venn diagram into the document.
Use the handles on the edges of the diagram, as shown in red below, to resize and move it.
Step #3: Annotate the diagram
Click on [Text] inside each circle and replace it with your own text by typing over it.
Change the font to a suitable size.
Right-click on a blank space within a circle to open a menu.
Click on the Fill icon.
In the menu that opens, pick a suitable color.
Repeat for the other circles.
Step #4: Add additional text for overlapping zones
Click on the Insert tab in the top menu bar to change the ribbon.
In the section Text, click on the Text Box icon.
A list of text boxes will appear.
Click on Draw Text Box at the bottom of the list.
The cursor will change to a cross.
Place the cross within one of the overlapping zones of the Venn diagram and click.
A text box appears at that location.
Use the handles on the text box to move and rotate it.
Fill in the text box with appropriate text.
Change the font size for a suitable fit.
Repeat for the other overlapping zones.
The innermost overlapping zone is very small for inserting text.
We have used line shapes to point to it.
Step #5: Format the text boxes
Right-click on the boundary of a text box.
A menu will open.
Click on the Fill icon.
In the menu that opens, click on No Fill.
This will change the background in the text box to transparent.
Click on the Outline icon.
In the menu that opens, click on No Outline.
This will remove the outline from the text box.
Repeat for the other text boxes.
Conclusion
We have shown two methods of creating Venn diagrams in MS Word documents.
One is a great time-saver, as you can use an existing template and modify it, while the other gives you the most freedom to create a diagram you want.
Use the method most suitable to your application.