How to Get More Shapes and Graphs in Word and PowerPoint
Question details
The user wants to download additional shapes, graphs, or diagram resources for Microsoft Word and PowerPoint, and wishes to create a customized Shapes gallery.
- Product
- Microsoft Word and PowerPoint
- Device & OS
- not provided
- Scenario
- Creating detailed presentations or documents that require advanced visual elements, complex diagrams, or custom-designed shapes.
- Observed behavior
- By default, the built-in Shapes gallery in Word and PowerPoint is limited and does not natively support adding custom shape categories or expanding the default dropdown menu with custom graphics.
Ensure your Microsoft Office application is updated to the latest version, as Microsoft 365 subscribers frequently receive access to new templates, icons, and SmartArt graphics that are not available in older perpetual versions like Office 2016.
Utilize SmartArt Graphics and Built-in Premium Templates
While you cannot add custom categories to the standard Shapes dropdown menu, you can leverage Microsoft's built-in SmartArt and premium presentation templates for complex diagrams.
Microsoft limits the customization of the default Shapes gallery. However, the SmartArt feature provides highly customizable and professional graphs and diagrams out of the box.
Launch Microsoft Word or PowerPoint and open your working document or presentation.
Click on the 'Insert' tab located on the top ribbon menu.
Click on 'SmartArt' in the Illustrations group. Browse through the categories (such as List, Process, Cycle, Hierarchy) and select a graphic to insert and customize.
Alternatively, click on 'File' > 'New' and use the search bar to look for 'diagrams' or 'infographics' to download rich graphical templates directly from Microsoft.
Install Third-Party Presentation Add-ins
To bypass the native limitations of the Shapes gallery, install third-party add-ins that provide extensive external libraries of shapes and graphs.
Upgrade Your Document Design with WPS Office
If you are restricted by the design limitations and built-in shape galleries of Microsoft Office, WPS Office offers a powerful, lightweight alternative. It provides thousands of free, high-quality presentation templates, flowcharts, and diagramming resources built right into the application.
- 1. Download and install: Download WPS Office for free and follow the simple on-screen instructions to install it on your device.
- 2. Open the template gallery: Launch WPS Presentation or Writer and click on the 'Templates' tab to browse thousands of free graphical layouts.
- 3. Insert rich diagrams: Go to the 'Insert' tab to easily add rich geometric shapes, icons, and relation diagrams.
Frequently Asked Questions
Can I create a custom shape gallery in PowerPoint?
No. By default, Microsoft PowerPoint does not allow users to create a custom category directly within the built-in Shapes dropdown gallery. Users are encouraged to submit feedback to Microsoft's product group or rely on external add-ins.
How can I save a custom shape I created for future use?
While you cannot add it to the default Shapes menu, you can select your custom shape, right-click it, and choose 'Save as Picture'. Alternatively, you can save a slide containing your frequently used custom shapes as a PowerPoint Template (.potx) file for easy reuse.
Are the shapes in Office 2016 different from Microsoft 365?
Yes. Microsoft 365 receives continuous updates, meaning it often includes newer icons, 3D models, stock images, and premium diagram features that are not available in perpetual-license versions like Office 2016 or 2019.
Is it safe to download third-party shape add-ins?
Generally, downloading add-ins directly through the official 'Get Add-ins' store inside Word or PowerPoint is safe, as they are vetted by Microsoft. However, exercise caution when downloading macro-enabled files or software from non-Microsoft websites, as they may contain unwanted programs.
