To make a Venn diagram in PowerPoint, go to Insert, then SmartArt, choose Relationship, pick Basic Venn and click OK. Type your labels into each circle or the Text pane. To label the overlaps, draw a text box from Insert, then Text Box, over the overlapping area, because the Text pane can't reach it.
A Venn diagram is the quickest way to show where two or three ideas overlap: what your service shares with a competitor's, which customers buy both products, or where your skills meet a client's needs. PowerPoint builds one for you with SmartArt, so you don't have to draw and line up circles by hand. The only fiddly bit is labelling the overlaps, and I'll show you the workaround.
Build the Venn diagram with SmartArt
- Open the slide where you want the diagram.
- On the Insert tab, in the Illustrations group, click SmartArt.
- In the gallery, click Relationship.
- Choose a Venn layout, such as Basic Venn, and click OK.
- Click each circle and type its label, or use the Text pane on the left of the graphic.
If you can't see the Text pane, Microsoft says to click the small control on the left side of the SmartArt graphic to open it.
Label the overlapping areas
Here's the catch everyone hits. Microsoft says you can't add text to the overlapping portions of a Venn diagram from the Text pane. The fix is a plain text box laid on top:
- On the Insert tab, in the Text group, click Text Box.
- Click and drag inside the overlapping area to draw the box.
- Click inside it and type your label.
- If the box has a white background or a border, right-click it, choose Format Shape, and set Fill to No fill and Line to No line.
Keep overlap labels short, one to three words, so they fit inside the curved space without spilling over the edges. To position a text box precisely, click it and drag when the pointer turns into crossed arrows, then format the words from the Font group on the Home tab.
Add, remove and move circles
| Task | How Microsoft says to do it |
|---|---|
| Add a circle | Select the nearest circle, then SmartArt Design, Add Shape, Add Shape After or Before |
| Add from the Text pane | Click at the end of an existing line and press Enter |
| Delete a circle | Click the circle and press Delete |
| Nudge a circle | Hold Ctrl and press the arrow keys |
| Move a circle | Click it and drag it to its new spot |
Microsoft suggests experimenting with Add Shape Before and Add Shape After to get the new circle where you want it. If the Design tab isn't showing, make sure the SmartArt graphic is selected; you may need to double-click it.
Pick the right Venn layout
| Venn type | Best for |
|---|---|
| Basic Venn | Classic overlapping circles for similarities and differences |
| Linear Venn | Overlapping relationships in a sequence |
| Stacked Venn | Overlap with an emphasis on growth or gradation |
| Radial Venn | Overlap and the relationship to a central idea |
To switch, select the diagram and choose a different layout on the Design tab. PowerPoint previews each one as you point at it, so it's easy to try a few.
Make the overlaps visible with colour
A Venn diagram only works if people can see the overlap. Start with Change Colors on the Design tab, in the SmartArt Styles group, for a ready-made colour set from your theme. For a single circle, right-click its border, choose Format Shape, then under Fill pick Solid fill and a colour.
Transparency is the setting that makes overlaps readable. Microsoft says it runs from 0%, fully opaque and the default, to 100%, fully transparent. Push each circle's transparency up a bit and the overlapping areas blend into a visible third colour. One more tip from Microsoft: custom colours and colours from the Standard tab won't update if you later change the presentation's theme, so stick to theme colours if you might rebrand the deck.
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Venn diagram ideas for small business decks
- Your sweet spot: what you're good at, what clients need, what you enjoy.
- Customer overlap: people who follow you on two different platforms.
- Offer comparison: what's in each package and what's in both.
- Partnership pitch: your audience, their audience and the shared ground.
Three circles is plenty. Beyond that, people stop reading the overlaps and just see a blob of colour. If you've got more to say, use two simple diagrams on two slides rather than one crowded one. And put the conclusion in your slide title, such as "We sit where speed meets service", so nobody has to work out what the overlap means for themselves. If the idea you're showing is really a sequence rather than an overlap, a timeline in PowerPoint will tell the story better, and my guide on how to create a great PowerPoint presentation helps you decide which visual each slide needs.
What I'd do
Insert, SmartArt, Relationship, Basic Venn, OK. Type the circle labels in the Text pane, add text boxes with no fill for the overlaps, and raise the transparency so the overlaps show clearly. Keep it to three circles and three-word labels, and your audience will get the point in a glance.
Frequently asked questions
Where is the Venn diagram in PowerPoint?
Insert, SmartArt, then the Relationship category. Basic Venn is the standard layout.
How do I add text to the overlap in a PowerPoint Venn diagram?
Draw a text box over the overlapping area from Insert, Text Box. The Text pane can't add text there.
How do I add a third circle?
Select the nearest circle, then on the SmartArt Design tab choose Add Shape, then Add Shape After or Before.
How do I make the circles see-through?
Right-click a circle's border, choose Format Shape, and increase the Transparency under Fill.
Can I change the Venn layout later?
Yes. Select the diagram and pick Linear, Stacked or Radial Venn from the Layouts group on the Design tab.
