How to make Organizational Chart in Excel: Step by Step Guide

An organizational chart is a visual representation of a company’s structure, showcasing relationships, roles, and responsibilities within a team or organization. These charts are invaluable for visualizing teams in Excel, helping to clarify hierarchies and improve communication across departments. Whether you're planning a project or onboarding new members, creating an Excel hierarchy chart simplifies complex information into an easy-to-understand format.

In this step-by-step guide, we’ll explore how to use Excel SmartArt for organizational charts, as well as other methods to build clear and effective visuals. Whether you’re a beginner or need an advanced Excel chart tutorial, this guide will cover everything you need.

Disclaimer: Double-check your data to ensure accuracy and clarity when building your Org chart to avoid potential miscommunication.

How to Create an Organization Chart in Excel by using SmartArt

You can create an org chart in Excel easily using built-in tools like Excel SmartArt for organizational charts. Here’s a step-by-step guide for designing and customizing org charts in Excel:

Step 1: Prepare Your Data

Before creating an org chart, organize your data clearly in a table:

• First Column: Employee names.
• Second Column: Their direct manager or superior.

This step ensures your hierarchy is easy to follow when constructing the chart.

Step 2: Insert a SmartArt Graphic

Excel’s SmartArt feature provides ready-made templates for creating an organizational chart.

• Open Excel and select a blank worksheet.
• Go to the Insert tab in the Excel ribbon.
• In the Illustrations group, click on SmartArt.
• In the Choose a SmartArt Graphic window:
• Select Hierarchy from the left-hand list.
• Choose the Organization Chart template.
• Click OK to insert the chart into the worksheet.

Step 3: Add Text to the Org Chart

• Once the org chart is inserted, you can start adding employee names and titles:
• Click inside the boxes in the SmartArt chart.
• Type the employee name or job title.

Use the Text Pane for quick data input:

• Click the small arrow on the left side of the chart to open the Text Pane.
• Type or paste the names and titles directly into the text pane.

Step 4: Add or Remove Boxes

You can adjust the org chart by adding or deleting boxes to represent the structure accurately.

1: Add a New Box

• Click on a box that is closest to where you want to add the new box.
• Go to the SmartArt Design tab on the ribbon.
• In the Create Graphic group, click Add Shape.

Choose one of the following options:

• Add Shape Below: Adds a subordinate box (reporting to the selected box).
• Add Shape Above: Adds a superior box (above the selected box).
• Add Shape After/Before: Adds a box at the same level (a colleague).

2: Remove a Box

• Click on the box you want to remove.
• Press the Delete key on your keyboard.

Step 5: Customize the Org Chart

1: Change Colors

• Click anywhere inside the SmartArt chart to activate the SmartArt Design tab.
• Select Change Colors from the ribbon.
• Choose a color scheme that matches your company branding or preferences.

2: Modify Box Styles

• Click on a box (or multiple boxes by holding Ctrl).
• Go to the SmartArt Design tab > Choose a box style from the Styles group.
• Adjust the box borders, shadows, and effects to make the chart visually appealing.

3: Resize or Move the Chart

• Click on the chart to display the resizing handles.
• Drag the corners to resize it.
• To move the chart, click on its border and drag it to the desired position.

4: Format Text

• Select the text in any box.
• Use the Home tab to change the font size, style, alignment, and color.

Step 6: Save and Share the Org Chart

Once your org chart is complete, you can save it or share it easily:

• Save the File: Press Ctrl + S to save your Excel workbook.
• Copy the Chart: Select the chart, press Ctrl + C, and paste it into Word or PowerPoint.
• Export as a PDF: Go to File > Save As > Choose PDF to share the chart in a professional format.

Advanced Tips for Creating Org Charts

For a professional Excel hierarchy chart, follow these advanced tips from this Excel chart tutorial:

1. Use Excel Add-Ons or Third-Party Tools for Larger Charts

For complex or larger organizational charts, consider using Excel add-ons like Lucidchart or SmartArt to simplify the process. Alternatively, third-party tools like Canva or Microsoft Visio can provide advanced customization and scalability, making it easier to manage extensive hierarchies.

2. Integrate with Power Automate or Visio for Automation

Streamline the process by integrating Excel with tools like Power Automate to auto-update charts based on data changes. For more detailed and dynamic org charts, use Microsoft Visio, which connects directly with Excel data to automate chart creation and updates.

These advanced tips help save time and make managing larger org charts more efficient

Conclusion

Building an organizational chart in Excel is a practical way to visualize teams and improve understanding of organizational structure. With step-by-step guidance and Excel's user-friendly tools, creating a clear and professional chart is simple. Use this tutorial to enhance communication and align your team for success.