How to Create an Organizational Chart in Excel
If you want to illustrate the hierarchical or reporting relationships in the organizational structure and you don’t know any professional diagramming tool, Microsoft Excel can come in handy at this time. In this article, we’ll go over how to create a basic organizational chart in Excel.
How to Create an Organizational Chart in Excel
When you want to create an org chart in Excel, unlike creating a flowchart in Excel, you don’t need to set the worksheet in advance.
a. Add Structure
The first thing you should do is to select and add the organizational structure.
Click Insert tab, find SmartArt button, then Choose a SmartArt Graphic dialog box will pop up. In the dialog box, click on Hierarchy category in the left pane and choose the example structure that you want to use.
b. Add Text
After adding the structure, you need to fill in relative information like positions on the shapes to better illustrate the relationships in the organization, because every shape in the org chart represent a person in the organization and what post he/she stands in.
To add text on the shapes, there are 2 simple ways to achieve that:
- Click the shape and edit text directly;
- Click the triangle icon on the left side of the org chart, and you can edit text in the pop-up window.
c. Add Shapes
Generally speaking, the default number of shapes in the org chart example is inadequate for most of us. Thus, you need to add extra shapes into the org chart.
Select the shape, go to Design tab, choose Add Shape and select the way to add a shape based on your needs.
For example, if you choose the shape of Director HR and the option "Add Shape After", then the box of Director Sales will be added on the right side of Director HR box.
If you choose Add Shape Above, then the blank shape will replace the Director HR box, the Director HR will move to the lower level and become the subordinate of the person who is in the blank shape.
d. Move shapes
Choose a shape, the Design tab of the SmartArt Tools will appear on the ribbon.
For moving shapes, you can use Promote/Demote and Move Up/Move Down functions on the Design tab to achieve different effects.
To promote/demote a shape:
Select Director Sales, choose Promote and the level of this shape will be increased by 1 level, so the Director Sales now is at the same level as the CEO.
On the contrary, when you select Director Sales, choose Demote and the level of this shape will be decreased by 1 level, so the Director Sales is at the same level as other directors.
To move up/move down a shape:
Select Director Sales, choose Move Up and this shape will be moved horizontally, so the Director Sales now is in front of Director HR.
Instead, when you select Director Sales, choose Move Down and the Director Sales will be behind Director HR.
e. Format an Org Chart
When you select a shape or the whole org chart, the Design and Format tabs of SmartArt Tools will pop up on the ribbon.
On the Design tab, you can change the chart layouts, theme colors, SmartArt styles, which are all for the whole org chart.
On Format tab, you can change shape sizes, shape styles, WordArt styles and arrangement, which is for certain shapes.
How to Create an Organizational Chart in Edraw Max
Making an org chart in Excel needs to spend much time in set up the organizational structure and it also requires some additional steps to build a complete diagram.
Compared with that, using the professional org chart creator -- Edraw Max -- to make an org chart could be an easy job. You don’t have to get around to make preparations. With pre-made templates and abundant symbols, Edraw Max can save your time and energy to help you create high-quality org charts.
The steps of creating an org chart in Edraw Max:
- Enable Edraw Max and select a desired org chart template in the Organizational Chart gallery.
- Double-click the template to enter into the drawing interface.
- Modify and customize the template to create your own org chart with special drawing tools, including changing photos, changing display options, importing org data, etc.
- Save and export the org chart in your desired file formats.
How to Export an Edraw Max diagram to Excel
You can build creative and complicated diagrams in Edraw Max and export them into editable Excel files. Go to File tab, click Export > Export to Excel, and the system will automatically save and download the created org chart as an Excel file. So you can get an org chart in Excel format. All the Microsoft Office files exported from Edraw Max are editable.
Thus, there will be less trouble or difficulty in creating an org chart in Excel with the help of Edraw Max and you can freely share your diagrams made by Edraw Max with your colleagues or friends who don’t use Edraw Max.
In addition, you and your friends are able to edit and modify the exported org chart in Microsoft Excel (only for 2013 or above version) directly.