Creating an organizational chart can be challenging, especially with large data sets. This guide walks you through a simple method to build an organizational chart using a list in Microsoft PowerPoint. By using PowerPoint’s SmartArt feature, you can easily transform a list into a visually organized chart.
Video Guide
Step-by-Step Guide to Creating an Organizational Chart
1. Prepare Your List in Microsoft Word
Start by organizing your organizational chart in a list format in Microsoft Word. Write out the names and roles of everyone in the organization in a simple list. By structuring the data clearly, you’ll make it easier to convert it to a chart later.
2. Transfer Your List to PowerPoint
Once you have your list:
- Highlight the entire list and press
Ctrl + Cto copy it. - Open a blank PowerPoint presentation and paste the list into a text box by pressing
Ctrl + V.
Now you have a text version of the organizational chart on the slide, ready to be converted into a visual format.
3. Convert Your List into SmartArt
PowerPoint’s SmartArt feature helps you transform text into professional diagrams. Here’s how:
- Click inside the text box with your list.
- Right-click, and select Convert to SmartArt.
- Choose the Organizational Chart option.
This converts your list into a hierarchical diagram, with roles and names displayed in a clear, structured format.
4. Customize the Organizational Chart
After converting the list into a SmartArt chart, you can customize its appearance:
- Go to the SmartArt Design tab in the ribbon.
- You can change the layout, colors, and styles to fit your needs.
For a more engaging chart, select the Picture Organization Chart, which allows you to add images next to the names. This is useful for adding photos or other visuals to represent people in the chart.
5. Adjust Layout and Styles
PowerPoint gives you plenty of options for modifying the chart:
- Use the Layout menu to change how managers, subordinates, and assistants appear in the hierarchy.
- Choose different Color schemes to match your presentation theme.
- Experiment with Styles to add effects like shadows, 3D looks, or change the chart’s overall shape.
Customizing these aspects lets you create a chart that fits both your data and the visual style of your presentation.
6. Save the Organizational Chart as a PDF
Once your organizational chart is ready, you can export it as a PDF:
- Click the Acrobat tab in PowerPoint (if you have Adobe Acrobat installed).
- Select Create PDF and follow the prompts to save the file.
This makes the chart easy to share regardless of whether they have PowerPoint.
7. Make the Chart Accessible
To ensure everyone can access the chart, follow accessibility best practices:
- Add alternative text (alt text) to images or visual elements.
- Choose readable fonts and maintain good color contrast.
By making these adjustments, you ensure that your organizational chart is usable for all, including those with disabilities.
Download the Free Section 508 Checklist for Microsoft PowerPoint:
Tips for Using Organizational Charts Effectively
- Keep It Simple: Focus on clarity, and avoid overcomplicating the chart with too much detail.
- Use Images Strategically: Add images for key roles to make the chart more engaging and easier to understand.
- Maintain Readability: Ensure the text is readable, especially for larger organizations, by using appropriate font sizes and spacing.
By following this method, you can quickly create professional-looking organizational charts that clearly communicate structure and hierarchy. Whether for internal use or formal reports, PowerPoint’s SmartArt feature streamlines the process, helping you create effective visual representations of your organization.
Here’s how to create an organizational chart in Visio from Excel
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