Video: Build an org chart using SmartArt Tools

Add an org chart to your slide, and see how to use SmartArt Tools to do so.

Add a box in your organization chart

1. Click the existing box that is located closest to where you want to add the new box.

2. Under SMARTART TOOLS, on the DESIGN tab, in the Create Graphic group, click the arrow under Add Shape, and then do one of the following:

• To insert a box at the same level as the selected box, but following it, click Add Shape After.

• To insert a box at the same level as the selected box, but before it, click Add Shape Before.

• To insert a box one level above the selected box, click Add Shape Above. The new box takes the position of the selected box, and the selected box and all the boxes directly below it (each) are demoted one level.

• To insert a box one level below the selected box, click Add Shape Below.

• To add an assistant box, click Add Assistant. The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level. Add Assistant is available only for organization chart layouts. It is not available for Hierarchy layouts.

Want more?

Create an org chart in PowerPoint using a template

Create an organization chart

We built a portion of our org chart with the Text pane, and we detailed this in Movie 2: Build an org chart using the text pane.

To complete the chart, let’s turn to SMARTART TOOLS, which appear whenever I select the chart.

Using the DESIGN tab, we’ll complete the chart and apply a SmartArt Style and color scheme.

We still need to add the people who report to each manager. I start by selecting the manager, Abbi Byrne.

Then, I click the arrow next to Add Shape, and click Add Shape Below.

This adds a subordinate shape to Abbi Byrne.

Also, the chart layout automatically adjusted: the manager shapes now branch to the left and right.

They had been in a vertical stack.

The branching helps build the chart horizontally as I add shapes.

To add another shape to Abbi’s group, I leave the new shape selected, click the arrow next to Add Shape and click Add Shape After.

I’ll repeat these steps for each manager: select the manager, click the arrow next to Add Shape, click Add Shape Below, and click Add Shape After to add another shape in the group.

We have all the new shapes added for each manager.

Now, we’ll add names and titles. I’ll Zoom In for a closer view.

I select a shape and type the name, press Shift+Enter for a new line, and then type a title.

I have filled in all the names and titles, and I’ll zoom back out.

Now, as I build a chart, I can work more with the layout.

For example, if I had more names under each manager, the chart would start getting tall.

I’ll Zoom In for a closer view.

To change the layout for these tall stacks, I’d select the shape above the group I want to change, in this case Abbi Byrne, then I’d click Layout and choose Both to make the shapes branch to each side.

I’d do this for each group, building out the chart horizontally and opening up space for more shapes below.

Let’s Zoom In and look at ways to move shapes in the chart.

If I want to move Abbi and her reports to the right of Silas’s group, I click Abbi Byrne and Move Down.

Promoting and demoting shapes can be less straightforward.

Let’s say Dominique Kemp, who reports to Silas, gets promoted to Manager.

I’ll select Dominique and click Promote.

Dominique is moved up to the managers’ level, but her fellow engineer, Kirby, now reports to her rather than Silas.

Let’s say this is correct, and in fact, Silas is changing divisions.

I can select Silas and press Delete, and the chart will be right.

But. if Silas is staying and Kirby still reports to him, I’d promote Dominique this way: I’d select Silas, click the arrow next to Add Shape and click Add Shape After. That inserts a new, blank shape at the managers’ level, next to Silas.

Then I’d delete Dominique’s info, and type her name and new title in the new shape.

I’d leave Dominique’s old position to be filled in.

The chart is complete, and I have inserted a text box for the slide title.

Now, I’ll make the chart a little bigger.

I’ll click to select it, point to a corner, and drag the double-headed arrow cursor.

To center the chart, I’ll click Arrange on the HOME tab, point to Align, and click Align Center.

To style the chart, we click the DESIGN tab under SMARTART TOOLS, and apply a SmartArt Style.

Each style previews when I point to it.

How about this one, Intense Effect.

Then, we’ll click Change Colors and pick a color style. We see a preview of the color style when we point to it.

If I want to go back to the original look of the chart and start over, I can click Reset Graphic.

Using a SmartArt layout and the range of SmartArt tools and styles, I have a crisp, bold chart that was fun to make.

For more information, see the course summary and experiment on your own.