Microsoft Visio 2007

Creating a Business Organization Chart

The Visio 2007 Organization Chart Wizard can quickly create an organization chart using information you have stored in an Excel worksheet. This means that you do not have to draw the boxes or connecting lines or be concerned about layout.

About the Excel Database
Creating an Organization Chart with the Wizard
Optional Steps

About the Excel Database

In order to use an Excel file to create an organization chart in Visio, the following must be true:

You must have a column in which you have assigned a unique number to each employee. This distinguishes between employees who may have the same name
You must have a column listing each employee
You must have a column listing who each employee reports to
All columns must have column headings

Additional information is optional.

Shown here is an example of an Excel spreadsheet. The red arrows point to required columns and the gold arrows point to optional additional information. While it is not necessary to use the column headings shown here, columns must have headings.

Example Excel database

Creating an Organization Chart with the Wizard

Once you have the Excel database completed, it is easy to create your organization chart. Before starting these steps, make sure the Excel file is closed.

From the Start menu, select All Programs » Microsoft Office » Microsoft Office Visio 2007
The Visio window opens.
From the File menu, select New » Business » Organization Chart Wizard (US units)
The Organization Chart Wizard appears.
Select Information that’s already stored in a file or database
Click NEXT
Select A text, Org Plus (*.txt), or Excel file
Click NEXT
In the text box, type the path and filename
OR
To select the file,
1. Click BROWSE…
2. Navigate to and select the file
3. Click OPEN
Click NEXT
From the Name pull-down menu, select the column heading that identifies the employees
From the Reports To pull-down menu, select the column heading that identifies who the employees report to
Click NEXT
In the Displayed fields scroll box of the Wizard you can see what information will appear in your org chart.
To have additional information from your database display,
1. From the Data file columns scroll list, select the desired field
2. Click ADD>
To remove information from the display
1. From the Displayed fields scroll list, select the field you do not want displayed
2. Click <REMOVE
To rearrange the order in which information will display,
1. From the Displayed fields scroll list, select the field you want to move
2. Click UP or DOWN
When you have the display information the way you want it, click NEXT
Click NEXT
Click FINISH
Your organization chart appears.

Optional Steps

The following steps will modify your view and the printed version:

To hide the gridlines, from the View menu, deselect Grid
To hide the connection points, from the View menu, deselect Connection Points