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Microsoft PowerPoint 2007

Creating an Organization Chart

Organization charts are useful when showing relationships within businesses, families, or any other group. PowerPoint makes it easy to create an organization chart in a new or existing slide. 

NOTE: An organization chart behaves like a regular object in PowerPoint. This means that you can manipulate it in the same ways. For more information, refer to Manipulating Objects.

return to topCreating an Organization Chart

One of the easiest ways to add an organization chart to your presentation is to do so when creating a new slide. With this option, the chart is created in the optimum size and placement. However, you can also add a chart to an existing slide. After the chart is created, it can be resized or moved to accommodate additional elements in the slide.

Creating an Organization Chart: New Slide

  1. Open the presentation where you want to add an organization chart

  2. From the Home tab, in the Slides group, click theDown arrowon NEW SLIDE » select Title and Content
    The news slide appears.

  3. In the center of the slide, from the content icons, click INSERT SMARTART GRAPHICInsert SmartArt Graphic icon
    The Choose a SmartArt Graphic dialog box appears.

  4. From the Categories list, select Hierarchy

  5. From the Gallery, select Organization ChartOrganization Chart

  6. Click OK
    The SmartArt canvas and graphic appear.

  7. Continue with Modifying Organization Charts

Creating an Organization Chart: Existing Slide

You can add a chart to a slide which you have already created. PowerPoint makes this easy as well. The chart's size and placement can be adjusted to accommodate the other information on the slide. 

  1. Open the presentation and slide where you want to add the organization chart

  2. From the Insert tab, in the Illustrations group, click SMARTARTSmartArt button
    The Choose a SmartArt Graphic dialog box appears.

  3. From the Categories list, select Hierarchy

  4. From the Gallery, select Organization ChartOrganization Chart

  5. Click OK
    The SmartArt canvas and graphic appear.

  6. Continue with Modifying Organization Charts

return to topModifying Organization Charts

When a SmartArt organization chart is selected, two contextual tabs are available: the Design tab and the Format tab. These tabs contain the tools you need to modify your organization chart. There are many options when making an organization chart. You can make modifications to the text, members, layout, chart and box style, lines, and background color.

NOTE: An organization chart behaves like a regular object in PowerPoint and you can manipulate it in the same ways. For more information, refer to Manipulating Objects.

Modifying Organization Charts: Modifying Text

Using the Text pane is the most efficient way to modify text.

  1. Select the organization chart

  2. If the Text pane is not visible, click the flyout button on the border of the SmartArt canvas
    Flyout button for the SmartArt Text pane

  3. In the Text pane, select a text box and type the desired text
    NOTE: The text will fill in the corresponding spot in the canvas.

Modifying Organization Charts: Adding, Moving, and Deleting Members

Adding, Moving, and Deleting Members: Text Pane Option

By adding or deleting text in the Text pane, members are automatically moved, added or deleted within your organization chart.

  1. Select the organization chart

  2. If the Text pane is not visible, click the flyout button on the border of the SmartArt canvas
    Flyout button for the SmartArt Text pane

  3. To add a member,
    1. Place your cursor after the last character within an existing text box
    2. To add a same-level entry (e.g., coworker), press [Enter]
      To add a lower-level entry (e.g., subordinate), press [Enter], then [Tab]
    3. Type the text

  4. To delete a member,
    1. Select the text of the entry
    2. Press [Delete]

  5. To move a member,
    1. Delete the member from their current position (step 4)
    2. Add them in the new position (step 3)

Adding, Moving, and Deleting Members: Ribbon Option

You can use the ADD SHAPE button in the Create Graphic group on the Design tab to add members to your organizational chart.

  1. Select the organization chart

  2. To add a member at the same level as another,
    1. Select the shape representing a member at the level you want the new member to be
    2. Within the SmartArt Tools contextual tab, select the Design tab
    3. In the Create Graphic group, click theDown arrowon ADD SHAPE » select Add Shape After
    4. Right click the new shape » select Edit Text
    5. Type the text

  3. To add a member at a level below another member,
    1. Select the shape representing a member at the level above where the new member will be
    2. Within the SmartArt Tools contextual tab, select the Design tab
    3. In the Create Graphic group, click theDown arrowon ADD SHAPE » select Add Shape Below
    4. Right click the new shape » select Edit Text
    5. Type the text

  4. To delete a member,
    1. Select the shape representing the member you want to delete
    2. Press [Delete]

  5. To move a member,
    1. Delete the member from their current position (step 3)
    2. Add them in the new position (step 2)

Modifying Organization Charts: Adjusting Layout

To adjust overall layout

  1. Select the chart

  2. From the SmartArt Tools contextual tab, select the Design tab

  3. In the Layouts group, select the desired layout
    HINT: Hovering over a choice will provide a live preview.

To adjust relative layout

  1. Select a shape within the chart

  2. From the SmartArt Tools contextual tab, select the Design tab

  3. In the Create Graphic group, from the Layout pull-down list, select the desired layout
    HINTS:
    Available options and results vary depending on the shape you have selected.
    If you hover over your choice, a tool tip will describe the resulting layout.

Modifying Organization Charts: Changing Chart and Box Style

You can add shadows, change the fill color of the boxes, and change the border and line styles in your organization chart.

  1. Select the chart

  2. From the SmartArt Tools contextual tab, select the Design tab

  3. In the SmartArt Styles group, select the desired style
    HINT: Hovering over a choice will provide a live preview.

Modifying Organization Charts: Adjusting Line Thickness, Style, or Color

  1. Select the line(s)

  2. From the Format tab, in the Shape Styles group, from the Shape Outline pull-down list, select Weight » the desired line weight
    The line(s) are modified.

  3. From the Format tab, in the Shape Styles group, from the Shape Outline pull-down list, select the desired line color
    The line(s) are modified.

Modifying Organization Charts: Changing Background Color

  1. Select the chart

  2. From the Format tab, in the Shape Styles group, from the Shape Fill pull-down list, select the desired fill color
    The background color is applied.

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