How to Make an Org Chart in Excel

Learn how to make an org chart in Excel. Then, speed up the process using ExcelKid’s free organizational chart template add-in!

The first part of the tutorial is a step-by-step guide. With its help, you will build your hierarchical org chart template in Excel using employee data. The second part of the guide will be about a VBA solution. The org chart maker tool is quick, easy, and completely free. Speed up the process using an organizational chart add-in with only a button push.

What is an Org Chart? How to use it?

The organizational charts (alias org chart) are helpful in building a visual overview of the department’s structure.

What purpose does an organizational chart serve?

If you are in HR, your main task is creating and updating the org chart. Managers and business unit leaders need a regularly updated organization chart. In addition, a well-made chart helps the stakeholders to build a presentation about the company structure.

How to create an Organizational Chart in Excel

1. Insert a SmartArt (Shape)

First, create a new blank Worksheet. Then, go to the ribbon and click the Insert tab. Select the Illustration Group and insert a SmartArt in your Excel worksheet. You can use a built-in org chart template. Choose from the built-in Smartart styles and pick the preferred layout!

how to insert a smartart into excel

2. Type your text

Now you have selected your org chart template. Click into any shape and enter the text that you want to display. You can see the raw list with the default name on the left side. Fill the textbox with the names or positions.

enter the text into a box

3. Customize the organizational chart hierarchy

Let’s see the organizational chart layout! Select the shape first if you want to change the org chart structure. After that, you can use the Create Graphic Group buttons under the SmartArt Tools Design tab. But first, let us see the main controls:

  • Promote: Increase the level of the selected shapes. This option is most helpful if you are with the Text Pane. (Move the member up in the org chart)
  • Demote: Decrease the level of the selected shape or bullet.
  • Move up: Move the selection forward but keep the current level
  • Move down: Move the selected shape backward in the sequence but keep the current level
Customize the organizational chart hierarchy

4. Add or Remove Shapes to modify the Chart

You may need to expand your org chart. In the example, you need to insert a new employee under Finance. For instance, you need to hire an assistant. Click on the existing shape, in this case, Finance. Select the SmartArt Tools Design tab and click on the ‘Add Shape’ button. Enter the name of the new position using the Text Pane. That is all!

add a new member to the organization

5. Format your Org Chart

If you have to change the design of your organizational chart, there are some options to do that. With a few clicks, you can change the SmartArt graphic. Furthermore, adjust the size of the shapes manually. These options are available under the SmartArt Tools Design Tab.

If you want to modify the style (add an outline or change font style), go to Format Tab, and change the default values.

Format your Org Chart

How to Create an Org Chart Template using Free Add-in

Save your time and boost productivity using the VBA-powered organizational chart builder. This video will explain how the chart builder works.

1. Setting up the Org Chart Add-in

Installing an Excel add-in is a simple task.

org chart excel add-in user interface

This section will explain generating an org chart using VBA without Excel skills. Sounds good! We provide an export function for Microsoft Word and PowerPoint.

2. Preparing Data

In the example, we’ve built a sample organizational structure. The figure below shows that we have to supply the base data to draw the template in what order. Please look at this carefully because a properly arranged list is important.

sample organizational chart template v2

3. Generate the Chart

The main question: how to build an organizational chart asap?

  1. Place your data in a blank new Worksheet
  2. Select the data table
  3. Click on the Org Chart button!

It’s easy! The chart will be ready in a second!

In the picture below, we will show you a five-level structure. First, the managers are on the top level of the organizational chart. Every manager has one or more members (as can be observed in real life). Next, there are employees on the structure’s second to fifth levels; the relation’s nature can be 1:1 or 1:N.

Just a few words about relations: you don’t have to consider anything complicated. The relation 1:1 means that one employee belongs to one manager. The relation 1:N means that one manager can be responsible for more employees.

organizational chart structure in excel final

4. Format Shape and Structure

The add-in is fully compatible with Microsoft Excel and SmartArt. Also, you can use the built-in format shape options! Create a custom organization chart template with a single click!

Organizational Chart Template – Export Functions

Okay, take a closer look at the export functions. If you want to use the organizational chart template in Microsoft Word or Powerpoint, you can do that!

organizational chart template export functions

Our method uses the SmartArt function, so the organizational chart template is editable if you use Word or PowerPoint.

Click the export button, and the Word or Powerpoint will open the org chart automatically. You can change the layout and add or remove members. If you are using Word, the method is the same. Export the org chart and edit the structure in Word.

edit the exported org chart template in Powerpoint

Thanks for being with us today! Stay tuned.

Download the tool! (version 1.3, release date: March 8, 2023)

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Istvan Vozar

Istvan is the co-founder of Visual Analytics. He helps people reach the top in Excel.