How to Make Organizational Chart in Excel: A Step-by-Step Guide

Creating an organizational chart in Excel is a straightforward task that involves using Excel’s built-in SmartArt tool. By following a few simple steps, you can visually map out the structure of your team or organization, making roles and relationships clear. This tutorial will guide you through each step to create a professional-looking organizational chart.

Step-by-Step Tutorial on How to Make an Organizational Chart in Excel

This guide will help you create an organizational chart in Excel by using the SmartArt feature. Each step is designed to be simple and clear, ensuring you can follow along easily.

Step 1: Open Excel and Select a New Workbook

Open Microsoft Excel and start with a blank workbook.

Starting with a blank workbook ensures you have a clean slate. This makes it easier to insert and organize your chart elements without any pre-existing data cluttering the space.

Step 2: Go to the Insert Tab

Click on the "Insert" tab located in the ribbon at the top of Excel.

The "Insert" tab is where you’ll find the tools to add various elements to your spreadsheet, including charts, tables, and SmartArt graphics.

Step 3: Select SmartArt

Within the "Insert" tab, click on "SmartArt" to open the SmartArt graphic gallery.

SmartArt offers a variety of graphic options, and it’s particularly useful for creating organizational charts because it includes pre-designed templates you can customize.

Step 4: Choose an Organizational Chart Template

In the SmartArt gallery, select "Hierarchy" and then choose an organizational chart layout that suits your needs.

The "Hierarchy" category contains several templates designed specifically for organizational charts. Choose one that best represents the structure you want to visualize.

Step 5: Add Text to the Chart

Click on the [Text] boxes within the template to add names, titles, and other relevant information.

You can type directly into the [Text] boxes, making it easy to add the details of each role and individual in your organization.

Step 6: Customize the Design

Use the "Design" and "Format" tabs that appear when the SmartArt graphic is selected to customize colors, fonts, and styles.

Excel’s design and formatting tools allow you to tweak the appearance of your organizational chart, ensuring it matches your company’s branding or your personal preferences.

Step 7: Save Your Work

Go to "File" and select "Save As" to save your organizational chart.

Saving your work regularly prevents loss of data and ensures you have a copy of your chart that you can refer back to or modify later.

Once you’ve completed these steps, you’ll have a clear and organized visual representation of your team’s structure. This makes it easier to understand and communicate the relationships and roles within your organization.

Tips for Making an Organizational Chart in Excel

  1. Use Short Titles: Keep the job titles in your organizational chart brief to ensure the chart remains uncluttered.
  2. Color Coding: Use different colors to distinguish between departments or levels within your organization.
  3. Consistency is Key: Ensure that fonts and box sizes are consistent throughout the chart to maintain a professional appearance.
  4. Use Shapes Wisely: Shapes can be added to highlight specific roles or departments. Use them sparingly to avoid clutter.
  5. Update Regularly: Keep your chart up-to-date with the latest team changes to ensure it remains a useful reference tool.

Frequently Asked Questions about Making an Organizational Chart in Excel

What is SmartArt in Excel?

SmartArt is a feature in Excel that allows you to create diagrams and graphics easily. It includes templates for organizational charts, which makes visualizing team structures simple.

Can I add photos to my organizational chart?

Yes, you can add photos to your organizational chart by inserting them into the SmartArt boxes. This can make your chart more personalized and visually appealing.

How can I expand my organizational chart if my team grows?

You can expand your organizational chart by adding additional boxes in the SmartArt tool. Right-click a box and choose "Add Shape" to include new levels or roles.

Can I link my organizational chart to other data in Excel?

While you can’t directly link SmartArt to other data, you can manually update the chart to reflect changes in your data. Alternatively, more advanced users might use VBA to automate some updates.

Is there a limit to the number of levels in an organizational chart?

There’s no strict limit, but too many levels can make the chart complex and hard to read. Aim to keep it simple for clarity.

Summary of Steps

  1. Open Excel and select a new workbook.
  2. Go to the Insert tab.
  3. Select SmartArt.
  4. Choose an organizational chart template.
  5. Add text to the chart.
  6. Customize the design.
  7. Save your work.


Creating an organizational chart in Excel is a practical way to visualize the structure of your team or company. With Excel’s SmartArt feature, you can easily design a chart that clearly represents the hierarchy and roles within your organization.

Updating and customizing your chart is straightforward, allowing you to keep it relevant and aligned with any changes in your team. Ensuring your chart remains updated and visually clear can aid in communication and help new team members quickly understand their place in the organization.

For further reading, consider exploring more advanced Excel features or additional tools that can integrate with your organizational charts for even more functionality. Happy charting!

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