Create organization charts and other diagrams

Applies to
Microsoft Office Excel 2003
Microsoft Office PowerPoint® 2003
Microsoft Office Word 2003
Book cover This article was adapted from Microsoft Office System Inside Out by Michael J. Young and Michael Halvorson. Visit Microsoft Learning to buy this book.

You can create almost any type of conceptual drawing by using one or more individual AutoShapes. However, in Word, Excel, or PowerPoint you can get a head start in building a conceptual drawing—such as an organization chart or a Venn diagram—by inserting a ready-made Office diagram.

When you insert a diagram, Office instantly adds all the necessary AutoShapes and places them within a rectangular drawing area (which is similar to a Word drawing canvas). Office also provides tools that make it easy to customize the drawing and add text to it.

In this article


Create an organization chart

You can insert an organization chart into a document to illustrate an organization’s structure or to depict other hierarchical relationships—for example, the families, genera, and species of a particular order of biological organisms. To add an organization chart, perform the following steps:

  1. On the Insert menu, point to Picture, and then click Organization Chart.

Office will then insert an organization chart with a single top-level box and three subordinate boxes, and the Organization Chart toolbar displays. (This toolbar appears automatically whenever you select an organization chart.)

Organization chart with Organization Chart toolbar

  1. To add text to a box, click in it and type the desired text.
  2. To add a new box, click an existing box to select it, click the down arrow on the Insert Shape button on the Organization Chart toolbar, and then click the desired relationship of the new box to the selected box, as shown below:Insert Shape drop-down menu

Or, to insert a new box with the Subordinate relationship, simply click the Insert Shape button (but not on the down arrow).

To delete a box, click on one of the box’s borders to select the box (so that eight moving handles appear around the box) and then press Delete.

  1. To modify the overall structure of the organization chart, click the down arrow on the Layout button on the Organization Chart toolbar and choose the structure you want.

Layout drop-down menu

You can move a particular box within the chart by dragging one of the box’s borders and dropping the box on another box.

Tip     The AutoLayout command on the Layout drop-down menu (which is on by default) causes Office to automatically maintain the positions and sizes of the individual AutoShape objects that make up an organization chart (or one of the other types of diagrams described below). This option restricts the ways you can modify the AutoShapes—for example, you might not be able to drag an AutoShape to a particular position if this option is on. If you’re customizing a diagram and can’t modify an AutoShape the way you want, try turning this option off. Otherwise, you should leave it on.

  1. To modify the organization chart’s overall style, click the AutoFormat button on the Organization Chart toolbar and choose a style in the Organization Chart Style Gallery dialog box.

To see the name of a toolbar button in a ScreenTip (ScreenTip: A short description that appears when the user holds the mouse pointer over an object, such as a button or hyperlink.), rest your mouse pointer on the button.

Organization Chart Style Gallery dialog box

Create other types of diagrams

To insert a cycle, radial, pyramid, Venn, or target diagram, perform the following steps:

  1. On the Insert menu, click Diagram.
  2. In the Diagram Gallery dialog box, click the particular type of diagram you want to create and then click the OK button. Or, just double-click the diagram type.

Selecting the Organization Chart diagram type has the same effect as choosing the Insert menu, pointing to Picture, and then clicking Organization Chart. The procedure for creating an organization chart is different from that for creating the other diagram types. If you want an organization chart, follow the instructions above.

Diagram Gallery dialog box

Office will insert the basic diagram and will display the Diagram toolbar. (This toolbar appears automatically whenever you select a diagram other than an organization chart.) The diagram will consist of a collection of AutoShapes, all inside a rectangular drawing area (see below).

Cycle diagram showing the Diagram toolbar

  1. To add text to the diagram, click in any of the AutoShapes that are labeled "Click to add text" and type in your text.
  2. To add a new shape to the diagram (for example, a new sector to a cycle diagram or a new level to a pyramid diagram), click the Insert Shape button on the Diagram toolbar.

To delete a shape, click on one of the AutoShape borders and press Delete.

  1. To rearrange your text labels within the diagram, select the AutoShape containing the particular label you want to move, and then on the Diagram toolbar, click the Move Shape Backward button to move the label within the diagram in one direction or the Move Shape Forward button to move it in the other direction.

To see the name of a toolbar button in a ScreenTip (ScreenTip: A short description that appears when the user holds the mouse pointer over an object, such as a button or hyperlink.), rest your mouse pointer on the button.

  1. To reverse the order of the labels in the diagram, click the Reverse Diagram button on the Diagram toolbar.
  2. To adjust the size of the drawing area containing the diagram, click the Layout button on the Diagram toolbar and then choose an option.

Layout drop-down menu

The Fit Diagram To Contents and Expand Diagram commands change the overall size of the drawing area that contains the diagram without scaling the diagram itself.

 Note   The Resize Diagram and AutoLayout commands on the Layout drop-down menu work the same way as the Resize Organization Chart and AutoLayout commands on the Layout menu for an organization chart, described above.

  1. To modify the diagram’s overall style, click the AutoFormat button and click a style in the Diagram Style Gallery dialog box.

Diagram Style Gallery dialog box

  1. To convert the diagram to another type (for example, to change a cycle diagram to a Venn diagram) while preserving your text labels, click the Change To button on the Diagram toolbar and choose the drawing type you want as shown below:

Change to drop-down menu

 
 
Applies to:
PowerPoint 2003