How to Build an Org Chart in PowerPoint: Expert Guide

Creating an organizational chart (org chart) in PowerPoint is an efficient way to visually represent a company’s structure. Org charts are beneficial for presentations, showing hierarchy, and clarifying roles within a team or organization.

In this guide, we’ll walk you through the steps of building an org chart in PowerPoint, covering essential features and customization options to make your chart stand out.

Why Use an Org Chart in PowerPoint?

An org chart helps illustrate the hierarchy, relationships, and roles within an organization. PowerPoint is a practical tool to create these visuals due to its accessible features and customization capabilities. 

Org charts in PowerPoint can be used in business presentations, team meetings, or for HR purposes, making it easy for viewers to understand the organization’s structure.

Step-by-Step Guide to Creating an Org Chart in PowerPoint

Step 1: Open PowerPoint and Select a Slide Layout

1. Open PowerPoint and create a new slide or choose an existing one.
2. Select a blank slide layout for better control over your org chart placement and size.

Step 2: Insert a SmartArt Graphic

PowerPoint’s SmartArt feature provides built-in layouts for org charts.

1. Go to the Insert tab on the ribbon.
2. Select SmartArt in the Illustrations group.
3. In the SmartArt Graphic dialog box, select the Hierarchy category.
4. Choose a style that suits your needs. Common options include:
   • Organization Chart: A simple layout with boxes arranged in a hierarchy.
   • Name and Title Organization Chart: Boxes with placeholders for both names and titles.
5. After selecting a style, click OK to insert it into the slide.

Step 3: Add Text to Your Org Chart

1. Click inside each box to type names, job titles, or departments. PowerPoint allows you to directly edit text within SmartArt shapes.
2. Use [Enter] to add additional text lines within a box if needed.
3. To rearrange positions, simply click and drag boxes within the chart.

Step 4: Customize Your Org Chart’s Layout

To make your org chart visually engaging, customize the layout and appearance.

1. SmartArt Tools: When the org chart is selected, the SmartArt Design and Format tabs appear on the ribbon.
2. Change Layout: Use the Layouts section to adjust the structure. Options include:
   • Standard: Traditional hierarchy layout.
   • Both: Allows subordinates to be displayed below a supervisor.
   • Left Hanging: Positions subordinates to the left.
   • Right Hanging: Positions subordinates to the right.
3. Experiment with these layouts to find the best fit for your org chart.

Step 5: Add or Remove Boxes

Adding and removing boxes is simple and lets you customize the chart’s structure further.

1. Add Box: Right-click a box in your org chart, then select Add Shape. PowerPoint offers several options:
   • Add Shape After: Adds a box at the same level as the selected box.
   • Add Shape Below: Adds a box below the selected box.
   • Add Assistant: Adds a position below the selected box, but offset to indicate a unique relationship.
2. Remove Box: Select the box you want to delete, then press Delete on your keyboard.

Step 6: Change Colors and Styles

Make your org chart visually appealing by modifying its colors and styles.

1. Choose a Color Scheme:
   • Select your chart, then go to the SmartArt Design tab.
   • Click Change Colors to view a selection of color schemes. These schemes are designed to maintain professional consistency.
2. Apply Styles:
   • In the SmartArt Styles section, choose from several pre-set styles, such as Subtle Effect or Intense Effect. These can add depth and texture to the chart.

Step 7: Formatting Individual Boxes

For additional customization, format each box individually.

1. Font and Text Alignment:
   • Use the Home tab to change font style, size, and color.
   • Align text within the box by using the alignment options in the Paragraph section.
2. Box Shape and Border:
   • Right-click on a box and select Format Shape. Here, you can change the fill color, border color, and border thickness.
   • Adding a border helps each box stand out, which is particularly useful for complex org charts.

Step 8: Use Connectors to Show Relationships

In PowerPoint, you can use connectors to illustrate relationships between individuals or departments outside the hierarchy.

1. Go to Insert > Shapes and select a line or connector.
2. Draw the line between two boxes to indicate collaboration or shared responsibility.
3. Format the line color, weight, or style to make it distinguishable.

Step 9: Adjust Chart Alignment and Positioning

Once your org chart is complete, make final adjustments to ensure it is well-positioned on your slide.

1. Align: Select the entire chart, then go to the Format tab. Use alignment tools to center your org chart horizontally or vertically.
2. Resize: Drag the chart’s corners to adjust its size. This helps fit the chart perfectly onto the slide.
3. Positioning: Adjust its placement within the slide to ensure a balanced look, especially if additional text or elements are present.

Tips for Creating an Effective Org Chart in PowerPoint

Common Customizations for PowerPoint Org Charts

Here are a few additional tips to help you customize your PowerPoint org chart to better suit your needs.

Adding Photos

Photos can personalize an org chart and make it easier for viewers to identify team members.

1. Select a box where you want to insert a photo.
2. Right-click the box, choose Fill > Picture or texture fill, and select the photo from your computer.
3. Resize and position the image to fit the box without obscuring the text.

Using Animations for Emphasis

PowerPoint offers animation options to make your org chart more dynamic, which is useful in presentations.

1. Select your org chart, then go to the Animations tab.
2. Choose an animation like Appear or Fade.
3. Customize the animation timing to introduce each level of the hierarchy sequentially.

Exporting the Org Chart

You might want to export your PowerPoint org chart for use in other documents or presentations.

1. Right-click on the chart and select Save as Picture.
2. Choose your preferred format, such as PNG or JPEG.
3. Save the image to use it in emails, reports, or other applications.

Final Thoughts

Creating an org chart in PowerPoint is a straightforward process thanks to the SmartArt feature. By following these steps, you can build a clear and visually appealing chart that effectively communicates your organization’s hierarchy and relationships.

Remember to keep the design simple, use consistent formatting, and make adjustments to improve readability. Customizing colors, shapes, and alignment can enhance the chart’s visual appeal, while animations add a professional touch for presentations.

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Trish Dixon

Trish Dixon is the founder of PPTBliss and a PowerPoint expert with over a decade of experience in presentation design. Passionate about visual storytelling, Trish shares her expertise through easy-to-follow tutorials on slide design, animations, transitions, and best practices, helping professionals create impactful presentations across industries.

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