PowerPoint - Build an org chart using SmartArt Tools Tutorial

In this video, you will learn how to build an org chart using SmartArt Tools.
The video covers the process of adding shapes, names, and titles to the chart, as well as adjusting the layout.
This will help you create a crisp and visually appealing org chart using Microsoft 365.

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Available in Microsoft365

Objectifs :

This video tutorial aims to guide viewers through the process of building and customizing an organizational chart using SmartArt tools in a presentation software. It covers adding shapes, adjusting layouts, and applying styles to create a visually appealing chart.

Chapitres :

Introduction to Building an Organizational Chart
In this section, we will explore how to create an organizational chart using the text pane and SmartArt tools. The tutorial builds upon previous content, specifically focusing on enhancing the chart's design and functionality.
Using SmartArt Tools
To complete the organizational chart, we will utilize the SmartArt tools available in the design tab. This allows us to apply various styles and color schemes to enhance the visual appeal of the chart.
Adding Subordinate Shapes
To add individuals who report to each manager, follow these steps: - Select the manager (e.g., Abbi Byrne). - Click the arrow next to 'Add Shape' and choose 'Add Shape Below.' This action adds a subordinate shape under the selected manager, and the layout automatically adjusts to display the manager shapes branching horizontally.
Filling in Names and Titles
After adding all the necessary shapes for each manager, it's time to input names and titles: - Zoom in for a closer view. - Select a shape, type the name, press Shift + Enter for a new line, and then type the title. - Repeat this for all shapes to complete the chart.
Adjusting Layouts
To modify the layout of the chart, especially for tall stacks of names: - Select the shape above the group you want to change (e.g., Abbi Byrne). - Click 'Layout' and choose 'Both' to make the shapes branch to each side. This adjustment allows for a more organized and spacious layout.
Promoting and Demoting Shapes
Managing the hierarchy within the chart can be complex. For instance, if Dominique Kemp is promoted to manager: - Select Silas and press 'Delete' to remove him from the chart. - Click the arrow next to 'Add Shape' and select 'Add Shape After' to insert a new shape at the manager's level next to Silas. - Enter Dominique's name and title in the new shape, leaving her old position to be filled later.
Finalizing the Chart
Once all shapes and titles are added, you can finalize the chart: - Click to select the chart and drag the corners to resize it. - To center the chart, go to the Home tab, point to 'Align,' and select 'Align Center.' - Style the chart by clicking the Design tab under SmartArt tools and applying a preferred SmartArt style.
Resetting and Customizing the Chart
If you wish to revert to the original look of the chart, you can click 'Reset Graphic.' This feature allows you to start over while using the SmartArt layout and tools to create a polished and professional organizational chart.
Conclusion
In this tutorial, we have successfully built an organizational chart using SmartArt tools. By following the steps outlined, you can create a clear and visually appealing chart that effectively represents your organization's structure.

FAQ :

What is an org chart and why is it important?

An org chart is a visual representation of an organization's structure, showing the relationships between roles and departments. It is important for understanding reporting lines, improving communication, and facilitating organizational planning.

How do I create an org chart using SmartArt?

To create an org chart using SmartArt, go to the SmartArt tools in your Microsoft Office application, select the org chart layout, and use the Design tab to customize it. You can add shapes for each position and fill in names and titles.

What are subordinate shapes in an org chart?

Subordinate shapes are the positions that report directly to a manager in an org chart. They are visually represented below the manager's shape.

Can I change the layout of my org chart after creating it?

Yes, you can change the layout of your org chart by selecting the shape you want to adjust and using the Layout options in the SmartArt tools to choose a different arrangement.

What does it mean to promote or demote a shape in an org chart?

Promoting a shape moves it up to a higher level in the org chart, while demoting it moves it down to a lower level. This is useful for reflecting changes in reporting structures.

How can I style my org chart?

You can style your org chart by using the Design tab under SmartArt tools, where you can apply different SmartArt styles and color schemes to enhance its visual appeal.

Quelques cas d'usages :

Organizational Restructuring

When a company undergoes restructuring, an org chart can help visualize the new reporting lines and roles. By using SmartArt, HR can quickly create and adjust the chart to reflect changes, ensuring clarity for all employees.

Onboarding New Employees

An org chart can be a valuable tool for onboarding new employees, helping them understand the company structure and who they will be working with. By providing a clear visual representation, new hires can quickly familiarize themselves with their team.

Project Management

In project management, an org chart can clarify team roles and responsibilities. By using SmartArt, project managers can create a visual representation of the project team, making it easier to communicate tasks and reporting structures.

Performance Reviews

During performance reviews, managers can use an org chart to discuss employee roles and contributions within the team. This visual aid can help highlight individual performance in the context of the overall team structure.

Strategic Planning

In strategic planning sessions, an org chart can help visualize the current organizational structure and identify areas for improvement. By analyzing the chart, leaders can make informed decisions about resource allocation and team dynamics.

Glossaire :

Org Chart

A visual representation of the structure of an organization, showing the relationships between different roles and departments.

SmartArt

A feature in Microsoft Office applications that allows users to create visually appealing diagrams and graphics to represent information.

Design Tab

A section in the SmartArt tools that provides options for customizing the appearance of SmartArt graphics, including styles and color schemes.

Subordinate Shape

A shape in an org chart that represents a position that reports directly to another position.

Layout

The arrangement of shapes and text in a SmartArt graphic, which can be adjusted to improve clarity and organization.

Promoting and Demoting Shapes

The process of changing the level of a shape in an org chart, either moving it up to a higher level (promoting) or down to a lower level (demoting).

Align Center

A formatting option that centers selected objects within a specified area, often used to improve the visual balance of a layout.

Reset Graphic

An option that restores a SmartArt graphic to its original design and layout, removing any customizations made.

00:00:07

and we detailed this in movie 2- build an org chart using the text pane.

00:00:13

To complete the chart, let's turn to SmartArt tools

00:00:16

which appear whenever I select the chart.

00:00:19

Using the design tab will complete the chart and apply

00:00:23

a SmartArt style and color scheme.

00:00:26

We still need to add the people who report to each manager.

00:00:31

I start by selecting the manager Abbi Byrne.

00:00:34

Then I click the arrow next to Add shape and click Add shape below.

00:00:40

This adds a subordinate shape to Abbi Byrne.

00:00:44

Also the chart layout automatically adjusted,

00:00:47

the manager shapes now branch to the left and right.

00:00:51

They had been in a vertical stack;

00:00:54

the branching helps to build the chart horizontally as I add shapes.

00:00:59

To add another shape to Abbi's group,

00:01:01

I leave the new shape selected,

00:01:04

click the arrow next to Add shape and click Add shape after.

00:01:10

I'll repeat these steps for each manager,

00:01:12

select the manager, click the arrow next to Add shape,

00:01:16

click Add shape below and click Add shape after

00:01:20

to add another shape in the group.

00:01:23

We've got all the new shapes added for each manager.

00:01:27

Now we'll add names and titles.

00:01:29

I'll zoom in for a closer view.

00:01:34

I select a shape and type the name,

00:01:37

press Shift-Enter for a new line and then type a title.

00:01:45

I've filled in all the names

00:01:46

and titles and I'll zoom back out.

00:01:50

Now as I build the chart, I can work more with the layout.

00:01:55

For example, if I had more names under each manager,

00:01:58

the chart would start getting tall.

00:02:00

I'll zoom in for a closer view.

00:02:04

To change the layout for these tall stacks,

00:02:07

I'd select the shape above the group I want to change, in this case

00:02:11

Abbi Byrne, then I'd click Layout and choose Both

00:02:16

to make the shapes branch to each side.

00:02:19

I do this for each group, building out the chart

00:02:22

horizontally and opening up space for more shapes below.

00:02:28

Let's zoom in and look at ways to move shapes in the chart.

00:02:34

If I want to move Abbi and her reports to the right of Silas's group,

00:02:38

I click Abbi Byrne, Move down.

00:02:43

Promoting and demoting shapes can be less straightforward.

00:02:48

Let's say Dominique Kemp who reports to Silas

00:02:51

gets promoted to manager;

00:02:54

I'll select Dominique and click Promote.

00:02:59

Dominique has moved up to the manager's level

00:03:02

but her fellow engineer Kirby now reports to her rather than Silas.

00:03:08

Let's say this is correct and in fact Silas is changing divisions.

00:03:13

I can select Silas and press Delete and the chart will be right,

00:03:18

but if Silas is staying and Kirby still reports to him,

00:03:22

I'd promote Dominique this way.

00:03:25

I'd select Silas, click the arrow next to Add shape

00:03:29

and click Add shape after.

00:03:32

That inserts a new blank shape at the manager's level next to Silas.

00:03:38

Then I delete Dominique's info and type her name and new title in the new shape.

00:03:46

I'd leave Dominique's old position to be filled in.

00:03:52

The chart is complete and I've inserted a text box for the slide title.

00:03:57

Now I'll make the chart a little bigger,

00:03:59

I'll click to select it, point to a corner and drag the double-headed arrow cursor.

00:04:07

To center the chart, I'll click a range on the Home tab,

00:04:12

point to Align and click Align center.

00:04:18

To style the chart, we click the Design tab under

00:04:21

SmartArt tools and apply a SmartArt style.

00:04:24

Each style previews when I point to it.

00:04:28

How about this one, Intense effect?

00:04:32

Then we'll click Change colors and pick a color style.

00:04:37

We see a preview of the color style when we point to it.

00:04:48

If I want to go back to the original look of the chart

00:04:51

and start over, I can click Reset graphic.

00:04:58

Using a SmartArt layout and the range of SmartArt tools

00:05:01

and styles, I've got a crisp bold chart that was fun to make.

Mandarine AI: WHAT YOU SHOULD KNOW

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