PowerPoint - Build an org chart using the text pane Tutorial

In this video, you will learn how to build an org chart using the text pane in Microsoft 365. The video demonstrates the steps to insert an org chart, resize the text pane, add names and titles, reorder names, and promote individuals without affecting other reports.
This tutorial will help you create an org chart efficiently and effectively using the text pane feature in Microsoft 365.

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Description

Objectifs :

This video aims to guide users through the process of creating and managing an organizational chart using SmartArt in a presentation software. It covers inserting the chart, editing names and titles, and rearranging positions within the chart effectively.

Chapitres :

Introduction to Organizational Charts
Organizational charts are essential tools for visualizing the structure of an organization. This video demonstrates how to create an org chart using SmartArt, maximizing slide space for clarity.
Inserting the Organizational Chart
To begin, select the 'Layout' option and choose 'Blank' to ensure maximum slide space. Next, click on 'Insert', select 'SmartArt', and choose 'Hierarchy' to insert the organizational chart. Confirm your selection by clicking 'OK'.
Using the Text Pane
The text pane will appear alongside the chart. You can close and reopen this pane by clicking the arrow on the selected chart. To adjust the pane's size, drag the edges using the two-headed arrow cursor. The pane will disappear when the chart is deselected and reappear upon selection.
Adding Names and Titles
To add names, click next to the top bullet to select the top shape. Use the special indent under the top bullet to select the next shape for an assistant's name. For example, type the first name of the organization's executive director. The text and shape will resize automatically. To add a title, press 'Shift + Enter' to create a new line. If a new bullet appears, press 'Backspace' to delete it.
Filling in the Chart
Continue filling in the assistant's name and title, followed by the names and titles of the reporting directors. To reorder names, right-click on the name you wish to move. For instance, to move Naomi Sharp to follow Jimmie Wolf, right-click her name and drag it to the right.
Adding Subordinate Shapes
To add people reporting to each director, click at the end of the director's title and press 'Enter' followed by 'Tab' to insert a subordinate bullet and shape. For example, type the name of the first senior manager, Dick Kingsbury. Continue pressing 'Enter' to add more names at the same level.
Promoting a Name
If a name needs to be promoted, such as Dick Kingsbury to Director, select his name and press 'Shift + Tab' to move him up one level. To promote him without affecting other reports, right-click his name, select 'Cut', click where you want to place him, and press 'Enter'. Then, right-click and select 'Paste' to add his new title, ensuring the structure remains intact.
Conclusion
This video illustrates the flexibility and ease of creating and managing an organizational chart using SmartArt. By following these steps, users can effectively visualize their organization's structure and make necessary adjustments seamlessly.

FAQ :

How do I create an organizational chart in PowerPoint?

To create an organizational chart in PowerPoint, go to the 'Insert' tab, select 'SmartArt', choose 'Hierarchy', and then select 'Organization Chart'. You can then enter names and titles in the text pane.

What is the purpose of an organizational chart?

An organizational chart helps visualize the structure of an organization, clarifying roles, responsibilities, and relationships between different positions.

How can I add a subordinate to a director in an org chart?

To add a subordinate, click at the end of the director's title and press 'Enter' followed by 'Tab'. This will insert a subordinate bullet and shape for the new position.

What should I do if I want to reorder names in my org chart?

To reorder names, right-click on the name you want to move and select 'Cut'. Then click where you want to place it and select 'Paste'.

How do I resize shapes in an org chart?

You can resize shapes in an org chart by clicking and dragging the edges of the shape or by using the text pane to adjust the text size.

Quelques cas d'usages :

Creating a Company Org Chart

A human resources manager can use the knowledge from this video to create a detailed organizational chart for the company, helping employees understand reporting structures and departmental relationships.

Visualizing Team Structures

Project managers can apply this knowledge to visualize team structures for specific projects, ensuring clarity in roles and responsibilities among team members.

Onboarding New Employees

During the onboarding process, HR can use an org chart to introduce new employees to the company's structure, helping them understand who they will be working with and reporting to.

Reorganizing Teams

When a company undergoes restructuring, managers can utilize org charts to effectively communicate changes in team structures and reporting lines to all employees.

Presenting Company Structure to Stakeholders

Executives can use org charts in presentations to stakeholders to clearly outline the company's structure, making it easier to discuss roles and responsibilities during meetings.

Glossaire :

Org Chart

An organizational chart (org chart) is a visual representation of the structure of an organization, showing the relationships and relative ranks of its parts and positions/jobs.

SmartArt

SmartArt is a feature in Microsoft Office applications that allows users to create diagrams and graphics to visually represent information.

Hierarchy

In the context of an org chart, hierarchy refers to the arrangement of individuals within an organization according to their authority and responsibilities.

Text Pane

The text pane is a section in SmartArt that allows users to enter and edit text associated with the shapes in the diagram.

Subordinate Bullet

A subordinate bullet is a bullet point that represents a position or individual that reports directly to another position in an organizational hierarchy.

Shift + Enter

A keyboard shortcut used to create a new line within the same bullet point in text editing applications.

Cut and Paste

Cut and paste is a common computer operation that allows users to move text or objects from one location to another within a document.

Promote/Demote

In the context of org charts, promoting a name moves it up one level in the hierarchy, while demoting it moves it down one level.

Available in Microsoft365

00:00:09

so we'll right click the slide,

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point to Layout and choose Blank.

00:00:15

To insert the chart we click Insert, SmartArt and choose Hierarchy.

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I'll select the basic organization chart and click OK,

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the chart is inserted with the text pane displayed.

00:00:32

To close and reopen the pane I click this arrow

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which appears on the selected chart,

00:00:39

I can move the pane by dragging it at the top

00:00:43

and I make it bigger by dragging the two headed arrow cursor from any side.

00:00:49

When I click away from the chart so it's not selected,

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the pane disappears and when I click the chart to select it, the pane reappears.

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Note how the pane relates to the chart.

00:01:02

When I click next to the top bullet, the top shape is also selected.

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When I click this special indent underneath the top bullet,

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the next shape is selected meant for an assistant's name

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and when I click the first subordinate bullet in the pane

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that selects the first shape in the next row.

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Let's type the first name, for the org's executive director.

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The text and the shape resizes as I type to fit within the shape.

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To add Victoria's title, I'll press Shift-Enter,

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to start a new line and type the title.

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Note that if I press Enter to get a new line,

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that creates a second bullet and shape which I don't want here.

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I'll press Backspace to delete the bullet and shape.

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Next we'll fill in the assistant's name and title

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and for the next three bullets, we'll type in the names and

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titles of the reporting directors.

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Now what if I want to reorder the names in this row

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so that Naomi Sharp follows Jimmie Wolf.

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A simple way is to right click Naomi Sharp's name

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and click Move down, that moves Naomi Sharp to the right.

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To add people who report to each director, I'll click at

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the end of the director's title and press Enter-Tab,

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that inserts a subordinate bullet and shape.

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I'll type the first senior manager, Dick Kingsbury.

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To add more shapes at the same level I just keep pressing Enter.

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We'll add the other manager names that report to Marco Lara.

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Now, let's say Dick Kingsbury has gotten promoted to Director.

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To move his name up one level, I click it and press Shift-Tab,

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that moves him up but given that he is right above Abbi and Silas

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now they report to him instead of to Marco.

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To promote Dick Kingsbury without affecting Marco's other reports,

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I should do it this way.

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Select his name and title, right click and click Cut.

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Click where I want his name on the Director level,

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let's say in front of Jimmie Wolf and press Enter.

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Now, I click next to the new bullet, right click and click Paste.

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I'll type in Dick Kingsbury's new title, Director Special Projects.

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Now, Dick is on the director's level and Marco's other reports are unaffected.

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You see how much is possible just by using the text pane.

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