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PowerPoint - Draw and format flow chart shapes Tutorial

In this video, you will learn how to draw and format flowchart shapes in Microsoft 365. The video covers the process of inserting shapes, selecting the right shape for the purpose, and aligning and connecting the shapes.
It also demonstrates how to apply styles and formatting to the shapes.
This tutorial will help you create professional-looking flowcharts and improve your understanding of flowcharting in Microsoft 365.

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Description

Objectifs :

This video aims to guide viewers through the process of creating a flowchart using specific shapes, colors, and formatting techniques in a presentation software. It emphasizes the importance of alignment, color coding, and the use of smart guides for effective visual communication.

Chapitres :

Introduction to Flowchart Creation
In this section, we will explore the initial steps of creating a flowchart. The process begins with a blank slide layout, where a title is added, and grid lines are activated to assist in alignment.
Inserting Shapes
To insert the first shape, navigate to the 'Insert' tab and select 'Shapes.' Under the Flowchart category, choose the 'Terminator' shape. It is recommended to keep the shape relatively small, as the flowchart will require approximately thirteen shapes.
Customizing Shape Appearance
The shape will have a default color fill based on the current theme. To customize, click 'More' under the color scheme group and select a preferred color, such as 'Blue 2.' Next, access the 'Drawing Tools Format' tab to apply a shape style. Zoom in for better visibility while typing text, which will appear in white due to the light text on a dark fill color. To enhance the shape's edges, select 'Shape Outline' and choose 'Dark Blue' for the outline color. Adjust the outline weight to 1.5 points for a thicker appearance.
Setting Default Shape
After customizing the first shape, right-click on it and select 'Set as Default Shape' to streamline the process for subsequent shapes.
Color Fills for Different Shapes
Assign unique color fills for each shape type to facilitate quick identification. For the 'Terminator' shape, right-click, select 'Fill,' and choose a blue shade lighter than the outline. To duplicate this shape for the end of the flowchart, press 'Ctrl + D' to reproduce its exact size.
Adding Additional Shapes
Continue adding shapes by clicking 'Insert Shapes.' Draw the next shape while referring to the grid for approximate sizing and position. Utilize smart guides to ensure alignment on both the left and right sides of the shape.
Maintaining Consistency
To maintain consistent sizes across shapes, use the 'Shape Height' option on the Format tab to adjust each shape as necessary. For the 'Process' shape, create multiple copies by selecting the shape and pressing 'Ctrl + D' several times. Arrange these shapes in a top-to-bottom, left-to-right format, using smart guides for alignment.
Finalizing the Flowchart
Once all shapes, text, and colors are added, the flowchart is nearly complete. The last shape added is a 'Decision' shape, which includes 'Yes' and 'No' text boxes, providing a clear decision-making point in the flowchart.

FAQ :

What is a flowchart used for?

A flowchart is used to visually represent a process or workflow, making it easier to understand the sequence of steps and decisions involved.

How do I create a flowchart in my software?

To create a flowchart, start with a blank layout, insert shapes for each step of the process, and connect them with arrows. Use the drawing tools to format shapes and apply colors.

What is the purpose of the Terminator shape in a flowchart?

The Terminator shape indicates the start and end points of a flowchart, helping to define the boundaries of the process being illustrated.

How can I ensure my shapes are aligned in a flowchart?

You can use smart guides, which provide visual cues for alignment, to help position your shapes accurately both horizontally and vertically.

What does the Ctrl D shortcut do?

The Ctrl D shortcut is used to duplicate a selected shape or object, allowing you to create multiple copies quickly.

How can I change the fill color of a shape?

To change the fill color of a shape, right-click on the shape, select 'Fill', and choose your desired color from the options provided.

Quelques cas d'usages :

Business Process Mapping

Flowcharts can be used in business process mapping to visualize workflows, identify bottlenecks, and streamline operations. By using different shapes and colors, teams can easily communicate complex processes.

Software Development

In software development, flowcharts help in designing algorithms and outlining the logic of programs. Developers can use flowcharts to plan the structure of their code before implementation.

Project Management

Project managers can utilize flowcharts to outline project phases, tasks, and decision points, ensuring that all team members understand the project flow and their responsibilities.

Training and Onboarding

Flowcharts can be effective tools for training new employees by visually representing processes they need to follow, making it easier for them to grasp their roles and responsibilities.

Quality Control Processes

In quality control, flowcharts can illustrate inspection processes, helping teams to ensure that all steps are followed correctly and consistently, thereby improving product quality.

Glossaire :

Flowchart

A diagram that represents a process or workflow, showing the steps as boxes of various kinds, and their order by connecting them with arrows.

Terminator shape

A shape used in flowcharts to indicate the start and end points of a process, typically represented as an oval or rounded rectangle.

Shape style

A predefined set of formatting options for shapes, including fill color, outline color, and effects that can be applied to enhance visual appearance.

Smart guides

Visual cues that help align shapes and objects in design software, indicating when elements are aligned with each other.

Fill color

The color that fills the interior of a shape in a diagram or graphic.

Outline color

The color that defines the border of a shape in a diagram or graphic.

Ctrl D

A keyboard shortcut used to duplicate a selected object or shape in many software applications.

Weight

The thickness of a line or outline in graphic design, which can be adjusted to enhance visibility or style.

Available in Microsoft365

00:00:06

I've added a title and turned on the grid lines.

00:00:10

To insert the first shape, I'll click Insert, Shapes.

00:00:16

Under Flowchart, I'll find the Terminator shape and click it,

00:00:22

then I'll point to where I want the top left corner of the shape

00:00:25

and drag the crosshairs to draw it.

00:00:29

I'll keep the shape somewhat small because my process

00:00:32

will require about thirteen shapes.

00:00:35

The shape has a default color fill based on the current theme;

00:00:39

to choose a different color scheme,

00:00:42

I'll click Design and in the Variants group, click More and point to Colors.

00:00:50

I like the blues and greens in Blue 2.

00:00:53

I'll click it to apply it,

00:00:55

next I'll click the Drawing tools Format tab to apply a shape style and I'll zoom in a little.

00:01:03

When I type in text, it's white.

00:01:06

So the color style is light text on a dark fill, I like that.

00:01:10

I also want to emphasize shape edges so I'll click Shape outline

00:01:16

and I'll choose a very dark blue for the outline color.

00:01:21

I'll click Shape outline again, point to Weight

00:01:24

and choose a thicker outline style, 1.5 point.

00:01:29

So that all the shapes will have this outline style,

00:01:32

I'll now right click the shape and choose Set as default shape.

00:01:37

Next, let's think about color fills.

00:01:40

I'll choose a unique color for each shape type;

00:01:44

to quickly see the fill colors, right click the shape and click Fill.

00:01:49

For the Terminator shape, which starts and ends the flowchart,

00:01:52

I'll choose a dark blue, a shade lighter than the outline.

00:01:57

Now we'll need this same shape at the end of the chart,

00:02:01

so I'll press Ctrl-D to duplicate it and reproduce its exact size,

00:02:06

I'll zoom back out.

00:02:09

Then I'll drag the second shape over to about where the flowchart will end,

00:02:13

using the grid lines to help estimate

00:02:15

slide margins and type its text.

00:02:22

We've got the start of the chart.

00:02:24

For the next shape, I'll click Insert shapes

00:02:28

and this time choose the Document shape.

00:02:32

I'll draw the shape to an approximate size

00:02:35

referring to the grid to eyeball its position on the left,

00:02:39

then I'll drag the right side of the shape and look

00:02:42

for the smart guide which shows me when the shape edges are aligned on that side.

00:02:48

I'll check the left side as well.

00:02:51

Let's choose a fill for the Document shape.

00:02:55

I'll right-click, click Fill

00:02:57

and try a slightly different blue

00:03:01

and I'll type its text.

00:03:07

I've added a couple more shapes, a Preparation shape and

00:03:11

a Process shape and chosen their fill colors.

00:03:15

To get consistent shapes sizes, I've used the shape Height

00:03:19

and shape Width boxes on the Format tab, adjusting

00:03:22

each shape as needed.

00:03:24

For the process shape I'll need several copies, for the main steps.

00:03:28

So with the shape selected I'll press Ctrl-D multiple

00:03:32

times to make the copies.

00:03:34

Then I'll drag to arrange them top to bottom, left to right

00:03:38

as I position them, I'll watch for the smart guides

00:03:41

which show me both horizontal alignment

00:03:45

and vertical alignment.

00:03:48

I'll worry about perfect placement later,

00:03:52

but I can get the shapes very close to being aligned just

00:03:55

by using the smart guides.

00:04:03

The flowchart has all its shapes text and colors now,

00:04:07

the last shape we added was a decision shape with Yes and No text boxes.

Mandarine AI: WHAT YOU SHOULD KNOW

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