How to Create an Org Chart in PowerPoint (Step-by-Step + Template)

An organizational chart in PowerPoint does more than add visual appeal, it communicates company structure, reporting hierarchies, and relationships between departments and individuals at a glance. This guide covers how to build, edit, and customise your org chart in Microsoft PowerPoint, whether you're doing it for the first time or refining an existing one.

Why Use PowerPoint for Org Charts?

1. Accessibility & Familiarity

PowerPoint is included in Microsoft 365, which most organisations already use. Because employees are familiar with the interface, there's minimal learning curve, making it easier to create, maintain, and share org charts internally without specialist org chart software.

2. Design Flexibility 

PowerPoint supports a wide range of org chart styles, from simple top-down hierarchies to complex matrix structures. Using SmartArt graphics and shape formatting tools, you can adapt the layout, colours, and fonts to align with your company's branding or presentation style.

3. Native Integration with Microsoft 365 

PowerPoint connects directly with other Microsoft 365 apps including Word, Excel, and OneDrive. If your employee data is already stored in an Excel spreadsheet, you can reference it to populate or refresh your org chart, keeping everything in sync without switching platforms.

Getting Started with Your Org Chart in PowerPoint

Step 1: Getting Your PowerPoint Ready

• Launch PowerPoint and open a new blank presentation.
• Navigate to the 'Design' tab to select a theme that suits your corporate style.
• Go to the 'Home' tab, click on 'New Slide', and choose a layout that provides ample space for your org chart.

Inserting the Org Chart

Step 2: Access SmartArt Graphics

• Click on the 'Insert' tab
• Select 'SmartArt' from the Illustrations group.

Step 3: Select the Hierarchy Group

• In the SmartArt Gallery, click on the 'Hierarchy' category to view different types of org charts.

Step 4: Choose an Org Chart Style

• Pick a style that best fits your needs.
• For a traditional org chart, select 'Organization Chart' and click 'OK'.

Building the Structure of Your Org Chart

Step 5: Add the Top-Level Position / Org Chart Starting Point

• Click on the top box
• Type the name and title of the highest-ranking person or the starting point of your org chart

Step 6: Insert Subordinate Shapes

• Click on the box below the top position to add subordinates.
• If you need to add multiple subordinates, click on the box and use the 'Add Shape' button under the SmartArt Tools Design tab.
• To quickly add subordinates select the top box and then press 'Enter' or 'Tab'.

Step 7: Insert Assistant Positions

• For adding assistants, right-click on a box and choose 'Add Shape'.
• Then 'Add Assistant' to insert an assistant box.

Step 8: Utilize the Text Pane

• For bulk editing, use the text pane by clicking on the control to the left of the SmartArt.
• Here, you can type out the hierarchy in a list format, and PowerPoint will automatically format it into the org chart.

Customizing the Design of Your Org Chart

Step 9: Explore Color Schemes

• In the SmartArt Tools Design tab, look for the 'Change Colors' button to explore color options that match your company branding.

Step 10: Customize Shape Styles

• Use the 'Shape Styles' dropdown to apply a variety of effects, such as glow, soft edges, or 3D effects, to make your org chart stand out.

Step 11: Adjust Box Fill and Outline

• For individual customization, right-click on a box, select 'Format Shape', and tweak the fill color, line color, and line weight.

Step 12: Group and Ungroup Shapes

• If you need to apply uniform styling to multiple boxes, you can group them by selecting the boxes while holding down the 'Ctrl' key, right-clicking, and choosing 'Group'.
• To reverse this, right-click and select 'Ungroup'.

Finalizing and Sharing Your Org Chart

Step 13: Save Your Org Chart

• Click on the 'File' tab, select 'Save As'
• Choose your desired location and file format.

Step 14: Exporting and Sharing Your Org Chart

• Export as PDF: Go to 'File' > 'Export', choose 'Create PDF/XPS Document', and then click 'Create PDF/XPS'. PDFs are universally viewable and maintain the formatting of your chart.
• Save as Pictures: If you want to share just the org chart, you can save it as an image. Right-click on the org chart and select 'Save as Picture'. Choose the format that best suits your needs, such as PNG or JPEG.
• Direct Email: Attach the PowerPoint or PDF file to an email and send it to your intended recipients.
• Email as Link: If the file is too large, upload it to a cloud service like OneDrive or Google Drive, and share it as a link in your email

Adding Profile Photos to Your Org Chart in PowerPoint

Incorporating photos into your organizational chart can make it more personal and help team members or stakeholders put faces to names. Here's how to add photos to your org chart in PowerPoint:

Use SmartArt to Add Profile Photos

• Go to SmartArt layouts.
• Select the layout 'Circle Picture Hierarchy' from the 'Hierarchy' group.

Insert Your Photos

• Click the picture icon in the placeholder where you want to add the photo.
• Then choose the photo you want to add and then click 'Insert' to insert an image directly into your org chart.

Style Your Photos

• Use the 'Picture Tools Format' tab to apply styles to your photos, such as borders or effects, to make them stand out or blend in with your org chart design.
• Apply the same style to all photos for a cohesive look.

Align and Position Photos

• Ensure all photos are aligned consistently within their respective boxes using the alignment tools under the 'Picture Tools Format' tab.
• If a photo overlaps with text or other elements, right-click on the photo and use 'Send Backward' or 'Bring Forward' to layer the elements correctly.

How to Create Your Org Chart as a PowerPoint Template

Creating an organigram can be a time-consuming process, especially if you need to make one for each department or team. To save time in the future, you can save your org chart as a PowerPoint template. Here's how to do it:

1. Remove Specific Data: If you're creating a template, remove any specific names and positions that won't be relevant for future use.
2. Open the File Menu: Click on 'File' in the top-left corner of PowerPoint.
3. Choose 'Save As': In the menu that appears, select 'Save As'.
4. Select Save Location: Choose a familiar and accessible location to save your template.
5. Open the Save As Type Dropdown: Click on the dropdown menu that defaults to 'PowerPoint Presentation (*.pptx)'.
6. Choose 'PowerPoint Template': In the dropdown menu, select 'PowerPoint Template (*.potx)'.
7. Name Your Template: Give your template a descriptive name that you'll remember and recognize for future use.
8. Save: Click 'Save' to create your template.

Get Your Free PowerPoint Org Chart Template

As you can see from all the steps above creating an org chart from scratch in PowerPoint can be time-consuming.

Luckily, we have a free org chart template for you that can give you a head start.

Download your free powerpoint template below:

Alternate Tools for Building Your Org Chart

PowerPoint is a popular choice for org charts, but it's not the only option. Depending on your team size, data source, and update frequency, one of these alternatives may serve you better.

1. OneDirectory: OneDirectory is a cloud-based employee directory and org chart platform built for Microsoft 365 (Office 365) users. It automatically generates and updates interactive org charts by pulling live data from your Microsoft 365 environment, reflecting new hires, departures, and role changes in real time. It's the strongest option for organizations that need an always-current, low-maintenance org chart without manual edits.
2. Microsoft Word: Word supports org chart creation through its SmartArt graphics feature, specifically the Hierarchy layout. It's best suited for small teams or one-off documents where design simplicity and familiarity matter more than dynamic updates.
3. Microsoft Excel: If your employee or reporting data already lives in a spreadsheet, Excel lets you build org charts from that data using built-in templates or manual chart tools. It works well for data-driven teams comfortable working in rows and columns.
4. Microsoft Visio: Visio is Microsoft's dedicated diagramming tool and offers the most advanced org chart features in the Microsoft ecosystem, including custom shapes, data linking, and large-scale chart layouts. It's best for enterprise teams that need professional-grade diagrams with granular control.

Conclusion

Building an organizational chart in PowerPoint is a straightforward process that can have a significant impact on your company's communication and understanding of its management structure. By following these steps, you can create a clear, professional-looking org chart that will serve as a valuable tool for your organization.

In the end, an org chart is more than just an HR diagram; it's a reflection of your company's culture and operational structure. Take the time to craft it carefully, and it will pay dividends in terms of organizational clarity and efficiency.

If you have questions or need assistance tailoring an org chart to your unique organizational landscape, contact OneDirectory for personalized support.