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When you create an organization chart in Word, you can create a new chart on the fly and enter text as you go, or you can use existing text in Word, Microsoft PowerPoint, or Microsoft Excel and build your chart from that. Either way, creating the organization chart is a simple process that gives you the flexibility you need to fit the chart in your document and format it the way you want.
When you're ready to create an organization chart from scratch, follow these steps:
There aren't a lot of parts to deal with in an organization chart. You'll use basic shapes to create relationships—subordinates, peers, and assistants—and you'll design, move, and change branches that show the relationships among people or processes. Here are the items you'll be working with in your organization charts:
Figure 20-1. Word draws a simple organization chart and gives you the tools to add shapes as needed.
Table 20-1. Organization Chart Tools
Button | Name | Description | Use |
---|---|---|---|
| Insert Shape | Adds subordinate, coworker, or assistant shapes | You want to add a new position, person, or project to your chart. |
| Layout | Changes the layout of the organization chart | You want to display the chart information in a different form. |
| Select | Displays choices for selecting chart elements | You want to select a particular level, type of shape, or branch. |
| AutoFormat | Provides a gallery from which you can choose predesigned chart styles | You want a professional look with coordinated colors and lines. |
| Text Wrapping | Displays text wrap options for the placement of text around the chart | You want to arrange text around, up against, or even through your chart. |
Once you create the basic chart, you're ready to add text in the individual shapes. Here are the steps:
Figure 20-2. Word adds text in the default font for the current template; you can change the font, style, color, and alignment as needed.
Note
When you first create an organization chart, Word gives you one superior (lead) shape and three subordinates. For most charts, you'll want to add and reorder shapes as you continue to build your chart.
To insert shapes in your organization chart, follow these steps:
Figure 20-3. Add new shapes and relationships to expand the organization chart.
The basic tree structure is the default arrangement for new organization charts, but you have other layouts to choose from. To see the different layouts, click the Layout button on the Organization Chart toolbar. (See Figure 20-4.)
Figure 20-4. You can select a different layout for the organization chart.
Different types of organizations will lend themselves to different chart layouts, so try experimenting with the different choices to see what works best for your data. Also consider where the chart appears on the page, how it fits with your overall design, and which alignment might help lead the reader's eyes in the most effective way. Figure 20-5, shows an organization chart displayed in the Right Hanging layout.
Figure 20-5. Experimenting with the layout styles gives you a sense of what works best in your document.
As you work with your organization chart, you might find that you want to work with several items at once. You might, for example, want to change the line color for all connector lines to blue. Or you might want to add a drop-shadow to all management level shapes. Or you might want to change the fill color of individual shapes. Whatever change you want to make, you need to select the shapes before you can modify them.
You tell Word which items you want to select by using the Select drop-down menu. (See Figure 20-6.) Then make your selection from the following choices:
Figure 20-6. Choose chart elements from the Select drop-down menu.
Note
Once you select the shape or branch you want to work with, you can reorder the selections the way you want. To move a shape in an organization chart, follow these steps:
To move a branch, follow these steps:
You can apply predesigned formatting to your organization chart, using AutoFormat. Click in the chart and then click the AutoFormat button on the Organization Chart toolbar, and the Organization Chart Style Gallery dialog box appears. (See Figure 20-7.) Click through the various Gallery styles to find the one you want. When you find a style that fits your document, click Apply.
Word creates an organization chart at a standard size, one that uses most of your page width. If you want to reduce the size of the chart, perhaps so that you can include text in a column to one side, you can resize the chart. You can resize an organization chart in three different ways:
Figure 20-7. Select a style from the Organization Chart Style Gallery dialog box.
Chances are, you'll have more than a single organization chart in your document—you'll need to combine text and charts together in a layout that works for your readers. Start by clicking the Text Wrapping button on the Organization Chart toolbar. Then choose the option that fits for you:
Figure 20-8. You can control the text wrap around an organization chart.