Adding Organization Charts

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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.

Creating an Organization Chart

When you're ready to create an organization chart from scratch, follow these steps:

  1. Place the insertion point where you want to create the chart.
  2. Choose Insert, Picture, Organization Chart. Word creates your basic chart—now you can enter text and add shapes as needed. (See Figure 20-1.)

Organization Chart Elements

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:

  • Shapes are the boxes used to name a person, identify a role, or describe a step or department.
  • Connector lines are the lines that connect each of the shapes in your chart.
  • Chart frame is the border surrounding the organization chart. This is a nonprinting border, although you can add a border to the chart if you choose.
  • Organization Chart toolbar provides the menus and tools you need to add, move, and wrap text around the chart in your document. Table 20-1 introduces the tools and gives examples of when each could be used.

figure 20-1. word draws a simple organization chart and gives you the tools to add shapes as needed.

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.

Entering Text

Once you create the basic chart, you're ready to add text in the individual shapes. Here are the steps:

  1. Click in the shape at the top of the chart.
  2. Type the name of the person, position, or process. The text appears as you type, left-aligned in the shape. Figure 20-2 shows names entered in each of the four shapes.
  3. Click in another box; continue adding text as needed.

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.

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


Your typical text navigation keys—Enter, Tab, and the arrow keys—don't work in the organization chart. Just move the mouse pointer and click to move from shape to shape.

Inserting Shapes

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:

  1. Click the shape to which you want to add a relationship. The frame for the shape changes, showing that it's selected.
  2. Click the Insert Shape down arrow on the Organization Chart toolbar or simply click Insert Shape to add a subordinate. If you displayed the shortcut menu, choose the relationship you want to add from the drop-down menu:
    • Subordinate adds a shape beneath the selected shape.
    • Coworker adds a shape on the same level.
    • Assistant adds a shape below and to one side, off the main branch. (See Figure 20-3.)

    figure 20-3. add new shapes and relationships to expand the organization chart.

    Figure 20-3. Add new shapes and relationships to expand the organization chart.

Changing the Layout

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.

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.

Figure 20-5. Experimenting with the layout styles gives you a sense of what works best in your document.

Selecting Branches

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:

  • Level selects all shapes on the current level.
  • Branch selects all shapes in the current branch.
  • All Assistants selects all assistant shapes in the chart.
  • All Connecting Lines selects all lines in the chart so that you can change color, thickness, etc.

figure 20-6. choose chart elements from the select drop-down menu.

Figure 20-6. Choose chart elements from the Select drop-down menu.

Note


Can you raise a shape from one level to another? No—but you can simply delete the existing shape and create a new one, showing the correct relationship.

Moving Shapes and Sections

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:

  1. Click the shape you want to move. If the frame appears around the shape, click the item again to display the shape handles.
  2. Position the pointer over one of the handles. The pointer changes to a four-sided arrow.
  3. Drag the shape to the new location in an equal position in the chart. (The shape will not move if you try to move it to a superior position.) An outline moves with the shape, and when you release the mouse button, the shape is moved to the new location.

To move a branch, follow these steps:

  1. Click the shape at the top level of the branch you want to move so the handles appear.
  2. Click Select on the Organization Chart toolbar, and choose Branch from the drop-down menu. All shapes in that branch are selected.
  3. Position the pointer over one of the shapes. When the pointer changes to a four-sided arrow, drag the branch to the new location. A dotted outline follows the movement of the mouse pointer.
  4. Release the mouse button, and the branch is moved to the new place in the organization chart.

Using AutoFormat to Modify the Look

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.

Resizing an Organizational Chart

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:

  • Click the resize handle at any of the four corners and drag to resize the chart in the direction you want. The diagram and text are resized accordingly.

    figure 20-7. select a style from the organization chart style gallery dialog box.

    Figure 20-7. Select a style from the Organization Chart Style Gallery dialog box.

  • Click the Layout button on the Organization Chart toolbar and choose Fit Organization Chart To Contents to reduce the white space around the chart.
  • Click the Layout button on the Organization Chart toolbar and choose Expand Organization Chart to increase the white space around the chart and expand the overall area.

Controlling Text Wrap Around Charts and Diagrams

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:

  • In Line With Text places the chart on the same line as the current text.
  • Square runs text up to the edge of a squared area around the chart.
  • Tight wraps the text tightly against the outline of the organization chart.
  • Behind Text runs text over the top of the chart.
  • In Front Of Text places text behind the chart.
  • Top And Bottom wraps text above and below the chart.
  • Through runs text through the white space in the organization chart.
  • Edit Wrap Points allows you to add custom points so that you can create your own text wrap boundary around the chart (see Figure 20-8).

figure 20-8. you can control the text wrap around an organization chart.

Figure 20-8. You can control the text wrap around an organization chart.



Microsoft Word Version 2002 Inside Out
Microsoft Word Version 2002 Inside Out (Inside Out (Microsoft))
ISBN: 0735612781
EAN: 2147483647
Year: 2005
Pages: 337

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