How to edit visio org chart

How to edit visio org chart

How to create flexible organization charts in Visio

Previous versions of Visio allowed you to resize org chart rectangles, adjust spacing, and use more than a dozen alternate layouts. You can still do all of those things with Visiobut you also have the ability to create radically different looking organization charts if you choose.

Visio includes 10 highly varied org chart styles and more than one hundred new theme-compatible shapes. In addition, the Org Chart tab on the Visio ribbon has been redesigned so that many features that were difficult to find in previous versions are now much more accessible.

You can change the layout of an org chart by using more than a dozen predefined layouts, each of which varies the spacing and connections between shapes. On the Org Chart tab, in the Layout group, click Layout to select from a variety of options. When the Apply Automatic Layouts to Shape Styles option at the bottom of the layout options list is selected, Visio will re-layout your org chart every time you apply a style.

You can retain your current layout when you change styles by clearing the option first. As an alternative, right-click any shape with subordinates, and then click Arrange Subordinates.

Visio opens a dialog box showing all of the built-in layouts. You rearrange an organization chart by increasing or decreasing the vertical spacing between shapes or groups of shapes using the Spacing buttons in the Arrange group. Also in the Arrange group, the left and right Move arrows change the horizontal spacing.

A Manager shape with hidden subordinates displays an icon in the lower—right corner of the shape to indicate their presence. The Shapes group contains the Org Chart style gallery that you can use to change the appearance of your chart.

how to edit visio org chart

From top to bottom, the following graphic shows three of the 10 org chart styles: Belt, Bound, and Stone. The Shapes group contains buttons that let you adjust the height and width of some or all of the shapes in the org chart; you can select specific shapes to adjust them or click the buttons with no shapes selected to affect all shapes on the page.

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The final button in the Shapes group lets you convert a shape to a different type of shape, for example, to change a Manager to a Position, or a Vacancy to a Consultant. However, that technique is not the only way to manage org chart photos. The Insert button in the Picture group lets you add one or multiple pictures to an existing organization chart.

All of these functions can also be performed by right-clicking an org chart shape.Keep in touch and stay productive with Teams and Officeeven when you're working remotely. You can use many programs, including PowerPoint, to build organization charts.

This video shows how to generate an org chart, complete with photos automatically added and personnel information available at a click. Before starting, you need to have a couple things ready:.

Your data source, such as Excel worksheet, database or Exchange directory. A file with photos, if you want the chart to include them. Make sure that your spreadsheet includes the exact name of the photo file for example, susansmith. If you set your Visio org chart to carry data from your spreadsheet, it can also be used as a dashboard to track performance, budget spending, and more. To learn more about this, see Enhance your data with data graphics.

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Was this information helpful? Yes No. Any other feedback? How can we improve? Send No thanks. Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents. Contact Support.Keep in touch and stay productive with Teams and Officeeven when you're working remotely.

An organization chart org chart is a diagram that shows relationships among employees, titles, and groups. If you have all the employee information in a document like an Excel worksheet or in an Exchange Server directory, Visio can generate a diagram that adds the shapes and connectors for you.

Create an organization chart in Visio

When you click to create a chart from the template, the Organization Chart Wizard starts. On the first page of the wizard, select Information that's already stored in a file or databasethen follow the directions in the wizard.

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The data source needs to have columns for employee name, unique identifier, and the person the employee reports to. Otherwise, include a column with a value that uniquely identifies each employee. For the employee at the top of the organization chart, leave this field blank. The following text gives an example of a comma-delimited text file that has five columns and four rows, with the first row being a header row.

Visio will generate this sample text file for you — start the Organization Chart Wizardselect Information that I enter using the wizardand click Next. On the next page, select Delimited texttype a file name, and click Next. Visio opens a text editor with this sample data as a guide. If you don't already have your data in a different program but you would like to, Visio will open Excel or a text editor with sample data in a good example format.

Replace the sample data with your real data and finish the wizard to generate the org chart. On the first page of the wizard, select Information that I enter using the wizardand then click Next. Select Excel or Delimited texttype a name for the new file, and then click Next. If you select Excela Microsoft Excel worksheet opens with sample text. If you select Delimited texta Notepad page opens with sample text.

When either Excel or Notepad opens, use the sample text as an example of what kind of information to include, and type your information over what is there. The employee name and reports-to columns are required, but you can add or delete other columns.

The Organization Chart templates add an Org Chart tab to the ribbon. Use the tools on this tab to make large changes to the way the diagram looks.

How to update an organization chart?

The Layout and Arrange groups have tools for changing the layout and hierarchy of the shapes. Use the Shapes gallery to choose the style of shapes in the chart. Use the tools in the Picture group to insert a picture into the selected shape, delete the placeholder picture, and change the picture after it has been inserted into a shape.

The Organization Data group has tools for importing data from an external source using the wizard, exporting organization data to Excel or a text file, and comparing the data in the diagram with an external data source.

After you create an org chart, you can rearrange the information to reflect virtual team relationships. Move related shapes near each other, and then add dotted-line connectors to show secondary reporting structures. Or highlight a virtual team with a Team Frame.

Drag the Team Frame shape from the Shapes window onto the drawing, then use the sizing handles on the sides to make it include the individuals on the virtual team. To reflect changes in the structure of an organization, you can refresh the chart data or update the org chart manually:.

In the Compare Organization Data box, find the version you want to compare to. Want More? Find sample organizational chart Visio templates and diagrams. Learn more. Business charts. Create an organization chart automatically from employee data.

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Get new features first.Skip to main content. This article contains information about how to do the following: Make your organization chart easy to revise Revise the reporting structure, the position type, and the location of shapes Compare two versions of the same organization chart and create a report of the changes Store data in your organization chart and generate reports. More Information.

Make your organization chart easy to revise To make your organization chart easy to revise in the future, use one or both of the following methods: Create the organization chart by using the Organization Chart solution. The Organization Chart solution is a set of specially designed shapes, wizards, and other tools. Let the Organization Chart template automatically draw the connectors that establish the reporting relationships in your organization chart.

To automatically establish a reporting relationship, drag a shape from the Organization Chart Shapes stencil, and then drop the shape directly on top of the shape that represents the position to which it reports. Revise the reporting structure, the position type, and the location of shapes To revise the reporting structure, the position type, and the location of shapes in your organization chart, use or more of the following methods: To quickly create reporting relationships between one supervisor and several subordinates, drag either the Multiple shapes shape or the Three Positions shape on top of the supervisor shape.

To convert the position type of one shape to a different position type, right-click the shape, click Change Position Typeclick the position type that you want, and then click OK.

To assign a position and its subordinates to a new supervisor, drag the shape that represents the subordinate position on top of the shape that represents the supervisor position to which you want the subordinate position to report.

Create an Org Chart in Visio Using Manual Steps

To change the layout of positions in a reporting structure, right-click the shape that represents the top level of the reporting structure, and then click Arrange Subordinates.

Click the layout style that you want, and then click OK. Compare two versions of the same organization chart and create a report of the changes You can compare two different versions of the same organization chart, and then generate a report of the differences between the older version and the newer version. You can use the information in the report to update information in an older version of an organization chart.

To compare two different versions of the same organization chart, follow these steps: Open either the newer version of the organization chart or the older version of the organization chart. In the Drawing to compare it with box, click Browselocate the version of the organization chart that you want to compare, and then click Open.

Under Compare typeuse one of the following steps, depending on your situation: Click My drawing is older. Show a report of the changes made to the other drawing. Click My drawing is newer. Show a report of the changes I've made to my drawing. Under Report typespecify the option that you want. Click OK. The following are examples of situations where you may want to compare two versions of an organization chart: You have two versions of a departmental organization chart.

How to create flexible organization charts in Visio

One version is for distribution, and the other version is for your private use. The version that you keep for private use contains confidential data, such as employee dates of hire, salaries, and grade levels.

When the departmental organization changes, you only have to update the public version. By comparing the public version with the private version, you can manually update the structural changes without affecting the confidential data.Keep in touch and stay productive with Teams and Officeeven when you're working remotely. After you use Visio to create an organization chart org chartthere are a number of ways to rearrange the shapes. For example, you might want to space the shapes farther apart, hide subordinate shapes, or change the layout of shapes.

You can use the Arrange Subordinates command to choose the layout for each reporting structure. For example, you might want the executive to appear at the top, the managers to be lined up horizontally below, and the subordinate positions to be lined up vertically below the managers, as in the following figure. In the Spacing dialog box, click Customand then click Values to specify the spacing more precisely.

If you want Visio to choose the best layout for your shapes, click the Re-layout command. On the Org Chart tab, click Change Spacing.

how to edit visio org chart

In the Spacing dialog box, select the spacing that you want, and then select which shapes or pages you want to apply that spacing to. Select Customand then click Values to specify the spacing more precisely.

Click a superior shape, and then, on the Organization Chart toolbar, click one of the layout buttons. On the Organization Chart menu, click Change Spacing.

On the Organization Chart menu, click Re-layout. Learn more. Change the layout of shapes You can use the Arrange Subordinates command to choose the layout for each reporting structure. Open the organization chart that has the shapes that you want to arrange. Click any of the layout options and click OK. Show or hide subordinates Click the superior shape of the shapes that you want to show or hide.

All of the subordinates and any shapes under them are shown or hidden. Change the spacing between shapes You can bring shapes closer together or spread them out. Lay out the shapes automatically If you want Visio to choose the best layout for your shapes, click the Re-layout command.Keep in touch and stay productive with Teams and Officeeven when you're working remotely.

Learn how to collaborate with Office Tech support scams are an industry-wide issue where scammers trick you into paying for unnecessary technical support services. You can help protect yourself from scammers by verifying that the contact is a Microsoft Agent or Microsoft Employee and that the phone number is an official Microsoft global customer service number. I have made an organization chart in Visio from an Excel sheet.

These are structural changes, not just phone number or home address etc. Problem is that this option is not selectable gray. The only way to make this option valid is to "Link Data to Shapes". However, there is nothing in the description that indicates the need to this linking of data. One could think that this link is already in place when following the Organization chart wizard. I have tried to "Link data to Shape". The orgchart wizard creates diagrams based upon the source provided. Once that happens the drawing is static.

It does not link the existing shapes in the way that datalinking is performed because the orgchart is available in the standard edition of visio which does not support datalinking. Refresh data only refreshes shapes that are currently on the drawing it neither adds nor deletes. Did this solve your problem?

Yes No. Sorry this didn't help. The last sentence of my previous post still applies, the orgchart wizard will not change an existing drawing. You have to start over and create a new drawing with any employee position changes add, delete, move. The original code is over 15 years old, most people don't own cars that old. It clearly says in the article that the data can be refreshed but like everyone else here I find the option greyed out.

I'm using Visio which is the same as Pro in terms of features so no limitation around data linking. Tim Jones from Accelerate Computer Training somehow figured it out I've asked the question in the comments section on youtube to see if he has any wisdom to share:. April 14, Keep in touch and stay productive with Teams and Officeeven when you're working remotely.

Site Feedback.You can click options in the Options dialog box to display or hide the data that is associated with organization chart shapes. Whether or not the data is displayed on the shapes depends on the choices that you make when you use the Organization Chart Wizard to create an organization chart org chart.

Open the Visio organization chart that contains the shapes that you want to change. Click the Org Chart tab, and in the Shapes group, click the dialog box launcher. In the Options dialog box, click the Fields tab. Open the Microsoft Office Visio org chart that contains the shapes that you want to change. On the Organization Chart menu, click Options. To change the information for individual shapes, right-click the shape, point to Dataand then click Shape Data.

The Shape Data dialog box opens, where you can make changes. Create a Visio organization chart. Skip to main content. Under Block 1do the following: Select the check boxes for the fields that you want to show.

Clear the check boxes for the fields that you want to hide. Click OK. Expand your Office skills. Get new features first. Was this information helpful? Yes No. Any other feedback? How can we improve? Send No thanks. Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.

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how to edit visio org chart

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