Creating Organization Charts and Flow Charts in Word

Transcription

1 Creating Organization Charts and Flow Charts in Word There are two ways to create org charts and flow charts in Word. 1. You can insert the org chart as an object, which brings up a miniap called Organization Chart 2.0 to use as your design tool. (This is the same program that creates a organization chart slide in PowerPoint) 2. You can use the drawing toolbar to have more access to shapes, sizes and positioning but you have to do the drawing manually. Organization Chart 2.0 Let s start by using the design tool that Office provides. 1. Open a new document in Word 2. Go to Insert>Object and choose MS Organization Chart. You will have to scroll down to see that option. 3. Click OK 4. You will see a template of a chart appear. 5. To edit the chart, (put the chart in edit mode) you may have to double click on it. 6. Once in edit mode, you will have some menu options and buttons to choose from to help you create your chart. Let s look at what they do and play with a couple of them. 1

2 7. Under the styles menu you can choose how you want you chart to display co-workers, assistants, and so on. 8. Under the Edit menu and you select (highlight) all the boxes that represent a specific level on the chart. Then you can format those boxes anyway you want. Whatever you do to one box on that level will happen to all the boxes. 9. The button let you add boxes to your chart. Let s start by thinking about a chart I know Ed Services. In the top box I will put the name of our director. 10. The next level will be the names of our coordinators. We have 4 coordinators, so I will need to add a box using the Co-Worker button. 11. Each of these people have an assistant. I can use the assistant button to add those names. 12. Finally, I can add the names of the people under each coordinator by using the subordinate button. 13. If I want, I can go back to the Styles menu and choose a different style for my chart. Once I have all the boxes inserted I can think about formatting them. 14. To change the font for the entire chart go to Edit>Select>All and change the font just like you normally do in Word. 15. To make all the assistants yellow go to Edit>Select>All Assistants 16. Right click on one of the assistant boxes and choose Format. 17. You can change the color and the line style around the box. Go ahead and choose some other aspect of the chart to change. Take a few minutes to explore. You can even change the background color of the entire page. Limitations of Organization Chart 2.0 you can not insert boxes of different shapes you can not change the size of the boxes you can not change the spacing between boxes 2

3 If you need wiggle room to make the chart fit on a page, etc. you will have more luck creating the chart manually with the drawing tool bar. Also, if you are creating a flow chart that needs different shapes in it, you will prefer the drawing tool bar. Using the Drawing Tool Bar 1. Make sure the drawing tool bar is turned on. You should see it at the bottom of your screen. If it is not on you can turn it on by right clicking on the gray area at the top of the page and choosing drawing from the list. We are going to try and create (or at least start on) the following chart: 2. Choose the shape you want by going to AutoShapes on the Drawing Toolbar. 3. Click on the shape you want (FlowCharts, basic rectangle) and click on it. 4. Your cursor becomes a skinny plus sign. 5. Click and drag on you page to draw the shape. 6. If you need to move the shape, simple click and drag it where you want it to go. 7. You can use the line button to draw a line at the top of your box. Hold the shift key down to guarantee a straight line. 3

4 8. Now right click on the box and choose Add Text. 9. Type in Welcome 10. Position the text to the center of the box. 11. Right now, if you moved one object (like the box) the other object (the line) would not move with it. If you want to keep them together hold the SHIFT key down and select the box and the line by clicking on them. You know they are selected when handles (little boxes) appear around them. 12. Right click on the box and choose Grouping>Group 13. Now when you click and drag the image, all parts will move together (the box, the line, and the text). 14. Let s pick our next shape under AutoShapes>FlowChart. The second choice gives us the basic oval shape we need. 15. Follow the same steps as above to position the oval and enter text. 16. If you want to make sure that all your boxes and ovals are the same size, simply right click on the item and choose Copy. Then Paste and many as you need and change the text as needed. 17. Go ahead and put in the third box that says Question AND put in the boxes for Rules, Back and Rules under Welcome. Welcome Start test Question Rules Back Rules 18. Now let s add the lines and arrows. You already know how to draw a line. The arrow is very similar, just use the arrow button next to the line button. 4

5 NOTE: to draw the line with turns (like around the Back oval) you will actually draw 4 lines and one arrow. The handles help you know where to place your cursor so you know where to start and finish a line. 19. Do you want to draw the curved line under the ovals? Go to AutoShapes>Lines and choose the curve. When you want to make a curve you have to click and then turn the mouse. When you are finished with the line, double click. start Click and turn Double click 20. If you need to fine tune your curve, right click on the curve and choose Edit Points. This will allow you to use the mouse to gently push your line/curve in different directions. Finally, remember that you can right click and format any of these boxes just like we did in the organization chart you can change the box color, the outline color, remove the outline, etc. Here are a few more charts for you to try on your own, or maybe you have something that fits your unit. 5