To make an organizational chart in PowerPoint, go to Insert, then SmartArt, choose Hierarchy, pick Organization Chart and click OK. Type names and roles into the boxes or the Text pane. Use Add Shape on the SmartArt Design tab to add people above, below or beside someone, or Add Assistant for an assistant role.
An org chart answers the question every new client or team member asks: who does what, and who do I talk to? PowerPoint's SmartArt builds the boxes and connecting lines for you, and when someone joins or leaves, you add or delete a box and the chart rearranges itself. It works just as well for a team of four as for a growing agency with freelancers. Microsoft also mentions Visio as an alternative for org charts, but for a slide in a pitch or onboarding deck, SmartArt is all most of us need.
Create the org chart with SmartArt
- On the Insert tab, in the Illustrations group, click SmartArt.
- Click Hierarchy on the left.
- Choose an organisation chart layout, such as Organization Chart, and click OK.
- Click in each box and type a name and role, or use the Text pane.
Microsoft's tip: typing straight into boxes works best once you've added all the boxes you need. Until then, the Text pane is quicker. If you can't see it, click the small control on the edge of the SmartArt graphic.
Add people in the right place
| Add Shape option | What it does |
|---|---|
| Add Shape After | Adds a box at the same level, after the selected one |
| Add Shape Before | Adds a box at the same level, before the selected one |
| Add Shape Above | Adds a box one level up; the selected box and those below it move down a level |
| Add Shape Below | Adds a box one level below the selected one |
| Add Assistant | Adds an assistant box; only for organisation chart layouts |
Click the box closest to where the new person belongs first, then on the SmartArt Design tab click the arrow next to Add Shape. To remove someone, click the border of their box and press Delete.
Add Shape Above moves everyone down
This is the option that surprises people. Microsoft explains that the new box takes the position of the selected box, and the selected box plus everyone directly below it are each demoted one level. So if you select the managing director and choose Add Shape Above to add a new chair, the MD and the whole team shift down. That's exactly right when you're adding a new layer of management, and confusing if you meant to add a peer. For someone at the same level, use Add Shape After or Before instead.
The other limit to know: Add Assistant only exists in the organisation chart layouts, not the general hierarchy layouts.
Show dotted-line reporting
Plenty of small businesses have someone who reports to two people, such as a freelancer who answers to both marketing and sales. To show a dotted-line relationship, right-click the line between the two boxes, choose Format Shape, open Line or Line Style, and pick a dash type.
Microsoft also notes you can't automatically connect two top-level boxes with a line in these layouts. If you need that, draw a line yourself from Insert, Shape, and place it between the boxes.
Arrange big teams with hanging layouts
When one manager has lots of direct reports, the chart gets very wide. Select the manager's box, then on the SmartArt Design tab, in the Create Graphic group, click Layout:
- Standard centres all the boxes below.
- Both arranges the boxes below in rows of two.
- Left Hanging and Right Hanging stack the boxes below vertically on one side.
Hanging layouts are only available with organisation chart layouts, according to Microsoft. They're the best way to fit a ten-person team on one slide without shrinking the text to nothing.
Add photos of your team
Faces make an org chart friendlier, especially in a pitch deck where clients want to see who they'll be working with. In the SmartArt gallery, choose Hierarchy, then Picture Organization Chart or Circle Picture Hierarchy. Click the picture icon in each box, choose a photo and click Insert. Use similar headshots, with matching backgrounds and crops, so the chart looks consistent.
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Colours and styles
For a quick colour scheme from your theme, select the chart and click Change Colors in the SmartArt Styles group. To highlight one person, such as your main client contact, right-click their box border, choose Format Shape, then Solid fill and a colour. Microsoft says transparency can run from 0%, fully opaque, to 100%, fully transparent.
If your team chart sits in a longer deck, my guide on how to create a great PowerPoint presentation helps with the surrounding slides. And if you'd like the chart to build level by level as you introduce people, see my guide to adding animations in PowerPoint.
What I'd do
Insert, SmartArt, Hierarchy, Organization Chart, OK. Type everyone into the Text pane, use Add Shape After for peers and Add Shape Below for reports, and save Add Shape Above for a new layer of management. Add photos for client-facing decks, and use a hanging layout when one manager has a big team.
Frequently asked questions
Where is the org chart in PowerPoint?
Insert, SmartArt, then the Hierarchy category. Choose Organization Chart and click OK.
How do I add a person to a PowerPoint org chart?
Select the nearest box, then on the SmartArt Design tab use Add Shape and choose After, Before, Above or Below.
How do I add an assistant box?
Select the manager's box and choose Add Assistant. It's only available in organisation chart layouts.
How do I show a dotted-line report?
Right-click the line, choose Format Shape, then Line or Line Style and pick a dash type.
Can I add photos to an org chart?
Yes. Use Picture Organization Chart or Circle Picture Hierarchy and click the picture icon in each box.
