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Hi, Anthony here. In this video, I want to show you how to create an org
chart from a Microsoft Excel file. It's a really quick way to do it, and I
just want to show a couple of things.
Look, the first thing to do is start off with your Excel file, and there
are a couple of tricks here. So this file was sent to me with two names, so
first name, surname. So I added in this column here to make the name
joined, and just if you haven't seen that before, I use the concatenate
formula. So you might want to have a look at that. So where I've just gone
"A3, " ",B3". The reason it's important is because the name in this column
C needs to be the same format as in column A. Just so that Visio knows how
to link people up. Okay, so get your file right and then just save that
away.
So then coming back into Microsoft Visio here, I'm just on the Getting
Started tab. Then you can click straight here into Organization Chart for
Metric. The other way to do it is just go File, New, come across in the
Business, and I don't use the wizards here, personally. I don't know why.
I'll just click on this one Org Chart Metric, open it up, and the first
step is to go into Organization Chart, Import Organization Data. The
information I've got is already stored in a file. It's an Excel file, you
can see here. So I'll hit Next. It's asking me "Text, Org Plus, or Excel
file." It's Excel. Then the next thing I need to do is of course browse to
that file, and I won't take you through it and browse it. But you can see
here it's the Excel file that's there.
I'll hit Next button again. "Cannot open the file." Well that's a good
start. Well, we'll browse it, hit Next. I obviously cannot open it because
I've got it open. So if I close this, it should open. There you go.
So the trick here is have a look at what information defines the
organization. So I've got the name of the person is the name. The
supervisor's name is who they report to. First name, it's there, but it
doesn't really matter.
Then I want to make sure that I'm displaying the right field. So I've got a
couple of options here, and in my org chart I just want name and title. I
don't want years of service or supervisor's name or anything. So add and
remove as you need, and make sure that when it outputs again on the next
one, it's just the bare minimum that you need. Don't make it complicated
because it's just going to make the cells look large. Hit Next.
I want to specify how much of my organization to display on each page. I
just normally don't break it. I just let it go. Just hit Finish here, and
it imports it in, and there's an org chart. You can Select All, and you can
actually resize it to make it a bit bigger and fit the page. Then I either
File, Save As a PDF to send to a client. I would normally do, through Page
Setup, I'd realign the page to portrait rather than landscape before I
export it and send it. I'd also fix things up here, like the alignment. You
can go from memory, oh, this is a hard one. Shape, Align Shapes, and you
can change lots of different variations there. I'm just not feeling brave
enough to show you that because it's been a while since I've done that one.
But anyway, I hope that gives you some ideas about how to quickly create an
Excel spreadsheet. Start off with your Excel file and make sure that you've
got the Excel file right, and then import it using Organization Chart,
Import Org Data. I hope that helps. Please leave me a comment down below to
let me know if that's been of help. Thanks very much.