Excel can display an org chart, but it requires manual setup and won't update automatically when you change roles

Excel has no built-in org chart tool. You can create one by drawing shapes, typing names, and connecting them with lines — but this means redrawing the entire chart whenever someone changes positions, leaves, or joins. If your organization changes structure more than once or twice a year, a dedicated tool like Lucidchart, Visio, or even Google Slides will save you hours. If your structure is stable and small (under 20 people), Excel works fine.

The three practical approaches in Excel are: drawing shapes and connectors manually, using SmartArt (a built-in template system), or building a text-based hierarchy that you format as a table. Each has a different learning curve and different limits on what you can do with the result.

Key Takeaways

  • SmartArt is the fastest method for a basic org chart and requires no drawing skills — you type names into a template and Excel arranges them automatically.
  • Manual shapes and connectors give you complete control over layout but take longer and must be redrawn entirely when the structure changes.
  • A text-based hierarchy in a table works well for printing or sharing as a straightforward list, but does not show visual reporting lines.
  • Excel org charts are static — they do not update when you change data elsewhere in the spreadsheet, so they work best for structures that change rarely.

Using SmartArt for a quick org chart

SmartArt is Excel's template system for diagrams. It includes an organization chart layout that automatically arranges boxes and lines as you add people. Open a blank Excel file, go to the Insert tab, click SmartArt, and select Organization Chart from the Hierarchy category. Excel creates a basic four-box structure with a CEO at the top and three direct reports below.

Click each box and type the person's name and title. To add more people, click a box, then click the small arrow that appears next to it. Choose "Add Shape Below" to create a direct report or "Add Shape Above" to add a supervisor. Excel automatically adjusts spacing and alignment. You can change colors by right-clicking the chart and selecting Design, or adjust the layout by going to the SmartArt Design tab at the top.

SmartArt works well for organizations up to about 30 people. Beyond that, the chart becomes crowded and hard to read on a single screen. If you need to print it, you may have to split it across multiple pages or shrink the text until it is illegible.

Drawing shapes and connectors for full control

If you want precise control over where each box sits, use the drawing tools. Go to Insert, click Shapes, and choose a rectangle. Draw it on the spreadsheet, type a name inside, and repeat for every person in your organization. This takes longer than SmartArt but lets you position boxes exactly where you want them.

To connect the boxes with lines, go to Insert, click Shapes again, and select a connector line (usually labeled "Connector" or shown as a line with arrows). Click the first box, then click the second box, and Excel draws a line between them. Adjust the line style by right-clicking it and choosing line color, thickness, or dash pattern.

This method is tedious for large organizations but gives you complete freedom. You can arrange boxes in any pattern — traditional pyramid, flat structure, matrix reporting — and make the chart look exactly as you want. The downside is that moving one box often requires moving others to keep the chart readable, and adding a new person means drawing a new box and connector from scratch.

Creating a text-based hierarchy table

If you do not need a visual diagram, you can list the organization as a straightforward table: one column for names, one for titles, and one for who they report to. This is faster to create and easier to update than a visual chart.

Set up three columns: Name, Title, and Reports To. List every person and type their supervisor's name in the Reports To column. You can sort this table by the Reports To column to group all direct reports under each manager, making the hierarchy clear without drawing anything. This format also works well if you need to share the org chart as a PDF or print it — it takes up less space and is easier to read on paper.

The trade-off is that readers must mentally trace the reporting lines rather than seeing them visually. For organizations where people need to understand the full structure at a glance, a visual chart is clearer.

When to move beyond Excel

If your organization changes structure more than a few times per year, or if you have more than 50 people, Excel becomes a burden. Dedicated org chart tools like Lucidchart, Microsoft Visio, or even Google Slides update faster and handle large structures better. Some HR software (like BambooHR or Workday) includes org chart features that pull data directly from your employee records, so the chart updates automatically when you change someone's role.

Google Slides is a free middle ground: it has a drawing tool similar to Excel's shapes, but the interface is slightly cleaner and sharing is simpler. If you are already using Google Workspace at your organization, Slides may be faster than learning Excel's drawing tools.

Formatting and printing your Excel org chart

Once your chart is built, you may need to print it or share it as a file. If you used SmartArt, right-click the chart and select "Save as Picture" to export it as an image — this prevents accidental changes and makes it easier to email. If you drew shapes manually, select all of them (click one, hold Shift, click the others), then copy and paste them into a new sheet labeled "Org Chart" to keep your data separate from the visual.

For printing, set the page orientation to Landscape (wider than tall) so the chart fits better. If the chart is too large for one page, go to File, Print, and look for a "Fit to" option — this shrinks the entire chart to fit on a set number of pages. Test print to PDF first (File, Print, Save as PDF) to see how it looks before printing to paper.

Frequently Asked Questions

Can I make the org chart update automatically when I change data in Excel?

No. Excel org charts, whether SmartArt or manual shapes, are static images. If you change someone's title or reporting structure in a table elsewhere in the spreadsheet, the chart does not update. You must edit the chart manually. If you need automatic updates, use HR software or a dedicated org chart tool that pulls data from a live database.

What is the easiest way to add or remove people from an org chart?

SmartArt is easiest: click a box, click the arrow next to it, and choose Add or Delete Shape. With manual shapes, you must draw a new box, type the name, and draw connectors — much slower. A text-based table is fastest to edit but does not show a visual diagram.

Can I use an org chart template from Microsoft Office?

Yes. Go to templates.office.com, search "organization chart," and read a template. These are pre-built SmartArt charts or shape-based diagrams that you can customize. They save time if you want a professional look without building from scratch, though you still edit them manually.

How do I share an Excel org chart with people outside my organization?

Save the chart as a picture (right-click, Save as Picture) and email the image file, or export the entire sheet as a PDF (File, Export as PDF). This prevents others from editing it and works on any device. If you need people to view it online, upload the image to a shared drive or embed it in a document.

Is there a way to color-code boxes by department or level?

Yes. In SmartArt, right-click a box and choose Shape Fill to change its color. With manual shapes, right-click and select Fill Color. You can assign one color to all managers, another to individual contributors, and a third to contractors — this makes the structure easier to scan visually. Document the color scheme in a legend so viewers understand what each color means.