hi everyone kevin here today i want to show you how you can make an org chart in microsoft 365 because we all just like to know where we sit in the world we’re going to start with the basics of creating an org chart directly in word excel and powerpoint using something called smart art then we’ll look at how you can create an org chart in visio on the web which gives you a little bit more control vizio on the web now comes for free if you have a microsoft work or school account then we’ll look at how you can make an org chart using excel together with vizio and finally we’ll also look at how you can make an org chart available in microsoft teams in outlook or on office.com and it’ll be interactive you’re going to learn a lot about org charts today let’s check this out first we’re going to look at how you can create an org chart using something called smart art and i happen to be in powerpoint but you can also do this in word or excel the flow is exactly the same here on the slide you see a bulleted list of our org structure here at the kevin cookie company we have patty fernandez at the top she’s our president and she has four direct reports here you see me we also have miriam lee and then there’s good old nester at the bottom miriam lee and nestor all have their own direct reports so that’s tabbed out one more time this will help us when we use smartart let’s select all of the data you can highlight it all or you can just press the shortcut key ctrl a to select this entire list then press the key control x to cut it we’re going to use it again in a moment don’t worry it’s not going to disappear now that we’ve cut the data we are ready to make an org chart up on the top tabs let’s select the one called insert then in the middle click on smart art this opens up the smart art dialog and over on the left hand side let’s select the option that says hierarchy here you see a number of different layouts that you can choose from i’ll go with the basic one and we can always go back and change this again later next i’ll click on ok and look at that this now inserts an org chart directly onto our slide we’re making some good progress now i can click onto the org chart and click into these rectangles and i can start typing in some names alternatively i can also go to this text field over on the side and i can type in names here as well now you might have noticed that this text field has the exact same structure as that bulleted list that we looked at earlier so instead of recreating our list here i can simply paste in the cut content here i’ll press ctrl a to select everything then i’ll press ctrl v to paste the cut content and here you see the org chart that was pretty easy to create this you can now customize what this org chart looks like if you want to demote someone over here in the bulleted list you could simply press the tab key if you want to promote someone instead you can press shift tab and if you want to move someone up or down the list you can press the shift alt and up or down arrow to move someone up or down the list now alternatively you can also use these buttons in the top left hand corner and that’ll do the exact same thing up here as well you can also change the layout by default it’s top to bottom but here you have a few different options you can also change the layout here as well and earlier i said we would be able to come back to that and here it is so let’s say for example i wanted to include photos as part of the org chart i can do that here over to the side i can also choose other colors and here i can choose different styles for my org chart so i have lots of different options although we inserted smart art i can use all of my other tools to also modify what this org chart looks like so let’s say for example there’s a dotted line relationship between megan and me right up here i can click on insert and i’ll insert a line shape here i can draw it between me and megan now by default it’s just a solid line but i can change that i’ll go up to format shape and here i can click into advanced settings and then over on the right hand side i can change this to a dotted line so now we have a dotted line relationship that’s exactly what i wanted now the one downside to call out let’s say i add another person to this org chart it’ll change up the formatting and the dotted line will no longer be where i want it to be so i only recommend doing this once your org chart is in a final state next we’re going to look at how you can create an org chart using a program called vizio on the web if you have a microsoft work or school account you can use this entirely for free let’s head to the website office.com and in the top left hand corner click on the app launcher next click on visio this drops us on the vizio start page and at the very top you should see a selection of templates if you don’t you may need to toggle them on you can toggle them on or off by using this button right down below let’s click on the more templates option this drops us on the templates page and if you scroll down just a little bit you’ll see a section with all of the different organizational templates right at the beginning you have a basic template that just gives you access to all of the different stencils and here we see two template examples you have one for sales and you have one for hr i’ll click on the one for basic so you can see how it works from scratch this now drops me into a new vizio drawing and over on the left hand side i have access to five different stencils the first one is called basic and here you can see what that looks like i can drag one onto my drawing next up you have metal and here you can see what that looks like there’s also one called pinboard here’s another one called badge and lastly we have roll out so you can choose just one of these or you could even mix and match them together now i just want to create a basic org chart so here i’ll go back to the basic stencil and i’ll drag the executive object onto my drawing and of course an executive needs some managers so here let me drag some managers on as well i also need some staff members so here i can drag some of the staff member objects onto my drawing now i could also add text to any one of these objects here i can double click on it to modify the text now right now none of these are connected and i need to connect them here if i hover over the edge of any one of these shapes it exposes this icon i can now click on that and drag it to one of my shapes and here i can go through and start connecting all of my different shapes together now you might be thinking this doesn’t really look that organized but don’t worry we can fix that up on the top bar let’s click on the org chart option and here you can choose different layouts here i’ll select the one that says top to bottom but you have all of these other options as well and this reformats the org chart and this now looks pretty good along with this we can also click into design and here you can choose different colors or different styles or themes to make your org chart look exactly how you want it to be once you’re all done in the top left hand corner you can click on the file menu if you go to save as you could save it as a pdf and then you could distribute it you could also print it out and here you also have the option to share this with others next up let’s look at how you can use vizio together with excel within excel click on the insert tab up on top and then click on get add-ons here simply search for vizio and then let’s click on add next to the best match next you’ll also have to click on continue and this now inserts a visio object directly into your excel spreadsheet now we have to choose what type of visio object you can insert a basic flowchart they also have cross-functional flowcharts and lastly and this is what we’re looking for you can also insert an organization chart here when we click on that we have a few different options so you could choose the layout that you like the most i’ll go with the quick start option this now inserts a table and an org chart directly into my slide now i can go in and update this table and that will automatically update the org chart so here for example i’ll add myself to this table first i need to type in a unique id if i don’t i’ll get an error message here i could type in my name i’ll type in my title and i also have to indicate who my manager is so here i’ll make sure to put down the id for bianca and lastly i also need to specify my role i will put myself down as a manager now the org chart has not updated yet here if i hover over it there’s the option to refresh and when i click on that it takes all of the new entries from the table and it updates the org chart this is a really neat option you simply focus on the table and it’ll automatically update the org chart based on the input there now unfortunately the only way to update this org chart is by using the table if you want to actually customize what the vizio looks like you need a premium video subscription even though you can create vizio org charts on the web for free to be able to print this out or share it or save it as a pdf you can click on the ellipsis here and then open on the web now by far my favorite way of creating an org chart is simply directly in azure active directory this will make it available in microsoft teams in outlook on office.com and across the entire microsoft 365 suite of apps here for example i’m currently on the website office.com and i can type in the name nestor wilk into the search field he’s one of our directors here at the kevin cookie company i’ll click on nestor and this opens up his people card this includes all of his personal information here and i know this is a youtube video so please don’t try contacting him part way down you’ll see where he sits in the organization you can see who his manager is it’s patty and you could also see who his direct reports are right down here i can click on show organization and this will show me the entire org chart and it’s completely interactive i can click on any other individual and this will drill down to their part of the tree and here if i double click on any one individual this will bring up all of their contact details so this is pretty cool but how do you actually build this out to do that we need to have admin access back on office.com over on the left hand side let’s click into the admin portal once the portal finishes loading over on the left hand side click on users and then click on active users here i see my own name when i click on that this opens up a pane over on the right hand side and here i can see who my manager currently is if i click on that i can edit who my manager is let’s say if i want to change my manager i can do that right here and then i can save my changes now you might be wondering why is patty the president don’t i run the kevin cookie company it’s got my name well at least in my last performance review they told me i was more of a creative and patty has managerial experience at least that’s what they told me back in the pain you can also click on manage contact information and here you can update things like the display name the title and all of the other information that shows up within your people card there’s all of this awesome information in azure active directory can i use this with let’s say vizio and you sure can let’s see how you can do it to be able to pull this off once again you need admin privileges and you also need powershell open up powershell and first off we need to connect to exchange online type in the following command but make sure to swap out my username with your username then it’ll connect to exchange online next you can type in the following command and this will get all of the user information from your tenant in the exact format that vizio was looking for you could also modify where it’s going to save this file i’ll click on enter and this has now created a csv with all of my organizational information next i can open up this file and i can copy all of these values now i’ll go back to my other excel sheet that had the org chart table and my org chart i can now paste in all of the data from my tenant then i’ll click into the org chart and then click on refresh and look at that i now have a vizio org chart based on all of my tenant data all right well that’s how you can make an org chart in four different ways let me know down below in the comments which technique do you like the most to watch more videos like this one please consider subscribing and as always i’ll see you in the next video [Music]