Fundamentals MS Office - Diagrams and organization charts

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Diagrams and organization charts


Diagrams and organization charts are powerful tools that help convey complex information visually. Whether you’re creating a flowchart to illustrate a process, an organizational chart to represent company hierarchy, or a simple diagram to explain a concept, Microsoft Office offers robust features to help you create professional and effective visuals. This guide provides an overview of how to create and manipulate diagrams and organization charts in Word, PowerPoint, and Excel, as part of the essential skills covered in the Computer Fundamentals MS Office Professional certification.

Diagrams in Microsoft Office


Diagrams can take many forms, from flowcharts and Venn diagrams to network diagrams and more. Here’s how to work with diagrams across different Office applications.

Creating a Diagram in Microsoft Word

Inserting a Diagram:

  • Step 1: Place your cursor where you want the diagram to appear.
  • Step 2: Go to the Insert tab on the Ribbon.
  • Step 3: Click on SmartArt in the Illustrations group.
  • Step 4: Choose the type of diagram you need from categories like List, Process, Cycle, Hierarchy, Relationship, Matrix, and Pyramid.
  • Step 5: Select a specific diagram template and click OK to insert it into your document.

Customizing the Diagram:

  • Step 1: After inserting the diagram, click on it to activate the SmartArt Tools in the Ribbon.
  • Step 2: Use the Design tab to change the layout, colors, and styles.
  • Step 3: The Format tab allows you to fine-tune the shape, fill, outline, and effects of individual elements within the diagram.

Adding Text:

  • Step 1: Click on the text placeholders in the diagram to enter your content.
  • Step 2: If you need to add more elements (e.g., shapes in a flowchart), use the Add Shape button in the Design tab.

Creating a Diagram in Microsoft PowerPoint


Inserting a Diagram:

  • Step 1: Go to the slide where you want the diagram.
  • Step 2: Click on Insert > SmartArt.
  • Step 3: Choose a diagram type that fits your needs, such as Process for a flowchart or Cycle for iterative processes.
  • Step 4: After selecting, click OK to add the diagram to the slide.

Customizing the Diagram:

  • Step 1: With the diagram selected, use the SmartArt Tools to modify the diagram's structure and appearance.
  • Step 2: The Animations tab allows you to animate the diagram, adding motion to enhance presentations.

Creating a Diagram in Microsoft Excel


Inserting a Diagram:

  • Step 1: Select the cell where you want the diagram to start.
  • Step 2: Go to Insert > SmartArt.
  • Step 3: Choose the diagram type and click OK.

Customizing and Linking Data:

  • Step 1: Use the SmartArt Tools for design and formatting.
  • Step 2: In Excel, you can link diagram elements to cells, enabling dynamic updates when the data changes.

Organization Charts in Microsoft Office


Organization charts visually represent the structure of an organization, displaying relationships between different roles and departments. Here’s how to create and manage them.

Creating an Organization Chart in Microsoft Word

Inserting the Chart:

  • Step 1: Place your cursor where you want the chart.
  • Step 2: Go to Insert > SmartArt.
  • Step 3: Select Hierarchy from the left pane, and choose an Organization Chart layout.
  • Step 4: Click OK to insert the chart.

Customizing the Chart:

  • Step 1: Click on the chart to activate the SmartArt Tools.
  • Step 2: Use the Design and Format tabs to add or remove roles, change layout, and adjust the visual style.

Creating an Organization Chart in Microsoft PowerPoint


Inserting the Chart:

  • Step 1: Go to the slide where you want the organization chart.
  • Step 2: Click on Insert > SmartArt.
  • Step 3: Select Hierarchy and choose an Organization Chart layout.
  • Step 4: Click OK to add it to your slide.


Adding Roles and Levels:


  • Step 1: Use the Add Shape feature in the Design tab to add more roles to your chart.
  • Step 2: Adjust the chart’s layout by moving or promoting roles using the Move Up and Move Down buttons.


Using Animation:


  • Step 1: To make your presentation more dynamic, animate the organization chart by selecting Animations > Add Animation and choosing your preferred effect.


Creating an Organization Chart in Microsoft Excel

Inserting the Chart:

  • Step 1: Go to Insert > SmartArt.
  • Step 2: Choose Hierarchy and select an Organization Chart layout.
  • Step 3: Click OK to insert it into your worksheet.


Linking Data:

  • Step 1: You can link organizational roles to Excel cells, which allows for dynamic updates as your data changes.

Best Practices for Diagrams and Organization Charts

  • Keep It Simple: Avoid cluttering your diagram or chart with too much information. Focus on clarity and simplicity to ensure your message is conveyed effectively.
  • Use Consistent Styles: Maintain a consistent style throughout your document, presentation, or spreadsheet. This includes using the same colors, fonts, and shapes to create a unified look.
  • Leverage Templates: Microsoft Office offers a variety of templates that can serve as a starting point, saving you time and ensuring a professional appearance.
  • Regular Updates: Keep diagrams and organization charts updated to reflect the most current information, particularly when dealing with organizational changes or process updates.

Understanding how to create and manage diagrams and organization charts in Microsoft Office is a fundamental skill for anyone pursuing the Certified Computer Fundamentals MS Office Professional certification. These tools not only enhance the visual appeal of your documents, presentations, and spreadsheets but also improve communication by presenting information in a clear and organized manner. Mastering these features will enable you to create professional-grade materials that effectively convey complex ideas, making you a more proficient and versatile user of Microsoft Office.   
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