Start Excel and open the Org Chart Data_start
workbook so you can look at the data that will be used in this
exercise. In particular, notice that there are columns for Name, Title,
Reports To, Employee Number, and Extension.
Close Excel, and then start Visio.
On the New page, click Categories, click Business, and then double-click the Organization Chart Wizard thumbnail. The first page of the wizard appears.
If the wizard doesn’t appear, simply click the Import button in the Organization Data group on the Org Chart tab.
Click Next. The data source type page appears.
Click A text, Org Plus (*.txt), or Excel file
, and then click Next. The file selection page appears.
Click the Browse button on the file selection page, and then, in the resulting file open dialog box, navigate to the Org Chart Data_start workbook that you viewed in step 1. After selecting the correct file, click the Open button, which causes the file name you selected to appear in the Locate the file that contains your organization information box.
Click Next. There is a slight pause as Visio opens and reads the data in your spreadsheet.
The Organization Chart Wizard uses the column names, if any, in your
spreadsheet to determine which columns hold the name and reporting
structure information. It displays the column names that seem to be the
best match in the next wizard page.
Because the Org Chart Data workbook contains columns called Name and Reports To,
the assumptions made by Visio are correct as shown. If the assumptions
are not correct, click the arrows to the right of Name and Reports To
in order to select the correct columns. Notice you can specify that a
separate column contains employees’ first names, if that is the case.
Click Next to
display a page where you can indicate which employee data will be
displayed on each shape in the chart. The wizard assumes that you want
to display the name and title fields, so those fields are preselected
on the right side of the page.
In the Data file columns section of the page, click Employee Number, and then click the Add button to move it to the Displayed fields section. Finally, click Next.
On the wizard page that appears, you determine which spreadsheet
data, if any, should be stored in each organization chart shape. This
is a separate and unrelated decision from the one on the previous page.
You can still display data on the org chart shapes even if you don’t store data in the shapes.
The primary reason to store data in org chart shapes is so you can
run reports or use the data in other ways without the need to revert to
your original data source.
Hold down the Shift key while clicking Extension, which selects everything in the Data file columns section, click Add, and then click Next.
You can use the standard Windows conventions for selecting multiple items in the Data File Columns section:
On the picture import page that appears, click Next. You will not import pictures in this exercise, but you will in the one that follows.
On the final wizard page, you can choose among some of the Organization Chart Wizard’s powerful layout options.
Accepting the default selection of I Want The Wizard To
Automatically Break My Organization Chart Across Pages lets the wizard
figure out how much to fit on each Visio page. The <Top
Executive> option tells Visio to select the person who doesn’t
report to anyone else as the top shape on the first page of the org
chart. If you prefer to select a specific person, such as a department
head, you can click the arrow to choose anyone in your list.
Clicking I Want To Specify How Much Of My Organization To Display On
Each Page takes you to a wizard page not shown here, and allows you to
more directly control how much to fit on each org chart page.
The Hyperlink Employee Shapes Across Pages check box specifies whether the wizard should add hyperlinks when org
charts consist of multiple pages. For example, if a manager’s direct
reports don’t fit on the page with the manager, the wizard will leave
the Manager shape on the original page and also place it on a
subsequent page, along with that manager’s direct reports. A check mark
in this option tells Visio to add links in both Manager shapes, making
page-to-page navigation simpler.
The Synchronize Employee Shapes Across Pages check box also applies
to the scenario described in the preceding paragraph. A check mark in
this option tells Visio to update the second shape if you change the
data in the first one.
Click Finish. The completed organization chart appears in the Visio drawing window, however, the default style and layout
that were applied are not very practical for this particular
organization chart. In the exercise that follows, you’ll reformat the
organization chart using alternate styles and layouts.
Notice that the Belt org chart style uses different shades of color to indicate different position levels in the organizational hierarchy.