Powerpoint Tutorial

Enhancing Microsoft® PowerPoint® 2000
With Organization Charts

TWR 2000-010
Technical Writing
Tutorial Assignment
November 16, 2006

Ron Thomson

PowerPoint 2000 Tutorial
2

Enhancing Microsoft® PowerPoint® 2000:
Working with the Organization Chart

Who?
This tutorial is for intermediate users
well acquainted with the basics of
MS PowerPoint® 2000. It is assumed
you know how to create a
presentation of basic slides with
titles and text.

Why?
The ability to present your
information in ways that audiences
understand and respond positively
to is very important. Graphic
representation of data will help get
your point across and enhance your
presentations.

What?

You will learn to create an
organization chart to display
relational data in a visual form
conveying the information to your
audience quickly and with greater
understanding.

How?
Building on your knowledge and
abilities in PowerPoint this tutorial
will teach you to create an
Organization Chart in a new or
existing presentation. Add, delete,
arrange and customize the chart to
suit your workplace needs.

Enhancing PowerPoint - The Organization Chart

contents:

lesson one: .......................................................................................................................... 5
The Organization Chart – Opening, Entering Data & Saving. ...................................... 5
task 1: To Open an Organization Chart in a New Presentation............................... 5
task 2: To Insert an Organization Chart into an Existing ........................................ 6
Presentation................................................................................................................. 6
task 3: Entering Data in the Organization Chart Layout ......................................... 7
a) To add a title to the org chart.............................................................................. 7
b) To open the org chart window............................................................................ 7
c) To enter data into the org chart........................................................................... 8
task 4: Updating & Saving ...................................................................................... 9
a) To update the presentation.................................................................................. 9
b) To save your work ............................................................................................ 10

lesson two:........................................................................................................................ 11
The Organization Chart – Adding, Removing & Rearranging Boxes. ......................... 11
task 1: Adding & Removing Boxes....................................................................... 11
a) To add boxes to the org chart............................................................................ 11
b) To remove boxes from the org chart ................................................................ 13
task 2: Moving & Rearranging Boxes ................................................................... 13
a) To rearrange boxes in the org chart .................................................................. 13
b) Remember to Save............................................................................................ 14

review:.............................................................................................................................. 15
What have we learned?................................................................................................. 15

exercises: .......................................................................................................................... 15

answers: ........................................................................................................................... 16

summary .......................................................................................................................... 16

4
Enhancing PowerPoint 2000 with Organization Charts.
This tutorial is for intermediate PowerPoint users who want to
visually and graphically enrich their presentations to better convey
their information. You should already have the knowledge and
experience to create PowerPoint presentations of slides with titles
and text. The basic presentation skills can be found in the
companion tutorial Microsoft PowerPoint Beginnings.

In this tutorial you will learn to create an organization chart to
display the company hierarchy and other relational information.
Lesson 1 will guide you through opening an organization chart,
entering data and applying and saving your work. After learning
these basics, lesson 2 will teach you to customize and arrange the
organization chart to suit your specific needs. The tutorial provides
the content for the lessons then reviews the skills you have learned
with a few questions and asks you to create your own organization
chart from a list of managers and staff.

5

lesson one:

The Organization Chart – Opening, Entering Data & Saving.

The Organization Chart is a standard layout for displaying hierarchal
information. PowerPoint creates a template of this layout for you. Here in lesson
one you will learn how to create an organization chart in a new presentation.
However, inserting an organization chart into an existing presentation will
enhance and update your work so we will also insert an organization chart into
an existing presentation. Next you will be entering your data into the chart and
applying the chart to your presentation. Finally you will save the entire
presentation.

task 1: To Open an Organization Chart in a New Presentation
1. Start PowerPoint
2. Select Blank Presentation from opening dialog box
3. Select the Organization Chart auto-layout (second row,
third from the left) See Figure 1.
4. Click Ok

Organization Chart
Auto-Layout

Figure 1. The New Slide Dialog Box.

6
task 2: To Insert an Organization Chart into an Existing
Presentation

1. Move through the slide presentation to the location for the
organization chart.
2. Click the New Slide button on the standard toolbar .
3. Select the Organization Chart auto-layout (second row,
third from the left) See Figure 1 above.
4. Click Ok

The new slide has two placeholder boxes one for the title and the other for the
Organization Chart now referred to as org chart. Figure 2 shows the new org
chart slide layout.

Figure 2. The New Organization Chart Slide Layout.

7
task 3: Entering Data in the Organization Chart Layout
Entering data into the org chart is the same as entering data in other PowerPoint
layouts. You will add a title, learn the parts of the org chart window and enter data
into the org chart boxes. Org chart boxes can be customized to match your data
and situation.
For this exercise the company and personnel names are provided.

a) To add a title to the org chart

 Click in the title placeholder box and type in The
Disney Organization as the slide title.

b) To open the org chart window

 Double click in the org chart placeholder box. The
org chart data window will open in the main
presentation window.

TIP: This dialog box may appear if the org chart option
was not included in the initial PowerPoint installation.
Click Yes and insert the installation CD-ROM to install
this program feature.

8
The org chart data window has a menu bar, toolbar and status bar similar to the
main PowerPoint layout window. The default org chart opens with a manager box
over three co-worker boxes. See Figure 3 below.

Menu Bar

Tool Bar

Status Bar

Figure 3. The Org Chart Window.

Now you are ready to fill in the org chart boxes. For this exercise let’s create a
management hierarchy of Disney characters.

c) To enter data into the org chart

1. Delete the Chart Title placeholder because we entered a
title earlier in task 3.
2. Click the top box to select it and type in Walt Disney as the
name, and press enter.
3. Type Founder as the title and press enter.
4. For the first comment, type The Walt Disney Company.
5. Click the left co-worker box to select it.
6. Type Mickey Mouse as the name, press enter, and type VP
Media.
7. Click the centre co-worker box, type Pluto Dog, press
enter, type VP Television, and click outside the box.

Leave the right placeholder box for now, let’s save what we have so far. The
results are shown in Figure 4 on page 9.

9

Figure 4. Data entered in the Org Chart Window.

task 4: Updating & Saving
Of course you want to save your work. Data entered in the organization chart
window is first applied to the main PowerPoint presentation and then the entire
presentation is saved.

a) To update the presentation

NOTE: The data entered in the org chart layout window
must be applied to the main presentation.

 Click File – Update Presentation to apply the Org
Chart to the underlying presentation.

10

b) To save your work

NOTE: To actually save the org chart as part of the main
presentation you must return to PowerPoint

1. Click File – Close and return to (presentation name.ppt)
The Org Chart window closes.
2. Click File – Save in the PowerPoint Menu.

Congratulations your organization chart is under way.

Now you’re able to open or insert a new organization chart into your presentation.
Adding and removing boxes and entering your data will allow you to create a useful chart
enhancing your presentation and getting your message across to your audience faster and
more efficiently.

11

lesson two:

The Organization Chart – Adding, Removing & Rearranging
Boxes.

You aren’t limited to the initial org chart layout of four boxes. Boxes can be
added, removed, and positioned to suit your specific data and design. In lesson
two you’ll learn to add different types of boxes, remove unnecessary boxes, and
rearrange boxes to customize the chart to your own needs and workplace
situation.

task 1: Adding & Removing Boxes
Let’s continue working on the Disney organization chart. Re-open the org chart
window by double-clicking anywhere within the org chart on your slide. You’ll be
adding different types of organizational boxes, removing unnecessary boxes and
then custom arranging some boxes in the chart.

a) To add boxes to the org chart

1. Click the Manager button on the toolbar.
2. Move the mouse cursor (now shaped like the manager box
icon) to the top box and click once.
3. Click in this new box, type Disney Land and Disney World,
press enter and type Incorporated.
4. Next click the Assistant button on the toolbar,
again the mouse cursor changes to the assistant button
shape, click the Walt Disney box to add an assistant box to
the org chart.
5. Click in the new box and type Minnie Mouse, press enter
and type Personal Assistant. The resulting additions are
shown in Figure 6 on page 12.

12

Manager &
Assistant
toolbar buttons

Manager Box

Assistant Box

Figure 6. Manager and Assistant boxes added.

6. Add two subordinate boxes to the two bottom boxes
by clicking the subordinate toolbar button twice.
(The status bar displays Create 2.) Move mouse cursor to
the Mickey Mouse box and click once, two subordinate
boxes are added.
7. In one new subordinate box type Donald Duck and type
Goofy in the other.
8. Repeat step 6 to add subordinate boxes to the Pluto box.
The updated org chart is shown in Figure 7 below.

Subordinate
Boxes

Figure 7. The org chart updated with manager, assistant and subordinate boxes.

13

b) To remove boxes from the org chart

 Remove unnecessary boxes by selecting the box and
pressing the Delete key. Let’s remove the box to the
right of Pluto Dog.

task 2: Moving & Rearranging Boxes
Your data is unique and will require an individual layout of the organization chart.
Here you will learn to move and rearrange boxes to suit your specific needs.

a) To rearrange boxes in the org chart

1. Point your mouse cursor to the Goofy Box, hold down the
left mouse button and drag the box frame over the Pluto
Dog box.
2. When the mouse cursor changes to a left pointing arrow,
release the mouse button. The Goofy subordinate box has
moved in between Pluto and Mickey and become a co-
worker box.

Note: Cursor indicates position
The shape of the mouse cursor indicates the new position of
the box. A left-pointing arrow will place the box to the left of
the existing box and a right-pointing arrow will place the box
to the right of the existing box. If the cursor changes to a
subordinate symbol the box will be placed below the existing
box.

Let’s try some more moves,

3. Drag the Donald Duck subordinate box over the lower part
of the Goofy box, (the cursor changes to the subordinate
symbol), release the mouse button.
4. Drag Minnie Mouse assistant box over the Walt Disney
manager box, (cursor changes to right arrow), release the
mouse button.
The resulting changes are shown in Figure 8 on page 14.

14

Figure 8. The Rearranged Org Chart.

b) Remember to Save
Your changes and additional data must again be applied and you must return to
the main presentation to save everything.
.
1. Click File – Update Presentation to apply the Org Chart
to the underlying presentation.
2. Click File – Close and return to (presentation name.ppt)
The Org Chart window closes.
3. Click File – Save in the PowerPoint Menu.

TADA! You’ve made a customized organization chart!

Now after lesson 2, you can add, move and rearrange boxes changing the
box types to suit your specific needs creating a professional presentation customized to
your workplace needs.

15

review:
What have we learned?

With practice and a little experimenting you will be an organization chart master
able to create customized chart slides for any situation from workplace
presentations to hobby interests such as family trees.
Following are a few questions and a short exercise to reinforce your knowledge
and abilities with organization charts.

exercises:
1. Can an org chart be added to an existing presentation?

2. What types of boxes are available in an org chart?

3. What indicates the type and position of rearranged boxes?

4. Create a simple org chart: Managers – Tom Staples (Production)
Millie Glaves (QA)
Financial Officer – Peter Best
Vice President – Herb Jackson
Production staff – Bob Hendricks
Shannon Smith
Quality Control - Karen Talbot
Company name – Titanic Corp

16

answers:
1. Yes, move to the location within the presentation and click the New Slide
button on the standard toolbar .

2. Manager, co-worker, assistant, subordinate types of boxes are available.

3. The mouse cursor changes to indicate the type of box and left or right position
of the rearranged box.

4. One example of the org chart:

summary
Using Organization Charts in your work will help you create more
sophisticated presentations that convey your information more
efficiently. By learning the procedures in this tutorial together with
the Help feature in Microsoft PowerPoint you are well prepared to
create better, more interesting and more powerful presentations.

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