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Adding New Shapes to Existing Organization Charts in PowerPoint 2013

Learn how to add more shapes to an existing Organization Chart in PowerPoint 2013.


Product/Version: Microsoft PowerPoint 2013

OS: Windows 7 and higher






After inserting an Organization Chart (org chart) in PowerPoint 2013, you might need to add more shapes to your org chart. The default org chart that PowerPoint places has a few shapes. However, you might want to add more shapes, as well as newer hierarchy levels for the new shapes you add. Fortunately, you can make these additions and edits with just a click or two. Follow these steps to start adding more shape(s) to your org chart in PowerPoint 2013:

  1. Select your existing Organization Chart, as you can see in Figure 1.

    Organization Chart
    Figure 1: Organization Chart
  2. When the Organization Chart is selected, you'll find two contextual tabs activated on the Ribbon: the SmartArt Tools Design and the SmartArt Tools Format tabs (highlighted in red within Figure 2).

    SmartArt Tools Design and Format tabs on the Ribbon
    Figure 2: SmartArt Tools Design and Format tabs on the Ribbon
  3. Just select any individual shape within the SmartArt graphic and access the SmartArt Tools Design tab on the Ribbon (refer to Figure 2 above).

    Note: The SmartArt Tool Design tab is a contextual tab. These tabs are special tabs in the Ribbon that are not visible all the time -- they only make an appearance when you are working with a particular slide object which can be edited using special options.
  4. Within this tab, click the Add Shape button to view the drop-down gallery that you can see in Figure 3.

    Add Shape drop-down gallery
    Figure 3: Add Shape drop-down gallery

    Alternatively, you can right-click the selected shape, and from the resultant context menu select the Add Shape option to bring up a sub-menu as shown in Figure 4. Note that the options within this sub-menu are exactly the same as the options within the Add Shape drop-down gallery, shown in Figure 3 above.

    Add Shape sub-menu
    Figure 4: Add Shape sub-menu

    These options are explained below:

    • Add Shape After: To insert a shape at the same level as the selected shape (to create an adjacent shape), click the Add Shape After option (see Figure 5). This works best when you want to add another person at the same organizational level as the shape you selected -- the new shape is placed to the right of the original shape.

      Shape added after the selected Shape
      Figure 5: Shape added after the selected Shape

    • Add Shape Before: To insert a shape at the same level as the selected shape (again creates another shape adjacent to the selected shape), click the Add Shape Before option (see Figure 6). This works best when you want to add another person at the same organizational level as the shape you selected -- the new shape is placed to the left of the original shape.

      Shape added before the selected Shape
      Figure 6: Shape added before the selected Shape

    • Add Shape Above: To insert a shape one level above the selected shape, click the Add Shape Above option (see Figure 4). This option adds a new shape in the hierarchy level above the selected shape (see Figure 7). If a shape already existed in the hierarchy level above the selected shape, this option adds a new hierarchy level with one shape between the original two shapes.

      Shape added above the selected Shape
      Figure 7: Shape added above the selected Shape

    • Add Shape Below: To insert a shape one level below the selected shape, click the Add Shape Below option (see Figure 8). This option adds a new shape in the hierarchy level below the selected shape. If a shape already existed in the hierarchy level below the selected shape, this option adds a new independent, hierarchy level (see Figure 8).

      Shape added below the selected Shape
      Figure 8: Shape added below the selected Shape

    • Add Shape Assistant: To place an assistant shape below the selected shape, select the Add Shape Assistant option. This places a shape which is placed at an intermediate level, but lower than the selected shape (see Figure 9). Do remember that the Assistant option has no real hierarchy level since these posts (such as a secretary) are often linked to the shape (such as the boss), for whom they are the assistant. So a secretary to the Vice President of a company remains his or her secretary when the Vice President is promoted to become the President.

      Shape added as Assistant of the selected Shape
      Figure 9: Shape added as Assistant of the selected Shape
  5. Save your presentation.
Tip: To delete a shape within an org chart, just select the shape you want to remove and press the Delete key on your keyboard.

See Also:

Adding New Shapes to Existing Organization Charts in PowerPoint 2011 for Mac
Adding New Shapes to Existing Organization Charts in PowerPoint 2010 for Windows

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