There are many dedicated programs that only do flowcharts, and even Microsoft creates another
program called Visio that’s more flowchart savvy than mainstream Microsoft Office programs –
even then, we highly recommend that you create your flowcharts within your Office program such
as Word, Excel, and PowerPoint! Why do we put forth such a recommendation? That’s because Microsoft
Office programs already have all the abilities and options you need to create almost any
type of flowchart you need – what’s more, you don’t have to buy and learn yet another program
to do something that really is so simple!
Actually, adding a flowchart within a Microsoft Office program is as simple as adding a few
shapes – we will use Microsoft PowerPoint in this example but you could really be using Word or
Excel to do the same task – even the
Ribbon options you will
encounter are the same.
If you already need to create a flowchart in Word, Excel, or PowerPoint – then the choice
has already been made for you! Alternatively, here are some thoughts that will help you decide which of these three programs work best for your flowcharts:
- Word is great for simple flowcharts with few shapes as long as they all fit
within the page constraints of Word.
- PowerPoint has similar slide constraints like Word’s page constraints –
but for larger flowcharts, you can use PowerPoint’s hyperlinking options that let you spread
the same flowchart over multiple slides.
- Excel’s large screen real estate within each worksheet does make it a
great home for detailed or complicated flowcharts.
Follow these steps to get started:
- Let’s start with a blank, new slide that just has a slide title and nothing else, as
shown in Figure 1, below. If you are using Word, just substitute the blank
slide area with a blank area on your document – Excel users can similarly use an available,
blank range of cells in their worksheet.
Figure 1: Empty slide with a title
- In PowerPoint, Word, or Excel – access the Insert tab of the
Ribbon and click the Shapes button – this will
bring up the Shapes drop-down gallery that you see in
Figure 2: Shapes drop-down gallery
- Within the Shapes gallery, you will find plenty of shapes that are
arranged in various categories. To create flowcharts, only two of these categories matter
to you – these are the Flowchart and Lines categories,
highlighted in red and blue respectively within Figure 2, above.
- Let us now explore various shapes available within these categories – first let
us explore the Flowchart category. There are 28 flowcharting shapes
available here – hover your cursor over any of these shapes to see a tool tip that provides
you with the name/description of the hovered shape (see Figure 3, below).
Figure 3: Flowchart shapes are described within the tool tips you see
- Now select the Terminator shape within the Shapes
gallery (see Figure 4).
Figure 4: Select the Terminator shape
- Your cursor will turn into a crosshair – drag and draw on your slide, document, or worksheet
to place an instance of the terminator, as shown in Figure 5, below.
Figure 5: Place a Terminator shape to start your flowchart
- With your terminator shape still selected, start typing (we just typed “Start”).
Anything you type shows up within the flowchart shape, as shown in Figure 6,
Figure 6: Text within your flowchart shape
- Now add a shape to represent a decision. Choose the Decision (Diamond)
shape option from the Flowchart category within the Shapes
gallery – then drag and draw to place an instance of the shape on your slide (or document / sheet) –
then type in some text – we just typed “Are you happy?”, as shown in
Figure 7, below.
Figure 7: Text that makes you happy?
- We now need to link the Terminator shape to the Decision
shape using a “connector” – to do so, access the Shapes gallery
(see Figure 2) and select the second option within the Lines
category (see Figure 8, below). This shape is a connector that has an arrowhead
at one end. We need the arrowhead end of the connector to be “connected” to your
Decision shape – and the non-arrowhead end will emanate from the
Terminator shape. We won’t get into details about how connectors work in this tutorial –
you can learn more about connectors in our
Flowchart and Connector Shapes Together tutorial.
Figure 8: Choose a connector with an arrowhead
- Figure 9 shows a connector that links both our shapes. To make sure that
your connector indeed “connects”, select any shape, and hit any of the arrow keys on your keyboard
to nudge the shape -- you will find that the connector reorients according to the new position of
your moved shape.
Figure 9: Shapes connected to each other
- Similarly, add two more shapes that connect to your existing Decision shape,
as shown in Figure 10, below. We added a connected Process
(rectangle) shape on the right and another connected Decision (diamond) shape at
Figure 10: More shapes added to the flowchart
- As you can see within Figure 10, above – there are two options emanating
from the “Are you happy?” decision shape. Decision shapes typically have more than one output
emanating from them so as to create a decision – in this case, the decision will be
based on whether the answer to the “Are you happy?” question is Yes or
No. We therefore need to identify the two emanating connectors as Yes
or No to make this flowchart sequence logical. To do that, you need to place text boxes
with Yes and No captions next to the relevant connectors – this is
explained in our
Connectors within Flowcharts tutorial.
- Once you add Yes and No captions to your connectors, your
flowchart will look similar to the one shown in Figure 11, below.
Figure 11: Flowchart with Yes and No captions
- Continue adding flowchart shapes and link them with connectors. Finally, you will need to
add a "Stop" Terminator shape to complete your flowchart, as shown
in Figure 12, below.
Figure 12: Complete Flowchart
- Save your documents often!
Flowcharts in Microsoft Office 2011 for Mac
PowerPoint Keyboard Shortcuts and Sequences:
PowerPoint 2016, 2013, 2011, 2010, 2007 and 2003 for Windows
PowerPoint 2016 and 2011 for Mac
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