Flowcharts are a great tool for breaking down complicated processes into a more understandable set of concepts. Creating a successful one means finding the right balance between the information you want to convey and the simplicity with which you present it. Follow this guide to make flowcharts using Excel and Word.
Steps
Method 1 of 3: Create the Concept
Step 1. Write down your core concepts
The key to a flowchart's success is its readability. Make sure that the concepts you believe are fundamental are clearly stated, and that the progression from one concept to another is explained in simple steps.
Make sure you plan a well-defined end point for your diagram. This will help make it easier to interpret
Step 2. Decide whether to adopt a standard or columnar format
A standard flowchart breaks down the process based on key concepts and required actions. If you have more than one group involved in the process described by the diagram, a columnar format can help highlight who has to do what. Each step of the flowchart is placed in the column relating to the group responsible for completing the task (Marketing, Sales Department, Human Resources, etc.).
- Columns are usually structured vertically or horizontally. The starting point is the upper left corner of the diagram.
- Columns can be difficult to design if you have more than one concept that needs to move back and forth between sections. This leads to confusing diagrams.
Step 3. Design your flowchart
Before you start making your diagram using software, sketch it out on a piece of paper. Put your starting concept on top, and expand the diagram below.
- Most flowcharts are based on a binary principle. At points in the process where there may be variations, the reader is confronted with a Yes / No question. The answer then guides the reader to the appropriate concept.
- Use different shapes to represent different types of concepts or decisions. Adding visual cues will help with reading and understanding.
Step 4. Separate complex processes
If areas of your flowchart become too dense, separate the subordinate processes into a new flowchart. Add a sub-process reference frame in the original diagram, and redirect the reader, via the expanded section, when it gets there.
Method 2 of 3: Create a Flow Chart in Excel
Step 1. Create a grid
The default Excel worksheets have cells that are wider than they are tall. To create a smooth flowchart, you will want to set the cells to be square. To do this, click the "Select All Cells" button located in the upper left corner of the worksheet.
- Right-click on any column caption and select "Column Width" from the menu. Enter 2.14 in the field and press "Enter". This will make all cells perfect squares.
- Select "Snap to Grid" from the Align menu on the Layout or Page Layout tab. This will make all the objects you create fit their dimensions to those of the grid, helping you to create smooth shapes.
Step 2. Set your margins
If you're going to export your spreadsheet to Word or another program, you'll want to make sure the margins are aligned. Use the "Margins" menu in the Layout or Page Layout tab to set margins compatible with the software you want to export the spreadsheet to.
You can set the document orientation (vertical or horizontal) from the relative menu in the Layout tab. Flowcharts that run from left to right should be oriented horizontally
Step 3. Create the shapes
Click on the "Insert" tab and select the "Shapes" menu. Select the shape you want to create, and then draw the box size with your mouse. Once the shape has been created, you can change its color and outline style with the tools on the "Format" tab that opens.
Step 4. Add the text
To add text, click in the center of the shape and start typing. On the Home tab, you can change the font and style of the text. Keep your text short and point straight to the concept, making sure it's easily readable.
Step 5. Connect the shapes
Open the "Shapes" menu from the "Insert" tab. Choose the line style that best suits your needs. Move your mouse to the first shape. Red squares will appear on the edges indicating where the lines can join.
- Start the line on the red dot and bring it up to the second shape.
- Red dots will appear on the second shape. End the line at one of these points.
- The shapes are now connected. By moving one, the connection line will remain, adjusting its angle.
- Add comments to the joining lines with a "Text Box", available on the "Insert" tab.
Step 6. Download a Template
If you don't want to create a flowchart from scratch, you have a large variety of Excel templates and wizards available online, for free or for a fee. Many of these already do most of the work needed to create a diagram.
Method 3 of 3: Create a Flow Chart in Word
Step 1. Insert a drawing area
The easiest way to create a flowchart in Word starts with creating a canvas. A drawing area gives you more freedom to work with shapes, and enables functions not normally available, such as creating connecting lines.
Click on the "Insert" tab. Select the "Shapes" menu, and then click "New Design Area" at the bottom of the list. The dashed outline of your drawing area will appear in your document. You can set the size of this area by adjusting the corners
Step 2. Enable the grid
Using a grid allows you to create uniform figures. To enable it, select the drawing area by clicking on it. On the "Format" tab, click "Align" and then "Grid Settings". Check the boxes to view the grid and lock objects.
Step 3. Create the shapes
With the drawing area activated, select the "Insert" tab and click on the "Shapes" menu. Select the shape you want to add. Use the mouse to draw the shape of the desired size. Once created, you can change its color and outline style with the tools on the "Format" tab that opens.
Step 4. Add the text
To add text to a shape in Word 2007, click on it with the right mouse button and select the "Add text" option from the menu. In Word 2012/2013, simply click on it and start typing. In the "Home" tab you can change the font and style of the text.
Step 5. Connect the shapes
Open the "Shapes" menu from the "Insert" tab. Choose the line style that best suits your needs. Move your mouse to the first shape. Red squares will appear on the edges indicating where the lines can join.
- Start the line on the red dot and bring it up to the second shape.
- Red dots will appear on the second shape. End the line at one of these points.
- The shapes are now connected. By moving one, the connection line will remain, adjusting its angle.
- Add comments to the joining lines with a "Text Box", available on the "Insert" tab.
