Hi. In this tutorial, we’ll go over how to make a Flow Chart in Excel. So, first, know that you can make a flow chart in other programs like
Word or PowerPoint using similar steps as here. The benefit of Excel is that you're not as limited by reaching the end of the page or
slide. And, by the way, if you enjoy this tutorial, don’t forget to Like the video and subscribe to the channel for even more tips.
In Excel, you can make Flowcharts using either SmartArt graphics or using Shapes. In this example, we’re going to be using Shapes.
So, you'll find Shapes in the Insert tab, in the Illustration section. Clicking on Shapes
will bring up all of the Shapes available, grouped into different sections. Including one for Flowcharts. These are, of course, the
shapes traditionally used in flow charts and typically will work the best. If you hover over each one, you'll
see a brief description of what that shape typically represents in the flow chart.
However, know that you can actually use any of these shapes available in your flowcharts. Typically, in flowcharts the first step is just
your starting point. So, let's insert that. We'll use this rectangle-like shape with the rounded corners. We'll select that and just draw it out.
And then, we'll right-click,
select Edit Text and type "Start" for our starting point. Then we'll want to format it. I'll go back to Home for that.
And we'll center it, bold it and make the font a little bit bigger.
So now we're ready to insert our first step. So, back in the Shapes section, I'm going to use a
traditional Process Step shape for this one. So, we'll use that rectangle.
And just draw that in.
And we'll call this "Step 1." And, this time, I'm going to click on the Start, go back to Home and just use the Format Painter to format "Step
1." Next, we need to connect these with an arrow. Move that over a little bit. Back in the Insert menu, in the Shapes, there's all of these
Lines to choose from. For this, I'm going to select this Line Arrow. And, when I select it, notice how my cursor now is in a sort of cross
shape. And this Start step now has these dots highlighted on it. When that happens, I'm able to connect the
Line to those dots which are connecting points. We'll place our line there and then drag it over to a connecting point in Step 1. And when
I do that, notice that these dots now have a different color. Mine are green. I've seen these in different colors in other computers. It just
depends what your settings are. So, when they're connected, these 2 steps, it gives us the ability to move the steps around without
losing the flow of that connection. So, take a look what happens with Step 1 - I can move it around and it's still connected
with the starting point. So, we'll just put that back. So, let's say before Step 2, we have to make a decision. Following the same process,
but this time I'm going to select this diamond shape for a decision so that it's visibly clear that a choice has to be made here.
We'll draw this in here.
And, then in the, text we'll just type "Yes or No?"
And, highlighting either of those boxes, I'm just going to go back to Format Painter
to copy over the formatting. We'll make this a little bit bigger so we can see all of it.
And then, from here, we can insert our Step 2. So, actually, because I know I want to use this
same shape, I'm just going to copy Step 1 over,
paste it and drag it to where I want it to be. And we'll change this to "Step 2a" for the response. We'll copy this again, paste it, bring
it down here as another option. And this will be 2b. And we'll add
connectors here as well.
We'll use these arrows.
We'll need to insert one more arrow.
Whoops! I'm going to need one more between Step 1 and the Decision.
So as you to continue to enter steps, you may want to format this differently so that it's easier to follow. So, one of the things that we'll do is
align these so that these arrows are straight and not slanted like they are here. So, we can go to the Format tab in the Drawing Tools
menu. And, in Arrange, there's a drop down for Align. So, if we Align Top, this will align all of our shapes to the top. So we click that. And
you notice how they're still a little bit off? That's because they're not the same height.
So, if you go to align top to bottom, it's good to have your shapes be the same or close to similar height. And, likewise, if you want to
align left to right, it'll be good to have them the same width. So, we'll make these 0.8.
And now, when we click Align..Align Top, they all straight out. Likewise, we can Align these to be centered by going to Align Center. So,
to format the styling in each of the steps, once you select each step or an arrow, you see that you continue getting the Drawing Tools /
Format menu. So, we'll start with the steps. The starting step - it would be good for that to be a different color. So, let's pick, maybe an
orange for that. And then, the steps - each one. I'll select all of them. Let's keep that in blue. So, we'll go with this gradient blue. And,
the Decision - I want my Decisions to standout a little bit more. So, we'll make that a green. And another thing you can do, also, is
click on this little arrow to get your Format Shape (box). And, here, you can specify more what kind of gradient you would like to set up,
if you want a different pattern, if you want to add Glows, or Shadowing, etc. We can do the same thing with the Arrows. So, we'll select all
the arrows,
and you can come here to the Shape Styles and choose one of the preset Arrows and, maybe in this case, we'll go with this nice, thick
one.
If you come here, to the Format Shape box, you have additional options -
on the width, of making it thicker or thinner as well - you can do that up here too. Then, you can also change
things such as your Arrow types. So, perhaps you don't want an arrow, maybe you want to use a dot.
And notice how now this changed to dots. But, they're not quite, I think, as easy to see as the arrows. So, we'll actually go back to Arrow for
that. You can select the size...you have just other formatting options you can select from here.
Another thing you can do - and, actually, looking at this, I forgot to add which one was Yes and which one was No. So,
this way is Yes and this way is No. But, another thing you can do is, let's say Step 2b is chosen and we need that to go elsewhere.
You can add a hyperlink to this shape and go somewhere else. So, in the Insert menu, select Link and, from here, you can choose an
existing web page, a new document, an email address... In this case we can just link it to Sheet number 2 - and if you have instructions
or more information there, someone can just click over to that. So, I hope you enjoyed this tutorial on
how to make a Flow Chart in Microsoft Excel.
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