Excel Flowchart (Table of Contents)
Flowchart in Excel
Flow Chart is used to create a flow of any process from start to end. Flow Chart in Excel can be created by using different shapes available in the Insert menu’s Shape option. Every flow chart starts and ends with the Rectangle and the directions or flow of data is represented by a one-directional arrow. If there is any process or function happening then that we usually show with Diamond shape. Every shape has a different meaning when we use them in Flow Chart. Always give a name to each step and shape to make it more meaningful.
How to Create a Flowchart in Excel?
Excel provides the in-built shapes or symbols through which we will do some preliminary formatting and manual adjustments while creating a flowchart in excel.
It includes the below steps for creation.
Format a Grid
Although this step is an option, if you follow this step, then it will help us to create uniform shapes size easier.
Through this step, we change the column width for all the columns to be equal to the default row height which helps us to create all shapes more uniform.
For this follow below steps:
Step 1 – Select all the cells in the spreadsheet by clicking on the box on the extreme upper left corner
Step 2 – Right-click on any column heading and it will open a drop-down list of items. Click on Column Width.
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Step 3 – By default, its showing 8.43. Change this to 2.14 which is equal to 20 pixels. Click on OK.
Enable Span
This process helps to resize shapes and easy to place on the grid. For this follow below steps:
Step 1 – Go to the Page Layout tab. Click on Align option under Arrange section as shown in the below screenshot.
Step 2 – It will open a drop-down list. Click on Snap to Grid option from the list.
Set the Page Layout setting
It is required to set up the page layout for a flowchart so that you know your boundaries before creating the flowchart in excel.
Click on the page layout tab and set the Margins, Orientation and Size options under Page Setup to change the settings. Refer below screenshot.
Add Shapes to a flowchart in Excel
Follow the below steps to add the first shape to your excel flowchart:
Step 1 – Go to INSERT tab. Click on Shapes option under the Illustrations section. It will open a drop-down list of various sections having a different style of options. Refer below screenshot.
Step 2 – Click on any shape under Flowchart section and drag it on the worksheet. We are dragging the rectangle on the worksheet which refers to the process stage.
- As we have enabled the Snap to Grid option, this shape automatically snaps the gridlines when you draw it.
Add more flowchart shapes in excel
After drawing the first shape on your worksheet, an additional FORMAT tab opens as shown in the below screenshot.
You can create more shapes using a drop down under the Insert Shapes section.
You can write the text inside the shape after clicking inside the shape area.
Add Connector lines between shapes
Once you have created more than one shapes on the worksheet, you need to add those shapes with a connecting line. For this follow below steps:
Step 1 – Go to INSERT tab and click on Shapes option under Illustrations section or Go to new Format tab and click on Insert Shapes drop down. Choose the line which you want to use as a connector between shapes. Refer below screenshot.
Step 2 – After clicking on the line symbol, a plus icon will appear on the worksheet. Now click on the first shape which you want to connect and click on the connection point from where you want the line to start and drag that line to the next shape and release the mouse when the connector establishes well between the shapes.
Step 3 – You can format the line connector and add text also as shown in the below screenshot.
Step 4 – Now we add more shapes with connecting lines as shown in the below screenshot.
For making notes in Excel Flowchart
You can use Callout for making notes and it looks different in appearance. For this follow below steps:
- Go to INSERT tab and click on Shapes option or go to new FORMAT tab. Click on any shape under Callout section as shown in the below screenshot.
Drag the callout on the worksheet and place it at the desired position. Add text to it as we did in the above screenshot.
Formatting of the flowchart in excel
You can format the shapes, connecting lines, text, etc. of the flowchart. Follow the below steps for this:
- Select all the shapes together by using the SHIFT key and click on FORMAT tab. Click on the drop-down arrow under Shape Styles section as shown in the below screenshot.
- It will open a list of various options. Choose any of them as per the requirement and it will add the theme to the shape.
- The same way you can format the connecting lines and texts.
- You can align the text by using Alignment and format the text by using Font under the HOME tab.
Things to Remember About Excel Flowchart
- While choosing the Theme on the Page Layout tab and changing the Margins, Orientation and Size, it will not only change the fonts and color themes but also changes the height and column width which can change the shapes which are available on that page.
- You can also draw a flowchart in excel by using Smart ART option available under the Illustration section in the INSERT tab.
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