Excel can be used to create a basic flowchart with built-in shapes, connectors, alignment tools, and SmartArt. This guide explains both methods step by step, including how to format, share, and export the result. It also explains when Excel is sufficient and when a dedicated flowchart tool is more practical for complex processes, ownership, handoffs, review context, and ongoing maintenance.
What is a Flowchart?
A flowchart represents the steps, decisions, and direction of a process or workflow. Common flowchart symbols include rectangles for actions, diamonds for decisions, ovals for start or end points, parallelograms for input or output, and arrows for flow direction. Different types of flowcharts emphasize process sequence, responsibility, decisions, or system activity.
The instructions below align with current Microsoft guidance for creating a flowchart with SmartArt and co-authoring an Excel workbook. Menu names and behavior can differ across Excel for Microsoft 365, Excel for the web, Mac, perpetual desktop releases, storage locations, and file formats. Verify the steps in the platform used by the audience.
SmartArt is the quicker, limited method for simple linear sequences. Use Shapes and true connectors for labeled decisions, loops, and custom branching; SmartArt is not equivalent to a semantic decision flowchart.
How to Make a Flowchart in Excel
Method 1: Using Basic Shapes
Step 1: Set Up Your Excel Workbook
- Open Excel: Launch Microsoft Excel and open a blank workbook.
- Adjust the Grid (Optional): Use the Select All button at the top-left of the worksheet, then adjust column widths and row heights to create a convenient visual grid. Excel measures width and height differently, so adjust them separately rather than entering the same value.
- Enable Snap to Grid: Turn on Gridlines from the View tab. Then select a shape and use Shape Format > Align > Snap to Grid for easier alignment.
Step 2: Insert Flowchart Shapes
- Access Shapes: Navigate to Insert > Illustrations > Shapes. Under “Flowchart,” you’ll find common symbols like Process, Decision, and Terminator.
- Draw Shapes: Click on a shape, then click and drag on the worksheet to draw it. Repeat for each step of the process.
- Add Text: Select a shape and start typing. Keep labels concise and action-oriented.
Step 3: Connect Shapes with Arrows
- Insert Connectors: Go to Insert > Shapes > Lines and choose a connector. Attach each endpoint to a connection point on a shape so the line remains connected when a shape moves.
- Check Flow Direction: Add arrowheads where needed and label decision branches so readers can follow each route.
Step 4: Format Your Flowchart
- Customize Shapes: Right-click on a shape and choose “Format Shape” to change the fill color, outline, and text style.
- Adjust Connector Styles: Click on connectors to modify their color, thickness, or arrow style.
- Use alignment and snap options: Under Shape Format > Align, use alignment, distribution, Snap to Grid, or Snap to Shape options to position objects consistently.
Step 5: Group and Finalize
- Group Elements: Select all the shapes and connectors, right-click, and choose “Group” to combine them. This helps in moving the entire flowchart easily.
- Review Layout: Ensure the flowchart is logically structured and all elements are clearly connected.
Method 2: Using SmartArt
Step 1: Set Up Your Excel Workbook
- Open Excel: Launch Microsoft Excel and open a blank workbook.
- Adjust the Grid (Optional): For better alignment, you can adjust column widths to match row heights, though SmartArt will auto-align shapes.
- Enable Snap to Grid (Optional): Go to View > Show and enable Gridlines if you prefer visual alignment guidance.
Step 2: Insert SmartArt for the Flowchart
- Access SmartArt: Navigate to Insert > Illustrations > SmartArt.
- Choose a Flowchart Layout: In the Choose a SmartArt Graphic dialog:
- Select Process from the left panel.
- Pick a layout suitable for your process (like Basic Process, Vertical Chevron List, or Horizontal Process).
- Click OK to insert it.
Step 3: Add Text and Modify Shapes
- Add Text: Click inside each shape to type process steps. Alternatively, use the text pane (visible next to the SmartArt or accessible via the arrow icon) to input text.
- Add or Remove Shapes:
- To add a shape, select an existing shape, go to the SmartArt Design tab, and click Add Shape to insert it before, after, above, or below.
- To remove a shape, select it and press Delete.
- Rearrange Shapes: Use the Text pane or the Move Up and Move Down commands on the SmartArt Design tab to change the order supported by the selected layout.
Step 4: Connect and Format the Flowchart
- Connectors: SmartArt automatically connects shapes based on the chosen layout. Adjust the layout if connections aren’t as desired.
- Customize Appearance:
- Use the SmartArt Design tab to change the layout, styles, or colors.
- Use the Format tab to further customize shapes, text, and outlines (like adjusting fill color, outline thickness, or text styles).
- Review the Layout: SmartArt controls the arrangement according to the selected layout. Change the SmartArt layout if the sequence or hierarchy does not match the process.
Step 5: Group and Finalize
- Review the Sequence: Confirm that every step and decision appears in the correct order and that the selected SmartArt layout communicates the intended flow.
- Finalize the Graphic: Adjust its size, colors, text, and overall placement. If the process requires freely routed branches or exceptions, use individual shapes and connectors instead of forcing them into a SmartArt layout.
Tips to Enhance Your Flowchart in Excel
- Use Consistent Colors: Apply a color scheme for process, decision, and terminator shapes for better readability.
- Add Legends: If your flowchart is complex, include a legend to explain symbols and colors.
- Align and Distribute Shapes: Use the “Align” and “Distribute” options under the “Shape Format” tab for a neat layout.
- Utilize Templates: If you frequently create flowcharts, consider setting up a template for consistency.
Saving and Sharing Your Excel Flowchart
- Save the File: Go to File > Save As and choose your desired file format (XLSX, PDF, etc.).
- Copy as a Picture: Select the grouped flowchart, then use Home > Copy > Copy as Picture. Paste it into another document or an image editor if you need a separate image file.
- Share for Co-authoring: Save a supported workbook format to OneDrive or SharePoint Online and share edit access. Co-authoring availability depends on the Excel version, file format, storage location, and account.
Applications of Flowcharts in Excel
Business Process Documentation: Use flowcharts to create business process charts for documenting workflows like client onboarding, procurement, and internal operations, aiding in training and standardization.
Project Workflows: Visualize the sequence of project activities, reviews, decisions, and handoffs. Use a timeline or Gantt chart when dates and durations are the primary focus.
Decision Analysis: Outline decision-making processes, such as selecting vendors during procurement or assessing lead qualification in lead generation strategies.
Data Analysis Workflows: Represent data processing steps, from initial data collection to final analysis, ensuring clarity in processes like client onboarding evaluations or market research.
Software Development: Design logic flows and system processes, mapping out decision paths for lead generation systems or procurement automation.
Limitations of Creating Flowcharts in Excel
Excel is convenient for basic diagrams, but several limitations become more noticeable as a flowchart grows:
Manual Diagram Maintenance: Connectors can stay attached to shapes and Excel provides alignment and snap options, but users still manage branching layouts, spacing, and rerouting largely by hand.
Spreadsheet-Centered Workflow: Excel offers extensive shape formatting, but it is not organized around dedicated flowchart notation, reusable process properties, or linked subprocess documentation.
Conditional Co-authoring: Supported Microsoft 365 versions can co-author workbooks stored on OneDrive or SharePoint Online. However, the experience is workbook-focused rather than designed for contextual diagram reviews and process maintenance.
Extra Export Steps: Excel can save or print a workbook as PDF and copy selected objects as a picture, but producing reusable diagram files requires more steps than in a dedicated diagramming tool.
Constrained Layout Assistance: SmartArt provides predefined layouts, while freely arranged shapes require more manual upkeep when steps, decisions, or exception paths change.
Helpful Resources
Collaborative flowchart software to map processes, visualize user flows and workflows, and document processes
This flowchart tutorial will teach you all you need to know about flowcharts.
This guide will walk you through everything you need to know about flowchart symbols, their usage, best practices, and common mistakes.
What is the Easiest Way to Create a Flowchart?
The easiest method depends on the diagram. Excel is adequate for a short flowchart that belongs inside a workbook. For a larger or frequently updated process, Creately’s flowchart software provides dedicated templates, connected shapes, layout assistance, and diagram-focused collaboration.
When a Dedicated Flowchart Tool Is More Suitable
Dedicated Flowchart Tools: Creately’s flowchart software includes standard symbols, editable templates, Quick Create, smart connectors, and automatic layout assistance.
AI-Assisted First Drafts: Creately’s AI Flowchart Maker turns a plain-language process description into an editable draft. Teams should verify its steps, branches, labels, and exceptions before using it as process documentation.
Collaborative Review: Real-time editing, comments, and @mentions let stakeholders discuss corrections on the shared diagram without implying a formal approval system.
Connected Process Context: Add owners, notes, links, files, and structured properties to relevant steps. Linked subprocesses can keep detailed flows connected to a higher-level map.
Living Documentation: Assign responsibility for updates and retain the supporting context alongside the flowchart so teams can review handoffs and keep the documented process current.
Reusable Templates and Exports: Adapt ready-made flowchart templates and export completed diagrams in supported formats such as PDF, PNG, and SVG.
Creately’s Ready-Made Flowchart Templates
Each template is editable and can be adapted to a business process, system flow, or project workflow. Verify the sequence, decisions, owners, handoffs, and exception paths before treating a customized template as the current process.
Check out our Flowchart Templates for inspiration and ready-made designs to kickstart your diagramming process.
This video guide walks you through the step-by-step process for crafting professional flowcharts in Creately.
Conclusion
Excel offers a practical way to create a small flowchart inside a familiar workbook. Use individual shapes for flexible routing or SmartArt for a constrained predefined layout. When the diagram must support frequent changes, accountable ownership, stakeholder feedback, connected documentation, or linked subprocesses, a dedicated flowchart workspace is easier to maintain.
