When you represent a process graphically, this is called a flowchart. A symbol represents each step in a flowchart, and the connecting arrows show the flow.
A simple flowchart follows certain rules:
- An oval represents a terminal point and indicates the beginning or ending of a process.
- A hexagon represents preparation and indicates the preparatory stage in a process.
- A rectangle represents a process and indicates the main steps.
- A diamond represents a decision and indicates inflection points in the process.
- Arrows connect all the above and shows the general flow.
2 ways to create a FlowChart in Powerpoint
- Use shapes
- Use SmartArt with pre-built images
We will explain both methods in easy, step-by-step instructions.
Let us begin.
Method #1: Create a Flowchart Using Shapes
This is a creative method that uses free-form shapes to create a flowchart.
Step #1: Open a PowerPoint Presentation
Open an existing presentation or a new one.
Navigate to the slide where you would like to show your flowchart.
Step #2: Name your flowchart
Click on Click to add title and change it to a suitable title.
Change the fonts if you so wish.
Click on Click to add subtitle and change it to a suitable subtitle.
Change the fonts if you so wish.
Use the handles on the edges, indicated in red below, to position and size the title and subtitle.
Step #3: Add an Oval Shape
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Flowchart, click on the Flowchart: Terminator icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Position the cross on the slide where you want your shape to appear.
Click and drag the cross diagonally down to form an oval shape.
Use the handles on the edges, indicated in red below, to reposition and resize the shape.
Step #4: Add a Hexagon Shape
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Flowchart, click on the Flowchart: Preparation icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Position the cross on the slide where you want your shape to appear.
Click and drag the cross diagonally down to form a hexagonal shape.
Use the handles on the edges, indicated in red below, to reposition and resize the shape.
Step #5: Add a Diamond Shape
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Flowchart, click on the Flowchart: Decision icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Position the cross on the slide where you want your shape to appear.
Click and drag the cross diagonally down to form a diamond shape.
Use the handles on the edges, indicated in red below, to reposition and resize the shape.
Step #5: Add a Rectangular Shape
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Flowchart, click on the Flowchart: Process icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Position the cross on the slide where you want your shape to appear.
Click and drag the cross diagonally down to form a rectangular shape.
Use the handles on the edges, indicated in red below, to reposition and resize the shape.
Step #6: Make Copies of Shapes
Click on a shape to select it.
Press CTRL and C on your keyboard to copy the selected shape.
Press CTRL and V on your keyboard to place a copy of the shape in the slide.
Use the handles on the edges, indicated in red below, to reposition and resize the shape.
Repeat Step #6 for other shapes as well.
Step #7: Add Text
Double-click inside a shape.
Enter the appropriate text.
Use handles on the edges, indicated below, to resize the shape to fit the text.
Repeat Step #7 for all shapes.
Step #8: Add Arrows
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Lines, click on the Line: Arrow icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Hover the cross over a shape.
Endpoints will appear in the shape.
Click on an appropriate endpoint and drag the cross to the neighboring shape.
An arrow will appear between the shapes.
The menu ribbon will change to Shape Format.
If the arrow is not in the right direction, you can change this in the Shape Format menu.
In the section Insert Shapes, click on the Line Arrow.
Tip: Hover with your mouse over each icon to reveal their names.
Draw arrows between the other shapes as well.
Step #9: Add Decisions
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Basic Shapes, click on the Text Box icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Position the cross on the slide where you want your shape to appear.
Click and drag diagonally downwards to form a box.
Type Yes or No inside the text box.
Use the handles on the edges, indicated in red below, to reposition and reshape the box.
Repeat Step #9 for other decisions.
Finally, the generic flowchart using shapes is ready.
Method #2: Create a Flowchart Using SmartArt
This method is more restrictive as it uses pre-built images from SmartArt, but it is quicker.
Step #1: Open a PowerPoint Presentation
Open an existing presentation or a new one.
Navigate to the slide where you would like to show your flowchart.
Step #2: Create a Title for the Flowchart
Click on Click to add title and change it to a suitable title.
Change the fonts if you so wish.
Click on Click to add subtitle and change it to a suitable subtitle.
Change the fonts if you so wish.
Use the handles on the edges, indicated in red below, to position and size the title and subtitle.
Step #3: Add a Prebuilt Image
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the SmartArt icon.
This will open the SmartArt Graphic dialog box.
The left pane shows the groups of pre-built graphics available.
The central pane shows the pre-built graphics available within a group.
The right pane shows the image of the graphic you select in the central pane.
Click on the Process tab in the left pane.
In the middle pane, a few pre-built graphics will appear for processes.
Select the Basic Bending Process icon.
You can also select any other process graphic suitable for your flowchart.
Click on the OK tab at the bottom.
The Basic Bending Process graphic appears on your slide.
Step #4: Add More Shapes
Right-click on a shape border to open a menu.
Click on the arrow next to Add Shape.
This opens another menu offering two choices:
- Add Shape After — adds a new shape to follow the one selected.
- Add Shape Before — adds a new shape to precede the one selected.
Depending on your needs, select one of the choices to add a new shape.
Note: while adding shapes, the entire diagram may become jumbled up.
Rearrange the shapes using their handles.
Step #5: Change the Text
Click on an empty space within the shapes to select them.
Click on the left arrow on the left side of the page.
This opens the text editing box on the left.
Change each [Text] suitably.
The flowchart now looks like this:
Step #6: Add Missing Arrows
Click and select one of the arrows.
Right-click to open a menu.
Click on the Copy icon.
Right-click on the same arrow to open a menu.
Click on the Picture (U) icon under Paste Options.
Paste the copied Arrow where needed.
Use handles on the edges, indicated in red below, to reposition, rotate, and resize the new arrow.
Step #7: Change the Shapes
Click on the Start shape to select it.
Right-click on the shape to open a menu.
Hover over Change Shape to open the Shapes menu.
Under Flowchart, click on the Flowchart: Terminator icon.
Tip: Hover with your mouse over each icon to reveal their names.
The Start shape will change to a Terminator shape.
Repeat Step #7 to change the other shapes suitably as well.
Step #8: Add Decisions
In the top menu bar, click on the Insert tab to change the ribbon.
In the section Illustrations, click on the Shapes icon.
This will open a menu.
Under Basic Shapes, click on the Text Box icon.
Tip: Hover with your mouse over each icon to reveal their names.
Once you click on the icon, the window will close and your cursor will change to a cross.
Position the cross on the slide where you want your shape to appear.
Click and drag diagonally downwards to form a box.
Type Yes or No inside the text box.
Use the handles on the edges, indicated in red below, to reposition and reshape the box.
Repeat Step #8 for other decisions.
Finally, the generic flowchart using pre-built images is ready.
Conclusion
We have shown you two easy and fun methods of creating flowcharts in PowerPoint. Use the method most suitable for your needs.