Citation: 'Help Release Beta'


Microsoft Organization Chart Help Index
Microsoft® Organization Chart Help Index

To select a topic, click the topic with the mouse pointer. For more information on using Help, press F1. To return to this topic, select the Contents button in the top left area of the help window.

Creating and updating charts

Menu commands and icons

Mouse and keyboard

Customizing Microsoft Organization Chart

Importing and exporting

Object Linking and Embedding

Obtaining more org charting power


Creating and updating charts

The following topics give you information about working with charts and their contents. To find out about working with Microsoft Organization Chart independently of any particular chart, see Customizing Microsoft Organization Chart.

Basic chart operations

Working with boxes and lines

Working with text

Working with pictures


Basic chart operations

The following topics give you information about working with a chart as a whole. To find out about working with individual elements within a chart, click the Back button and choose a different topic.

Creating a new chart

Opening and closing charts

Saving a chart

Other chart operations


Creating a new chart

The New command (File menu) creates a new chart. When you open a new chart, Microsoft Organization Chart displays one of two chart templates, either a single box or a chart containing four boxes. You can type over the field labels in each box to enter information about people, and you can add as many other boxes as you need to. Although the boxes have specific field labels in them, you can enter any type of information you wish into each of the fields. The field names are only place holders.

To create a new chart

1	Choose New from the File menu (ALT, F, N).

2	Microsoft Organization Chart displays a chart template.

  One-box chart template

     Four-box chart template

You can control which of the two templates appears by using the Options dialog box. With this dialog box you can also create your own custom one-box chart template. The Options dialog box is on the Edit menu.

See Also

Changing the options


Opening and closing charts

The Open command (File menu) displays the Open Chart dialog box. Use the Open Chart dialog box to retrieve a chart from disk and display it in the window.

Note   You can have up to 4 charts open at the same time, if your memory allows.

With the Open Chart dialog box, you can

•	Change directories or drives by choosing a directory or drive from the Folders list.

•	Open a Microsoft Organization Chart file by clicking the file name in the Files list, then clicking the Open button, or simply by double-clicking the file name.

•	Open a file created by another application by choosing a file format from the File Format pull-down menu, then finding and opening the file created by the other application.

The Close command (File menu) closes the current (active) chart without exiting from Microsoft Organization Chart. You can also press Ctrl+W. Microsoft Organization Chart warns you if the chart you want to close has not been saved, and gives you an opportunity to save it.


Summary of Space-Saving Operations

The following table summarizes the things you can do to reduce the size of your chart.

Keep in mind that virtually everything you do affects either the width or height of the chart. With a few exceptions, changes that make the chart shorter also make it wider, while changes that make it narrower also make it taller. The goal is to find the optimum set of changes that produces the most compact chart.

To make your chart narrower

•	Use a vertical group style

To make your chart shorter

•	Use a horizontal group style

To make your chart narrower and shorter

•	Use smaller font sizes


Saving a chart

The Save command (File menu) saves the current (active) chart on your disk.

When you save a chart for the first time, Microsoft Organization Chart displays the Save As dialog box so that you can give the chart a name. From then on, the chart is always saved with that name unless you choose Save As from the File menu and rename the chart.

The Save As command (File menu) displays the Save Chart dialog box, from which you can

•	Save the current chart under a different name by typing the name and clicking the OK button.

•	Save the current chart with a different file format by choosing a format from the File Formats pull-down menu, then clicking the OK button.

•	Save to a different directory or disk by double-clicking the directory or drive name in the Folders list, then clicking the OK button.

Save your chart frequently! Your chart is not stored on your hard disk while you are working on it, but in the computer's electronic memory. If you should lose power while working on a chart, all the changes you made since you last saved the chart will be lost.

See Also

Importing and exporting


Other chart operations

Getting information about a chart

Summary of Space-Saving Operations

Moving the entire chart


Getting information about a chart

The Chart Info command (Help menu) displays basic information about your chart:

•	The number of boxes in your chart

•	The number of boxes currently selected

•	The level of the boxes currently selected

Note   If you have selected boxes at multiple levels, the Chart Info command will show the level of the first box you selected.

•	The group style of the boxes currently selected

The group styles are numbered from left to right, top to bottom. For example, the style in the second row, second column is group style 5. The assistant style is style 7, and the co-manager style is style 8.

All of the above information may be requested by technical support personnel when trouble-shooting problems over the telephone.

See Also

Selecting boxes and lines


Moving the entire chart

To move the entire chart up and down on the page

•	Drag the topmost box up or down.


Working with boxes and lines

Selecting boxes and lines

Creating and deleting boxes

Formatting boxes and lines

Copying the box setup

Moving boxes

Rearranging boxes

Other box and line operations


Selecting boxes and lines

The Select command on the Edit menu (ALT, E, S) displays a submenu from which you can select a variety of objects in your chart.

The Select Levels command on the Edit menu (ALT, E, V) displays a dialog box from which you can select all the boxes in a range of levels.

The topmost box in your chart is at level 1. The boxes reporting directly to it are at level 2. The boxes reporting to them are at level 3, and so on.

To select a single object (box or line)

•	Click it with the arrow pointer.

To select multiple objects

•	Shift+click the objects with the arrow pointer, or drag an outline around the objects.

To select all objects of the same type

•	Choose an item from the Select submenu of the Edit menu (ALT, E, S).

To select a group

•	Double-click any box in the group, or select a box in the group and press Ctrl+G.

To select the topmost box

•	Press Ctrl+Alt+B

To select a branch

•	Select the topmost box in the branch and press Ctrl+B.

To select all boxes in one or more levels

•	Choose Select Levels from the Edit menu (ALT, E, V) and type in the levels you want

To select the next box to the left

•	Press Ctrl+Left Arrow.

To select the next box to the right

•	Press Ctrl+Right Arrow.

To select the next box up

•	Press Ctrl+Up Arrow.

To select the next box down

•	Press Ctrl+Down Arrow.

To select all boxes

•	Choose All Boxes (Select submenu of Edit menu), or press Ctrl+A.

To remove a box, line, or other unwanted object from the selection

•	Shift+click the item.


Creating and deleting boxes

You create a new box by clicking on an existing box with a box tool. The box tools appear across the top of the chart window:

To create a box of any type

1	Click the tool for the type of box you want to create.

2	Click the box in the chart to which you want to attach the new box.

To create multiple boxes of the same type

1	Click the box tool multiple times.

2	Then click the box in your chart to which you want to attach the new boxes.

Alternatively, you can hold down the Shift key when you click the box tool. This activates the box tool so that you can create multiple boxes without having to click the box tool each time. When you have finished creating boxes, click the Selection Arrow tool (top left corner of the window) to deactivate the box tool.

To insert a box between subordinates and their manager

1	Select the boxes for which you want to create a new manager.

2	Then press the Ctrl key while you click the Manager box tool.

To convert a box from one type to another

•	Drag the box so that it attaches to another box as a co-worker or subordinate.

To delete a box

•	Select the box and press Backspace or Del.

See also

Working with the keyboard

Moving boxes


Formatting boxes and lines

Changing box borders

Creating box shadows

Changing box colors

Changing line thickness

Changing line styles

Changing line colors


Changing box borders

To change box border styles

1	Select the boxes whose border style you want to change.

2	Choose a border style from the Border Style submenu of the Boxes menu (ALT, B, B).

Click in the background of the chart to better see the effects of your change.

To change the box border color

1	Select the boxes whose border color you want to change.

2	Choose Border Color on the Boxes menu (ALT, B, L) and then choose a line color from the Border Color dialog box.

Click in the background of the chart to better see the effects of your change.

To change the box border line style

1	Select the boxes whose border line style you want to change.

2	Choose a line style from the Border Line Style submenu of the Boxes menu (ALT, B, Y).

Click in the background of the chart to better see the effects of your change.


Creating box shadows

To create or remove shadows from your boxes

1	Select the boxes for which you want to create, change, or remove shadows.

2	Choose a shadow from the Shadow submenu of the Boxes menu (ALT, B, W). To remove a shadow, choose None.

Click in the background of the chart to better see the effects of your change.


Changing box and box border colors

To change the color of a box

1	Select the boxes whose color you want to change.

2	Choose a color from the Color submenu of the Boxes menu (ALT, B, O).

To change the color of a box border

1	Select the boxes whose border color you want to change.

2	Choose Border Color on the Boxes menu (ALT, B, L), and then choose a color from the Border Color dialog box.

Note   To change the color of the chart background, choose Background Color on the Chart menu (ALT, C, B) and then choose a color.


Changing line thickness

To change the thickness of lines in your chart

1	Select the lines whose thickness you want to change.

2	Choose a thickness from the Thickness submenu of the Lines menu (ALT, L, T).

Note   Choosing None from the Thickness submenu hides the border or connecting line completely. Choosing Hairline produces the finest line your printer can draw.


Changing line styles

To change the style of lines in your chart

1	Select the lines whose style you want to change.

2	Choose a style from the Style submenu of the Lines menu (ALT, L, Y).


Changing line colors

To change the color of lines in your chart

1	Select the lines whose color you want to change.

2	Choose Color on the Boxes menu (ALT, L, C) and then choose a color in the Color dialog box.


Moving boxes

Moving boxes by cutting and pasting

Moving boxes between charts


Moving boxes by cutting and pasting

Cutting and pasting is a good way to gather boxes from scattered locations under a single manager.

To move boxes by cutting and pasting

1	If you do not have an arrow pointer, click the Selection Arrow tool, located in the top left area of the chart window.

2	Select the boxes you want to move.

3	Choose Cut from the Edit menu (ALT, E, T).

4	Select their new manager's box.

5	Choose Paste Boxes from the Edit menu (ALT, E, P).

The boxes are pasted as subordinates of the selected manager.


Moving boxes between charts

You can cut, copy, and paste to move or copy boxes from one chart to another. You can also cut and paste to split larger charts into multiple smaller charts, or merge smaller charts into a single, larger chart.

To move boxes between charts

1	Select the boxes you want to copy or move to another chart.

To select an entire branch, click the topmost box in the branch, then choose Branch from the Select submenu, located in the Edit menu. You can also press Ctrl+B.

2	Choose Cut (ALT, E, T) or Copy (ALT, E, C) from the Edit menu.

3	Open the chart to which you want to copy or move the boxes.

4	Select their new manager.

5	Choose Paste from the Edit menu (ALT, E, P).

Boxes are pasted as subordinates to the selected manager.


Rearranging boxes

The Styles menu icons let you change the arrangement of boxes in your chart.

The top set of styles in the Styles menu lets you change the arrangement of boxes in a group or subgroup. A group consists of all the boxes having the same manager. A subgroup is a grouping of boxes within a larger group. In the figure below, a, b, and c belong to the same subgroup; d, e and f belong to a separate subgroup. Boxes a, b, c, d, e, and f belong to the same group because they have the same manager.

The middle style in the Styles menu lets you create assistant boxes. In the diagram above, box g is an assistant box.

The bottom style in the Styles menu is to show co-managers. Co-managers are managers who share responsibility for the same group of subordinates.

To rearrange the boxes in a group

1	Select the group by clicking a box in the group and pressing Ctrl+G, or by double-clicking any box in the group.

2	Choose a group style from the Styles menu (ALT, S).

To create and arrange a subgroup

•	Select the boxes that you want to be in the subgroup and choose a group style.

To rearrange a subgroup

•	Select the subgroup and choose a group style.

To merge subgroups back into a single group

•	Select all the boxes in the subgroups and select a group style.

To create a co-manager relationship

•	Select the co-manager boxes, then choose the co-manager style.

To move boxes in your chart by dragging

1	If you don't have an arrow pointer, click the Selection arrow tool located in the top left corner of the window.

2	Decide which box will be the new co-worker or manager of the box you're moving.

3	Drag the box you want to move over its new co-worker or manager.

You must attach it to another box in your chart. You can't simply drop it next to another box because Microsoft Organization Chart doesn't know whether you want it to be a co-worker or subordinate of the box you drop it next to. Microsoft Organization Chart scrolls the window automatically as you drag, if necessary.

4	Move the pointer until the arrow points to where you want the box moved.

5	Release the mouse button.

Microsoft Organization Chart moves the box or boxes and reformats your chart automatically. If you make a mistake or don't like the result, choose Undo from the Edit menu immediately.


Other box and line operations

Creating custom boxes and lines


Creating custom boxes and lines

Microsoft Organization Chart has four special drawing tools for creating custom boxes and lines. Custom boxes and lines can appear anywhere in the chart background, but they are not part of the organizational structure. This means that if your chart changes, you may have to redraw or move your custom boxes and lines.

When you first begin working, these drawing tools are not displayed along with the other tools. To show them, choose Show Draw Tools from the View menu. The draw tools appear in the upper right corner of your window. To hide the tools when you are finished with them, choose Hide Draw Tools from the View menu.

Recommendation Create custom boxes and lines as a last step before printing your chart. This way you can avoid having to redraw or move custom boxes and lines.

See Also

Using the Perpendicular Line tool

Using the Diagonal Line tool

Using the Connecting Line tool

Using the Rectangle tool


Using the Perpendicular Line tool

The Perpendicular Line tool lets you draw vertical or horizontal lines that are not drawn automatically by Microsoft Organization Chart.

To use the Perpendicular Line tool

1	Click the Perpendicular Line tool.

2	Position the pointer over the exact place where you want to begin the line.

3	Press and hold the mouse button while you drag to where the line should end, then release the mouse button.

Drag up or down to create a vertical line, left or right to create a horizontal line.

You can change the thickness, style, or color of any line drawn with the Perpendicular Line tool by selecting the line, then choosing a line thickness, style, or color from the Lines menu.


Using the Diagonal Line tool

Use the Diagonal Line tool to draw diagonal lines in your chart. For example, you can use diagonal lines to create call-outs that direct the chart viewer's attention to some object in the chart, or to draw a polygon such as a diamond.

To use the Diagonal Line tool

1	Click the Diagonal Line tool.

2	Position the pointer over the exact place where you want to begin the line.

3	Press and hold the mouse button while you drag to where the line should end, then release the mouse button.

You can change the thickness, style, or color of any line drawn with the Diagonal Line tool by selecting the line, then choosing a line thickness, style, or color from the Lines menu.


Using the Connecting Line tool

Use the Connecting Line tool to draw a connecting line between two boxes in your chart. You might do this to show a dotted line relationship. You can only connect boxes that Microsoft Organization Chart draws automatically, not boxes drawn by hand with the Rectangle tool.

To use the Connecting Line tool

1	Click the Connecting Line tool.

2	Position the pointer over the edge of the box from which the line should extend.

3	Press and hold the mouse button while you drag the pointer over the edge of the box you want to connect the first box to, then release the mouse button.

The Connecting Line tool can draw lines with a maximum of four line segments. A line segment is a straight section of a connecting line--there are no right angles in a line segment. This is enough to connect any two sides of any two boxes in your chart.

Adjusting connecting lines

You may need to adjust connecting lines to prevent them from overlapping boxes in the chart. Overlapping may occur when you first create the line, or after Microsoft Organization Chart redraws the chart.

You can only adjust connecting lines that have three or more segments. If the line has one or two segments and needs adjusting, try deleting the line and redrawing it so that it comes out of and goes into different sides of the boxes you want to connect.

To adjust connecting lines

1	Position the pointer over the middle line segment.

2	Press and hold the mouse button while you drag the line segment left, right, up, or down.

3	Release the mouse button.

You can change the thickness, style, or color of any line drawn with the Connecting Line tool by selecting the line, then choosing a line thickness, style, or color from the Lines menu.


Using the Rectangle tool

The Rectangle tool lets you draw boxes that are not drawn automatically by Microsoft Organization Chart. Excluding the border, the boxes that you draw with Microsoft Organization Chart are transparent, unless you fill them with a color.

To use the Rectangle tool

1	Click the Rectangle tool.

2	Position the pointer over the exact place where you want the top left corner of the rectangle to appear.

3	Press and hold the mouse button while you drag to the opposite corner of the rectangle, then release the mouse button.

You can change the border, shadow, or color of a rectangle by selecting it, then choosing a border, shadow, or color from the Boxes menu. You can also change the line thickness, style, or color of a rectangle by selecting it and choosing a command from the Thickness, Style, or Color submenus (Lines menu).

Note   To select a rectangle drawn with the Rectangle tool, you must click its border.


Copying the box setup

The Copy Setup command (Edit menu) creates a copy of the box border, shadow, and color, as well as the text fonts for the current box and places it on the Clipboard. You can then paste that setup onto other boxes in your chart to give them the same setup.

To copy the setup

1	Select the box whose setup you want to copy.

2	Choose Copy Setup from the Edit menu (ALT, E, O).

3	Select the boxes to which you want to give the same setup.

4	Choose Paste Setup from the Edit menu (ALT, E, P).


Working with text

Entering and editing text

Formatting text


Entering and editing text

Entering text in boxes

Editing text in boxes

Creating text in the chart background

Creating chart titles


Entering text in boxes

To enter text into a box

1	Click the box whose information you want to enter.

2	Click a second time in the box.

You can also press Enter, or just start typing to enter information into the first field in the box.

3	Click on, or tab to, any other field for which you want to enter information, and then type the information.

You can also press Enter to move to the next field in the box.

See your Windows User's Guide for information about basic text editing.


Editing text in boxes

To edit text in a box

1	Click the box whose information you want to edit.

A text pointer appears when you position the mouse pointer over text in a selected box.

2	Click with the text pointer in the text you want to edit.

3	Edit the text.

See Also

Editing keys


Creating text in the chart background

Entering background text

Resizing background text

Drawing boxes around background text


Entering background text

To enter text into the chart background

1	Click the Text tool, located in the upper left corner of the chart window.

2	Click in the chart background where you want to enter the text.

3	Type the text.


Resizing background text

The text you type appears on a single line. You can reflow the text across multiple lines by resizing the area that the text occupies.

To resize the background text

1	Click the Selection Arrow tool, located in the upper left corner of the window.

2	Click the text you want to resize.

Handles (little black squares) appear at the four corners of the text area.

3	Drag the handles to resize the text area.

Microsoft Organization Chart rearranges the text to make it fit in the text area.


Drawing boxes around background text

To draw boxes around text in the chart background

1	Click the Selection Arrow tool in the upper left corner of the window.

2	Click the text around which you want to draw a box.

3	Choose a box border from the Border Style submenu of the Boxes menu (ALT, B, B).

Using items from the Boxes menu, you can also give boxes a color, a shadow, and a line style.

See Also

Formatting boxes and lines


Creating chart titles

When you open a new chart, the words "Chart Title" appear centered over the topmost box. This is the area where you type in your chart title.

To create a chart title

1	Scroll to the top of the page to see the words "Chart Title."

2	Click anywhere on "Chart Title" and type your own title. You will have to delete "Chart Title" manually.

You can also click and drag to highlight the words "Chart Title" and then start typing. If you highlight the words, you won't have to delete them manually.

3	Chart titles can be left aligned, right aligned, or centered. To change the alignment of your chart title, choose Left, Right, or Center from the Text menu (ALT, T, R), (ALT, T, L), (ALT, T, C) while the cursor is still on your chart title.

4	You can apply any font, style, or size to your chart title by choosing the Font command from the Text menu (ALT, T, F) while the cursor is still on your chart title.

Note   Although you can enter text anywhere in the background of your chart, the title area is special:

The title area expands and contracts as your chart expands and contracts, so the location of the title in relation to your chart always stays the same.

The title area and your chart cannot be closer than a certain fixed distance, so they will never overlap.

If you do not change the words "Chart Title," they will not print in your chart. The title only prints when you type in something different than "Chart Title."


Formatting text

Changing the text characteristics (fonts, sizes, etc.)

Aligning text


Changing the text characteristics (fonts, sizes, etc.)

Changing text fonts

Changing text size

Changing text color

Changing text styles (bold, italics, etc.)


Changing text fonts

To change the font of any text in your chart

1	Select the text, then choose the Font command from the Text menu (ALT, T, F) to bring up the Font dialog box.

2	Select a font from the Font list in the dialog box.

You can save a lot of time if you first select all the text you want to change--everywhere in the chart--then choose a font:

To select all the text in a box

•	Click the box once.

To select all the text in multiple boxes

•	Shift+click the boxes, or drag an outline around them.


Changing text size

To change the size of any text in your chart

1	Select the text then choose the Font command from the Text menu (ALT, T, F) to bring up the Font dialog box.

2	Select a font size from the Size list.

You can save a lot of time if you first select all the text you want to change--everywhere in the chart--then choose a size.

To select all the text in a box

•	Click the box once.

To select all the text in multiple boxes

•	Shift+click the boxes, or drag an outline around them.


Changing text styles (bold, italics, etc.)

To change the style of any text in your chart

1	Select the text you wish to change, then choose the Font command from the Text menu (ALT, T, F) to bring up the Font dialog box.

2	Select a font style from the Style list.

You can save a lot of time if you first select all the text you want to change--everywhere in the chart--then choose a style.

To select all the text in a box

•	Click the box once.

To select all the text in multiple boxes

•	Shift+click the boxes, or drag an outline around them.


Changing text color

To change the color of text

•	Select the text, then choose Color from the Text menu (ALT, T, O).

You can save a lot of time if you first select all the text whose alignment you want to change--everywhere in the chart--then choose Color.

To select all the text in a box

•	Click the box once.

To select all the text in multiple boxes

•	Shift+click the boxes, or drag an outline around them.


Aligning text

To change the alignment of text

•	Select the text, then choose Left, Right, or Center from the Text menu (ALT, T, L), (ALT, T, R), (ALT, T, C).

You can save a lot of time if you first select all the text whose alignment you want to change--everywhere in the chart--then choose Left, Right, or Center.

To select all the text in a box

•	Click the box once.

To select all the text in multiple boxes

•	Shift+click the boxes, or drag an outline around them.


Working with pictures

You can place pictures in the chart background, for example, a company logo. However, you must first create the picture in another application and then copy it to the Clipboard. The following topics will give you more detailed information.

Placing pictures in the chart background

Resizing pictures


Placing pictures in the chart background

To place a picture in the background of your chart

1	In another application, copy your picture to the Clipboard.

2	In Microsoft Organization Chart, click in the background of your chart.

3	Choose Paste Bitmap from the Edit menu (ALT, E, P).

Microsoft Organization Chart pastes the picture into your chart. You can then drag it where you want. You can also resize it by clicking it, then dragging one of the black squares that appear at each corner of the graphic image. Microsoft Organization Chart resizes the picture proportionally. This limits the amount of distortion caused by resizing. To give the picture any dimensions, press the Ctrl key when you drag the black squares.


Resizing pictures

To resize a picture after you have placed it in your chart's background

1	Double-click the picture.

The Picture Sizing dialog box appears.

2	Choose the sizing options you want.

To let the picture appear at its full size, select "Full size." To make the picture fit within a given area, select "Scale to fit area," then enter the dimensions of the area in which you want the picture to fit. Microsoft Organization Chart scales the picture proportionally until it fits within the specified area.  If you don't want to scale the picture proportionally, select "Allow distortion." To restore the picture to its preset size, click the Reset button.

Note   Most pictures lose quality when you resize them. For best results, don't create pictures with the idea that you can resize them later. Make them the size at which you will display and print them.

3	Click the OK button.

Shortcut   You can resize pictures in your chart's background without using the Picture Sizing dialog box: click the picture, then drag any one of the little black squares that appears at each corner of the picture. When you release the mouse button, Microsoft Organization Chart scales the picture proportionally.  If you have selected "Allow distortion" at the Picture sizing dialog box, you can drag any of the picture's handles to give it any dimensions you want.


Menu commands and icons

File menu

Edit menu

View menu

Styles menu

Text menu

Boxes menu

Lines menu

Chart menu

Window menu

Help menu

The icon bar


File menu

New creates a new chart (ALT, F, N).

Open opens an existing chart or lets you import information from another application (ALT, F, O).

Close closes the active chart without quitting the application. When Microsoft Organization Chart is invoked from PowerPoint, the active chart closes and you return to PowerPoint (ALT, F, C).

Save saves changes made to the active chart (ALT, F, S).

Save as saves a document under a new name or lets you export information to another application (ALT, F, A).

Revert throws away all of the changes that you have made since you last saved the current chart (ALT, F, R).

Exit closes all charts and ends your Microsoft Organization Chart session (ALT, F, X).

File List lists the names of the last four files that you have had open in Microsoft Organization Chart. Click a file name in order to open that file.

See Also

Creating a new chart

Opening and closing charts

Importing and exporting

Saving a chart


Edit menu

Undo undoes, or reverses, your last operation. Words are added to "Undo" to tell you exactly what will be undone. For example, "Undo cut." To undo an operation, you must choose Undo before you do anything else (ALT, E, U).

Cut deletes whatever is selected and places it on the Clipboard (ALT, E, T).

Copy creates a copy of whatever is selected and places it on the Clipboard (ALT, E, C).

Copy Setup copies the border, shadow, and color of the current box, as well as the text font, and places it on the Clipboard. You can then paste that setup onto other boxes to give them the same setup (ALT, E, O).

Paste places a copy of whatever is on the Clipboard into the chart. Text is always pasted at the insertion point. If you're pasting a bitmap, the command may change to Paste Bitmap. To paste boxes, you must select a box in the chart to which you want to paste the boxes. The boxes on the Clipboard are pasted as subordinates to the selected box (ALT, E, P).

Clear deletes the selected objects from your chart. Cleared objects are not placed on the Clipboard. If you change your mind about clearing an object, choose Undo (Edit menu) immediately (ALT, E, E).

Select displays a submenu from which you can select a variety of objects in your chart, such as all boxes, all assistant boxes, or all hidden connecting lines (ALT, E, S).

Select Levels lets you select all the boxes at specified levels in your chart (ALT, E, V).

Options lets you control the look of new charts. For example, you can choose to have Microsoft Organization Chart display a chart template each time you open a new chart. You can also choose the level of magnification in which new charts appear (ALT, E, N).

See Also

Copying the box setup

Selecting boxes and lines

Selecting boxes and lines

Changing the options


View menu

Size to Window lets you see the entire chart in the window (ALT, V, S).

50% of Actual lets you see your chart at 50% of its Actual Size.  This lets you see as much as possible while keeping the text as legible as possible (ALT, V, 5).

Actual Size lets you see your chart at a size approximately 50% larger than the printed size (ALT, V, A).

200% of Actual lets you see your chart at 200% of its Actual Size.  This lets you see as much detail as possible (ALT, V, 2).

Show/Hide Draw Tools lets you show or hide the custom drawing tools.  Use these tools to create extra lines and boxes in your chart (ALT, V, D).

See Also

Creating custom boxes and lines


Styles menu

The top set of styles lets you change the arrangement of boxes in a group. The middle style lets you create assistant boxes. The last style in the Styles menu lets you show co-managers--managers who share responsibility for the same group of subordinates.

See Also

Rearranging boxes


Text menu

Font lets you choose the font, style, and size for the currently selected text. The Font submenu only shows the fonts available for your printer (ALT, T, F).

Color lets you choose a color for the currently selected text (ALT, T, O).

Left lets you align the selected text with the left edge of the space it occupies (ALT, T, L).

Right lets you align the selected text with the right edge of the space it occupies (ALT, T, R).

Center lets you center text in the space it occupies (ALT, T, C).

See Also

Changing text fonts

Changing text sizes

Changing text styles

Changing text color

Aligning text


Boxes menu

Color lets you change the color of the currently selected boxes (ALT, B, O).

Shadow lets you create or change shadows for the currently selected boxes (ALT, B, W).

Border Style lets you choose a border for the currently selected boxes (ALT, B, B).

Border Color lets you choose a border color for the currently selected boxes (ALT, B, L).

Border Line Style lets you choose a border style for the currently selected boxes (ALT, B, Y).

See Also

Changing box borders

Changing box shadows

Changing box colors

Changing line thickness

Changing line styles

Changing line colors


Lines menu

Thickness lets you change the thickness of the currently selected lines (ALT, L, T).

Style lets you make the currently selected lines solid, dotted, or dashed (ALT, L, S).

Color lets you change the color of the currently selected lines (ALT, L, C).


Chart menu

Background Color lets you choose a color for the chart background (ALT, C, B).


Window menu

Cascade Windows causes the chart windows to overlap so that each title bar is visible. This lets you easily select any chart window (ALT, W, C).

Tile Windows arranges the chart windows in smaller sizes to fit in the Microsoft Organization Chart window. This lets you see a little bit of each open chart (ALT, W, T).

List of open charts shows the names of all currently open charts. A check mark appears next to the name of the current chart--the one whose window is in front. You can go directly to any open chart by choosing its name from the list.


Help menu

Index displays the Help Index, from which you can locate the information you need (ALT, H, I).

Keyboard displays a list of keys and their actions (ALT, H, K).

Commands displays information about the menu commands and window icons (ALT, H, C).

Using Help displays information about how to use Help (ALT, H, H).

Chart Info displays information about your chart, including the total number of boxes, and the level and style of the selected box (ALT, H, F).

About displays information about Microsoft Organization Chart (ALT, H, A).

See Also

Working with the keyboard


The icon bar

The icon bar is located across the top of the Chart window. It contains tools that you use to create and change your chart.

•	Use the general purpose tools for selecting, editing, and viewing objects in your chart.

•	Use the box tools for creating boxes in your chart.

•	Use the custom drawing tools for custom drawing.

To use a tool once, click it. It will revert to a selection arrow after you use it.

To use a tool multiple times, press and hold the Shift key when you click the tool icon. You can then use the tool multiple times without having to click the icon each time you use the tool. When you are finished using the tool, click the Selection Arrow tool (the leftmost tool).


General purpose tools

Use the general purpose tools to select, edit, and view objects in your chart.

Use the Selection Arrow tool to select and drag objects, choose menu commands, and click window and dialog box controls.

Use the Text tool to enter text into boxes, the title areas, and the chart background. The arrow pointer automatically changes to a text pointer when you move it over text in a selected box.

   Use the Reduce/Enlarge tool to reduce the chart so that it fits in the window, or to magnify any part of your chart. A magnifier appears if your chart is reduced. A chart symbol appears if your chart is already at Actual Size. Simply click the tool, then click on the area of the chart you want to reduce or enlarge.

See Also

Selecting boxes and lines

Editing text in boxes

Creating chart titles

Entering background text


The box tools

Use the box tools to create boxes in your chart.

Use the Subordinate box to create a subordinate to an existing box.

Use the Left Co-worker Tool box tool to create a co-worker above or to the left of an existing box. Whether the box appears to the left or above depends on the group style.

Use the Right Co-worker Tool box tool to create a co-worker below or to the right of an existing box. Whether the box appears to the right or below depends on the group style.

Use the Manager box tool to create a manager to an existing box.

Use the Assistant box tool to create an assistant to an existing box.

See Also

Creating and deleting boxes


The draw tools

Use the draw tools to create extra lines and boxes in your chart. If the draw tools are not visible on the right side of the tool bar, choose Show Draw Tools from the View menu.

Use the Perpendicular Line tool to draw horizontal and vertical lines that are not drawn automatically by Microsoft Organization Chart.

Use the Diagonal Line tool to draw diagonal lines.

Use the Connecting Line tool to draw extra connecting lines, they are useful for showing dotted line relationships.

Use the Rectangle tool to draw boxes that cannot be drawn automatically by Microsoft Organization Chart.

See Also

Using the Connecting Line tool

Using the Rectangle tool

Using the Perpendicular Line tool

Using the Diagonal Line tool


Mouse and keyboard

Working with the keyboard

Working with a mouse


Working with the keyboard

To choose a menu command directly from the keyboard (without using the mouse or pull-down menus), press and hold the Ctrl key while you type the letter equivalent for the command. You can see the letter equivalents next to some of the commands in the menus. Select any of the following topics for additional keyboard operations:

Menu keys

Dialog box keys

Selection keys

Box creation keys

Editing keys

Movement keys


Menu keys

Press this	To do this
Alt	Activate the menu bar
Alt+Spacebar	Open the Control menu
When the menu bar is activated

Press this	To do this
Esc	Cancel the menu
Spacebar	Open the Control menu
Underlined letter	Display the menu. For example, type "F" to display the File menu.
When a menu is displayed

Press this	To do this
Underlined letter	Choose the command that begins with the underlined letter. For example, in the File menu, type "S" to choose the Save command.
Enter	Choose the highlighted command
Esc	Cancel the menu
Up Arrow	Highlight the previous command in the menu
Down Arrow	Highlight the next command in the menu
Left Arrow	Open the menu to the left
Right Arrow	Open the menu to the right
F1	Display help for the highlighted command


Dialog box keys

Press this	To do this
Tab	Move to the next item (list box, text box, button, check box, etc.)
Shift+Tab	Move to the previous item
Arrow keys	Select the next item in a list or group of similar items
Spacebar	Turn the check box item on or off when a check box is selected
	Press the button when a button is selected
Letter	Move to the next item beginning with that letter in a list or group of similar items
Alt+Underlined letter	Move to the item beginning with the underlined letter
Enter	Select a button with a thick border
Esc	Cancel the dialog box
F1	Display help for the command that displayed the dialog box


Selection keys

Press this	To do this
Ctrl+A	Select all the boxes in the chart
Ctrl+B	Select the branch below the selected manager(s)
Ctrl+G	Select the group to which the currently selected box belongs
Ctrl+Alt+B	Select the top box
Shift+Left Arrow	Extend the selection to the left
Shift+Right Arrow	Extend the selection to the right
Shift+Down Arrow	Extend the selection downwards
Shift+Up Arrow	Extend the selection upwards


Box creation keys

Press this	To do this
F2	Create a subordinate to the currently selected box
F3	Create a co-worker before the currently selected box (to the left or above the current box, depending on the group style)
F4	Create a co-worker after the currently selected box (to the right or below the current box, depending on the group style)
F5	Create a manager for the currently selected box
F6	Create an assistant to the currently selected box
See Also

Creating and deleting boxes


Editing keys

To edit the first item of information in a box

•	Select the box and press Enter.

You can also select a box and start typing. What you type will replace the first text item in the box, if any.

Press this	To do this
Del	Delete the character to the right of the insertion point if no text is selected
	Delete the selected text if text is selected
Backspace	Delete the character to the left of the insertion point if no text is selected
	Delete the selected text if text is selected
Left Arrow	Move left one character
Right Arrow	Move right one character
Shift+Left Arrow	Extend the selection one character to the left
Shift+Right Arrow	Extend the selection one character to the right
Home	Move to the beginning of the line
End	Move to the end of the line
Shift+Home	Extend the selection to the beginning of the line
Shift+End	Extend the selection to the end of the line


Movement keys

Arrow Keys

Press this	To do this
Left Arrow	Move left one character when editing text
	Select the next box to the left when a box is selected
Ctrl+Left Arrow	Move to the next box to the left
Right Arrow	Move right one character when editing text
	Select the next box to the right when a box is selected
Ctrl+Right Arrow	Move to the next box to the right
Up Arrow	Move to the previous line when editing text
	Move to the next box up in the chart when a box is selected
Ctrl+Up Arrow	Move to the next box up in the chart
Down Arrow	Move to the next line when editing text
	Move to the next box down in the chart when a box is selected
Ctrl+Down Arrow	Move to the next box down in the chart
Home and End

Press this	To do this
Home	Move to the beginning of the line when editing text
	Move to the top of the chart when not editing text
Ctrl+Home	Move to the top of the chart
End	Move to the end of the line when editing text
	Move to the bottom of the chart when not editing text
Ctrl+End	Move to the bottom of the chart

Page Up and Page Down

Press this	To do this
PgDn	Move one screen down in the chart
Ctrl+PgDn	Move one screen to the right in the chart
PgUp	Move one screen up in the chart
Ctrl+PgUp	Move one screen to the left in the chart

Tab and Enter

Press this	To do this
Tab	Move to the next text item in the box
Shift+Tab	Move to the previous text item in the box
Enter	Allow text editing in the box when a box is selected
	Move to the next item in the box when editing text
Function Keys

Press this	To do this
F9	Display your chart completely within the window
F10	Display your chart at 50% of Actual Size
F11	Display your chart at Actual Size
F12	Display your chart at 200% of Actual Size


Working with a mouse

Selecting boxes and lines

Selecting and editing text

Selecting tools

Moving boxes


Selecting boxes and lines with the mouse

Click a box or line to select it.

Shift+Click a box or line to add it to the boxes and lines that are currently selected. Shift+Click it a second time to de-select it without affecting the rest of the selection.

Click in the chart background and drag a selection rectangle to select boxes and lines within the rectangle.

Shift+Click in the chart background and drag a selection rectangle to add objects in the rectangle to the selection.

Double-click a box to select the entire group to which that box belongs.


Selecting and editing text

Click a box once to select it and get a text pointer, then click a second time with the text pointer in the text you want to edit.

Click the Text tool to get the text pointer, then click in text anywhere to edit it.

Click in text with the text pointer and drag to select a sequence of characters.

Double-click in a word with the text pointer to select the entire word.


Selecting tools

Click a tool in the icon bar to use the tool once.

Click a box tool multiple times to create multiple boxes. For example, click the Subordinate box tool six times to create six subordinates.

Click a box to select it, then Ctrl+Click a box tool to create a box next to the selected box.

Shift+Click a tool in the icon bar to use it multiple times. When finished using the tool, click the Selection Arrow tool.

See Also

Creating and deleting boxes


Moving boxes with the mouse

Click and drag a box over its new co-worker or manager to move it and its subordinates.

Ctrl+Click and drag a box over its new co-worker or manager to move a box without moving its subordinates.

Shift+Click a box and drag up or down to move its group up or down.

Shift+Click a box in a horizontal group of boxes and drag left or right to change the distance between it and the box to its left.

See Also

Moving boxes


Capturing pictures of your chart

Control+Click and drag in the chart background to capture a rectangular area of the chart and paste it to the clipboard.

See Also

Copying your chart into other applications


Customizing Microsoft Organization Chart

Changing the options

Time-saving measures


Changing the options

Options lets you change the default settings for new charts.

To change the options, follow these steps

1	Prepare a chart that has the settings you want your new charts to have.

2	Choose Options from the Edit menu (ALT, E, N).

The Options dialog box appears.

3	Make your choices from the available options.

You can set the following options:

If you select the 4-box template option, Microsoft Organization Chart will display a chart template each time you open a new chart. This template is not a copy of the chart that you created in step 1. Instead, it will have Microsoft Organization Chart's default settings. When you select this template option, the other two template options are not available.

If you select the 1-box template option, Microsoft Organization Chart will display a single box each time you open a new chart. When you select this template option, the other two template options are not available.

If you select the topmost box option, each time you create a new chart Microsoft Organization Chart will display a single box with the same setup as the topmost box in the chart that you created in step 1. When you select this template option, the other two template options are not available.

If you select the level of magnification option, Microsoft Organization Chart will display new charts with the same level of magnification as the chart you created in step 1.

4	Click OK to confirm the settings and close the dialog box.


Time-saving measures

Use keyboard shortcuts

Use the Reduce/Enlarge tool

Minimize formatting time


Use keyboard shortcuts

Microsoft Organization Chart has keyboard shortcuts for many operations which otherwise must be done with the mouse. Some people find that it's faster to use the keyboard than the mouse.

See Also

Working with the keyboard


Use the Reduce/Enlarge tool

The fastest way to move around a large chart is to use the Reduce/Enlarge tool.


Minimize formatting time

Microsoft Organization Chart automatically calculates, formats, and draws the chart every time you change the number, size, or placement of boxes. With most charts, such changes involve thousands of calculations and operations. On slower machines such as a 386, this can take several seconds. Use the methods described below to save time.

•	Create multiple boxes at a time

Microsoft Organization Chart reformats the chart every time you create a box. It takes just as much time to reformat the chart for one new box as it does for multiple new boxes.

•	Create boxes in Actual Size or in 200% of Actual

Create boxes with the chart shown at Actual Size or 200% of Actual. Microsoft Organization Chart only redraws the visible portion of the chart, and these sizes display the least. The less that is visible, the faster the redrawing process.

See Also

Creating and deleting boxes


Importing and exporting

Opening Org Plus for DOS and Org Plus for Windows files

Opening Org Plus for Macintosh files

Saving as Org Plus

Copying your chart into other applications


Opening Org Plus for DOS and Org Plus for Windows files

Microsoft Organization Chart can open chart files created by Org Plus version 3.1 and Org Plus Advanced versions 4.0. 5.0, 6.0, and 6.01, and Org Plus for Windows versions 1.0 and 2.0. Org Plus for DOS drawing (DWG) files cannot be opened in Microsoft Organization Chart.

To open an Org Plus 3.1, or Org Plus Advanced version 4.0, 5.0, or 6.0 chart

1	Choose Open from the File menu (ALT, F, O).

The Open dialog box appears.

2	Choose Org Plus 3.1, 4.0, 5.0, 6.0 from the File formats pull-down menu.

3	Locate and open the Org Plus file.

Microsoft Organization Chart creates a new chart containing the information in your Org Plus file. See Note below for information about how your Org Plus chart may have changed when you opened it in Microsoft Organization Chart.

To open an Org Plus for Windows 1.0 chart

1	Choose Open from the File menu (ALT, F, O).

The Open dialog box appears.

2	Choose Organization Chart (OPX) from the File formats pull-down menu.

3	Locate and open the Org Plus file.

Microsoft Organization Chart creates a new chart containing the information in your Org Plus file. See Note below for information about how your Org Plus chart may have changed when you opened it.

To open an Org Plus Advanced 6.01 or Org Plus for Windows 2.0 chart

1	Choose Open from the File menu (ALT, F, O).

The Open dialog box appears.

2	Choose Organization Chart (OPX) from the File formats pull-down menu.

3	Locate and open the Org Plus file.

Microsoft Organization Chart creates a new chart containing the information in your Org Plus file. See Note below for information about how your Org Plus chart may have changed when you opened it.

Note   When you open an Org Plus chart in Microsoft Organization Chart, an error message may appear, indicating that your chart will change as outlined below. To avoid losing information in your original Org Plus chart, save the chart under a new name after you've opened it in Microsoft Organization Chart.

Changes made to Org Plus charts when opened in Microsoft Organization Chart

1	Pictures in boxes are stripped out, but background pictures will remain.

2	All hidden information, including boxes, branches, and pictures, is stripped from the chart.

3	Wrapped text fields are unwrapped.

4	Microsoft Organization Chart only accepts four text fields in a box, the remaining fields are stripped out.

5	Some group styles may change to fit those available in Microsoft Organization Chart.

6	Some box sizes may change to fit Microsoft Organization Chart's automatic sizing rules.

7	Spacing between some boxes may change to fit Microsoft Organization Chart's automatic spacing rules.

8	Any text following a carriage return will be stripped out of its field.

9	Arrowheads are removed from lines.

10	Line shadows are stripped from the chart.

11	Date Stamps and Amount Fields are imported as text fields.

12	Charts will not scale automatically when printed.

13	Anchored objects will become unanchored and will be handled as normal background objects.

Again, if you wish to avoid permanently losing the information in your original Org Plus chart, give the chart a new name once you've opened it in Microsoft Organization Chart.


Opening Org Plus for Macintosh files

To open an Org Plus for Macintosh® chart in Microsoft Organization Chart, you must first save the Mac chart in Org Plus for Macintosh using the Org Plus for IBM file format, then transfer the file to your IBM or compatible computer. You can transfer files on some types of networks. In addition, if your Macintosh is equipped with an Apple® SuperDrive®, you can use the Apple File ExchangeTM utility to transfer Macintosh documents to 3.5-inch IBM formatted disks. Consult your Macintosh owner's manual and your Org Plus for Macintosh User's Manual for further instructions on the transfer process.

Once the file has been transferred from your Apple to your IBM or compatible computer, you can open the file by choosing the Org Plus 3.1, 4.0, 5.0, 6.0 file format in the Open Chart dialog box (File menu).


Saving as Org Plus

Microsoft Organization Chart can save charts in a file format that can be read directly by the following versions of Org Plus, Org Plus Advanced, and Org Plus for Windows:

•	Org Plus version 3.1

•	Org Plus Advanced versions 6.01 and later

•	Org Plus for Windows versions 2.0, 2.01and 3.0

•	Microsoft Organization Chart for Windows versions 1.0 and later

To save your Microsoft Organization Chart file in a format readable by Org Plus or Microsoft Organization Chart for Windows versions 1.0 and later

1	Choose Save As from the File menu (ALT, F, A).

2	Choose Organization Chart (OPX) from the File Formats pull-down menu.

3	Type a name for your file in the File Name box.

4	Click the OK button.

You can now open your chart with Org Plus or Microsoft Organization Chart for Windows versions 1.0 and later.


Copying your chart into other applications

This section tells you how to copy and paste information between Microsoft Organization Chart and other Windows applications.

You can copy and paste a rectangular portion of your chart to the Clipboard and then paste it into an application that accepts Bitmap and Picture (metafile) clipboard formats. These are standard formats for graphics images.

To copy and paste a portion of your chart

1	Choose the level of magnification you want from the View menu.

Note   What you see in the chart window is exactly what you can copy to the Clipboard. To copy an image of the entire chart, choose Size to Window from the View menu.

2	Press and hold the Ctrl key while you drag a rectangle around the portion of your chart you want to copy to another application.

When you release the mouse button, Microsoft Organization Chart places two representations of the rectangular area you defined on the Clipboard. One is in bitmap format and the other is a metafile format.

3	Switch to the Windows application where you want to paste the chart image.

4	Click or position the insertion point where you want to paste the graphic image.

5	Choose Paste from the Edit menu (ALT, E, P).

The other application will paste the appropriate format (bitmap or metafile) of the chart image automatically.

You can copy text and pictures from most Windows applications to the Clipboard and then paste them into your chart wherever you enter an insertion point (the blinking vertical bar).

See Also

Working with pictures


Object Linking and Embedding (OLE)

Microsoft Organization Chart functions as an Object Linking and Embedding (OLE) server. With this feature, you can create and edit a chart in Microsoft Organization Chart and then transfer it to a client application. Several Windows software programs function as client applications; among them are various word processing and presentation graphics programs. To determine if any of your software programs are OLE client applications, consult the user's manuals of each of your programs.

With Object Linking and Embedding (OLE), once you have created a chart in Microsoft Organization Chart and then transferred it to a client application, you can open and edit the chart from within that client application.

The following sections tell you how to transfer a chart, or portion of a chart, to a client application.

Object Linking -vs- Object Embedding

Embedding a chart

Editing an embedded chart

Linking a chart

Using the Paste Special command

Editing a linked chart

Maintaining Links

Common Problems


Object Linking vs. Object Embedding

An object is a chart or a portion of a chart that you want to place in another Windows application.

Using Object Linking and Embedding (OLE), you can embed or link an object to a client application document. When you embed an object, you place a copy of the original object in the client document. It is then completely separate from the original chart. You can edit the embedded object independently from the original.

When you link an object to a client document, the object appears in the client document, but it still resides in the original document. The client document is automatically updated when you make a change to the object in the original document.

For a more thorough description of Object Linking and Embedding, see the index of your Microsoft Windows User's Guide.


Embedding a chart

There are two ways to embed a chart in a client application's document. The first way is to start in the client document where you want the embedded chart to appear. The second way is to start from within Microsoft Organization Chart. In this case, you can embed both new charts and charts that already exist.

To embed a chart from within the client application

1	Open the client application and the document into which you want to embed the chart.

2	Move the insertion point to the place you want the chart inserted or make whatever preparations required by the application.

Note   Look in the index of the client application's manual under "embedding objects" for specific instructions.

3	Choose Insert Object from the client application's Edit menu.

If you can't find the Insert Object command, see if there is an Object command in an Insert menu. If you can't find either command, your application probably doesn't support this method of embedding objects.

The application will display a dialog box. The dialog box lists all of the applications on your computer that support OLE.

4	Select Microsoft Organization Chart.

5	Click the OK button.

This opens Microsoft Organization Chart.

6	Create a chart.

7	Choose Update Presentation from the Microsoft Organization Chart File menu (ALT, F, U).

This places the chart into the client document.

8	Choose Close from the Microsoft Organization Chart File menu (ALT, F, C).

You are now back in the client application with the chart you just created.

To embed a chart starting from Microsoft Organization Chart

1	Open Microsoft Organization Chart.

2	Create a chart or open an existing file containing the chart you want to embed.

3	If you want to save the chart, choose Save from the File menu (ALT, F, S).

4	Select the portion of the chart you want to embed.

Note To select the entire chart, choose All from the Select submenu, located in the Edit menu (CTRL+A). Chart titles and background objects are included.

If you want to embed a branch of the chart, select that branch. Chart titles and background objects (except for connecting lines made with the Connecting Line tool) are never embedded with branches.

5	Choose Copy from the Edit menu (ALT, E, C).

6	Open the application and the document into which you want to embed the chart.

7	Move the insertion point to the place you want the chart inserted, or make whatever preparations are required by the client application.

Look in the index of the application's manual under "embedding objects" for specific instructions.

8	Choose Paste from the application's Edit menu.

The chart will appear in the client document.

Note   Changes made to the original chart will not appear in the chart that is embedded into the client document and vice versa.


Editing an embedded chart

To edit an embedded chart from inside the client document

1	Open the application and the document containing the embedded chart.

2	Double-click the embedded chart.

Microsoft Organization Chart opens with a "live" copy of the embedded chart.

3	Edit the chart as needed.

4	Choose Update Presentation from the Microsoft Organization Chart File menu (ALT, F, U).

The chart in the client document is updated to reflect your edits.

5	Choose Exit from the Microsoft Organization Chart File menu
(ALT, F, X).

Microsoft Organization Chart closes.


Linking a chart

When you create a link to a Microsoft Organization Chart document, an image of the chart is displayed in the client document. There is a link between the original Microsoft Organization Chart document and the client document.

You can link an entire chart or a branch of a chart. You can do so only from a saved chart. If you open Microsoft Organization Chart and create a chart, you must save it before linking it to a client application.

When you make changes to the original Microsoft Organization Chart document, the changes appear in every client document that contains a link to the Microsoft Organization Chart document.

To link a chart to a client document

1	Open Microsoft Organization Chart.

2	Create a chart or open an existing file that contains the chart you want to link.

3	Save the chart.

4	Select the portion of the chart you want to link.

To select the entire chart, choose All from the Select submenu, located in the Edit menu (CTRL+A). Chart titles and background objects are included.

If you want to link a branch of the chart, select that branch. Chart titles and background objects (except for connecting lines made with the Connecting Line tool) are never included when branches are linked.

5	Choose Copy from the Microsoft Organization Chart Edit menu (ALT, E, C).

6	Open the application and the document to which you want to link the chart.

7	Move the insertion point to the place you want the chart inserted or make whatever preparations are required by the client application.

Look in the index of the client application's manual under "linking objects" for specific instructions.

8	Choose Paste Link from the Edit menu.

If there is no Paste Link command, choose Paste Special.

You now have the original Microsoft Organization Chart chart and a link to that chart in the client document.

See Also

Using the Paste Special command


Using the Paste Special command

Some client applications have a Paste Special command rather than a Paste Link command. Some client applications may have both. The Paste Special command gives you more control over the paste operation than the Paste Link command.

When you choose the Paste Special command, the client application will display a dialog box which lists the different objects on the Clipboard. You are free to choose any of these objects. If you select an object in the list and the Paste button becomes selectable, then the object can be embedded. If you select an object in the list and the Paste Link button becomes selectable, then you can link the object. Select the type of object you want to embed or link, then click the appropriate button.

See Also

Embedding a chart

Linking a chart


Editing a linked chart

You edit a linked chart the same way you edit an embedded chart. The only difference is that any changes you make to a linked chart appear in all the client documents containing that chart, in addition to the original Microsoft Organization Chart document containing the chart.

To edit a linked chart from a client application

1	Open the client application and the client document containing the linked chart.

2	Double-click the linked chart.

Microsoft Organization Chart opens the original linked chart.

3	Edit the chart as needed.

4	Choose Save from the Microsoft Organization Chart File menu (ALT, F, S).

5	Choose Exit from the Microsoft Organization Chart File menu (ALT, F, X).

The open chart is closed and you exit from Microsoft Organization Chart.

The linked chart in the client document is updated to reflect your edits if the Update option in the client application is set to Automatic. If the Update option is set to Manual, you must update the link by using the Links command. (This is available from the File or Edit menu of most client applications.)

See Also

Maintaining links


Maintaining links

When you link a chart to a client document, it is possible for the link to be broken later. You will know the link is broken if you double-click the chart in the client document and see a message saying that the linked chart cannot be found. This can happen if the linked chart has been renamed, deleted, or moved.

Many applications, such as Microsoft Word, have a Links command found under either the File or Edit menu. When you choose the Links command, the client application will display a dialog box. This command gives you information on the objects that are linked to your document and allows you to make changes to the objects' status.

The Links box within the Links dialog box displays several columns of information on each object that is linked to your document. These columns include information such as the Windows registered name for the object, the source (location) of the object,  the type of information that is linked, and the update option being used.


Common Problems

Here are solutions to common problems that you may encounter when using Microsoft Organization Chart with other applications.

Problem...

Modified a linked chart but it is not updated in the client application.

This could be the reason...

Your update option is set to Manual. Use the Links command to change your update option to Automatic.

You have embedded the chart or only used the Paste command. Use the Links command to check if you linked the chart.

Problem...

Paste Link is not selectable.

This could be the reason...

You did not save your chart.

You did not copy your chart to the Clipboard. Select your chart in Microsoft Organization Chart and use the Copy command under the Edit menu.

Problem...

You are double-clicking on a chart object in the client application and nothing happens.

This could be the reason...

Your application does not support client OLE.

Problem...

Chart fonts look different in the client application than in Microsoft Organization Chart.

This could be the reason...

You specified a very small area in which to place your chart in your client document. At high magnifications, fonts may look different. Scale or resize the object to see if this problem is corrected.

Problem...

Client document or Microsoft Organization Chart becomes unstable. For example, you cannot bring down the menu or save information.

This could be the reason...

You are low on System Resources. Your System Resources must be above 40%. To determine your present system resource allocation, go to the Help menu of the client application and choose About. Click System Info, and note the percentage of GDI memory available. If you are below 40%, close other applications to increase your System Resources. Check your Windows manual for instructions on optimizing memory usage.

Problem...

Double-clicking on the chart object in the client document opens an application other than Microsoft Organization Chart.

This could be the reason...

You did not select the correct data type (for example, Microsoft Organization Chart) when you embedded or linked your chart. Refer to your client document to see the data type you should select.


Font command

The Font command under the Text menu displays the standard font dialog box. The dialog box allows you to select your font, font style, and font size.

When you first launch Microsoft Organization Chart from PowerPoint, the text will not reflect the current font setting in PowerPoint. Instead, the text will be in Arial 14 point. Using the Font command, you can update the text to match your current font setting in PowerPoint. Once you update the font setting, your changes will remain untouched, and will not be reset to Arial 14.

See Also

Changing Text Fonts

Changing Text Size

Changing Text Styles


Low memory error messages

When system memory is low, Microsoft Organization Chart may not work properly. The following steps should increase the amount of system memory or disk space.

•	Make sure you have more than 40% resources, with at least 2 megabytes of free memory. To check your resources, select About from the Help menu in Program Manager.

•	Also, make sure that you have enough disk space available.

If you are trying to save a file to disk and Microsoft Organization Chart indicates that it is unable to save the file, the disk is probably full. either delete something from the disk, or save to a different disk or different drive.


Damaged file errors

If Microsoft Organization Chart is unable to read the format of your file, the file may be damaged.


Maximum groups error messages

A group is a selection of subordinates that all have the same manager. For example if a company has a VP of Operations and three Operations Managers who all report to the VP, then the three Operations Managers would all be in the same group. If an Operations Manager has 5 subordinates, those 5 subordinates would form their own group. Microsoft Organization Chart files may not have more than 255 groups in a single chart.

If you get an error message stating that you have more than 255 groups in your chart and do not think that your company actually has more than 255 groups, you may have inadvertently created extra groups.

To correctly create a group of subordinates, you should click on the Operations Manager's box each time you want to add a subordinate. Do not click on a subordinate's box to add another subordinate to the same group.


File format error messages

Microsoft Organization Chart only opens the following types of files: Microsoft Organization Chart, Org Plus version 3.1, Org Plus Advanced versions 4.0, 5.0, 6.0, and 6.01, and Org Plus for Windows versions 1.0 and 2.0.

Microsoft Organization Chart cannot open Org Plus for DOS drawing files, ASCII files, and graphics file formats, such as TIFF, .WMF, and .BMP.

See Also

Opening Org Plus for DOS and Org Plus for Windows files


Consolidated Amount errors

If you open an Org Plus Advanced chart that contains Consolidated Amounts, the numbers may appear in your Microsoft Organization Chart file, but you cannot perform any Consolidated Amounts operations on them. In Microsoft Organization Chart, the numbers are treated as text, just like someone's name or title.


Saving the Clipboard's contents

When you exit Microsoft Organization Chart, it may ask if you want to save the contents of the Clipboard. You can do one of two things:

•	Choose Yes to save the information on the Clipboard. If you choose yes, you can paste the information into other applications once Microsoft Organization Chart has closed. This information stays on the Clipboard until you copy or cut in any other Windows application or exit Windows.

•	Choose No to permanently discard the information from the Clipboard. You will not be able to paste this information anywhere.


Org Plus charts in Microsoft Organization Chart

When you open an Org Plus chart in Microsoft Organization Chart, not all of the information will be retained in the Microsoft Organization Chart file. The following is a list of the possible changes.

Changes made to Org Plus charts when opened in Microsoft Organization Chart

1	Pictures in boxes are stripped out, but background pictures will remain.

2	All hidden information, including boxes, branches, and pictures, is stripped from the chart.

3	Wrapped text fields are unwrapped.

4	Microsoft Organization Chart only accepts four text fields in a box, the remaining fields are stripped out.

5	Some group styles may change to fit those available in Microsoft Organization Chart.

6	Some box sizes may change to fit Microsoft Organization Chart's automatic sizing rules.

7	Spacing between some boxes may change to fit Microsoft Organization Chart's automatic spacing rules.

8	Any text following a carriage return will be stripped out of its field.

9	Arrowheads are removed from lines.

10	Line shadows are stripped from the chart.

11	Date Stamps and Amount Fields are imported as text fields.

12	Charts will not scale automatically when printed.

13	Anchored objects will become unanchored and will be handled as normal background objects.

If you wish to avoid permanently losing the information in your original Org Plus chart, give the chart a new name once you've opened it in Microsoft Organization Chart.


Replace existing document

When you get an error message asking whether or not you want to replace the existing document, that means that you already have a file saved under that name. You have two choices:

•	Click OK to replace your new file with the old file.

•	Click Cancel to cancel the operation. You can save your file with a new name by choosing Save As from the File menu.


Revert

You made changes to a document and then tried to open it again. You can do either of the following:

•	Click OK to open the file as it was before you made the changes, thereby losing all changes that you have made.

•	Click Cancel to cancel the operation.


Font error messages

If Microsoft Organization Chart is unable to find BBSMALL.FON and BBNARROW.FON, they may not have been installed correctly. Reinstalling Microsoft Organization Chart from the original program disks should solve the problem.


Errors when opening files

When Microsoft Organization Chart cannot find a file, check the following:

•	That the file exists.

•	That you're supplying Microsoft Organization Chart with the correct path for the file.


When your chart is too big to open

Microsoft Organization Chart cannot open charts that are larger than 22"x17". If you get an error message stating that the chart you want to open is too big, you must do the following:

1	Open the application that you used to create the chart.

2	Open your chart in that application.

3	Modify the chart so that it is 22"x17" or smaller. That's about equal to two letter-sized sheets of paper.

Once your chart is 22"x17" or smaller, save it and quit the application. Then you can try opening it in Microsoft Organization Chart again.

Obtaining more org charting power

Microsoft Organization Chart was developed by the makers of Org Plus for Windows, the #1 selling program of its kind. Microsoft Organization Chart is designed to meet the needs of most users, but those with special requirements may want to consider Org Plus for Windows.

Org Plus for Windows has a larger capacity and additional org charting capabilities not available in Microsoft Organization Chart. These capabilities include:

•	Features to help fit larger charts into a smaller space

•	Larger chart capacity--chart sizes up to 110" x 110"

•	Up to 30 fields in each box, with control over where each field prints

•	Additional styles for boxes and groups of boxes

•	Globally define characteristics for each field such as font type, size, and color (for example, automatically make all Vice Presidents' names bold)

•	Hidden boxes and manual override of box size

•	Count employees and make calculations within charts

•	Find and Replace boxes and text

•	Style sheets for easily applying the look of one chart to all charts in a set

•	Create org charts from ASCII text, for example, from your database program

•	Import and export additional graphic file formats

•	Place pictures in boxes

Org Plus for Windows is fully compatible with Microsoft Organization Chart files and works with all Microsoft applications in exactly the same way as Microsoft Organization Chart.

Banner Blue Software

P.O. Box 7865

Fremont, CA 94537

(510) 795-4490


Obtaining more org charting power

Microsoft Organization Chart was developed by the makers of Org Plus for Windows, the #1 selling program of its kind. Microsoft Organization Chart is designed to meet the needs of most users, but those with special requirements may want to consider Org Plus for Windows.

Org Plus for Windows has a larger capacity and additional org charting capabilities not available in Microsoft Organization Chart. These capabilities include:

•	Features to help fit larger charts into a smaller space

•	Larger chart capacity--chart sizes up to 110" x 110"

•	Up to 30 fields in each box, with control over where each field prints

•	Additional styles for boxes and groups of boxes

•	Globally define characteristics for each field such as font type, size, and color (for example, automatically make all Vice Presidents' names bold)

•	Hidden boxes and manual override of box size

•	Count employees and make calculations within charts

•	Find and Replace boxes and text

•	Style sheets for easily applying the look of one chart to all charts in a set

•	Create org charts from ASCII text, for example, from your database program

•	Import and export additional graphic file formats

•	Place pictures in boxes

Org Plus for Windows is fully compatible with Microsoft Organization Chart files and works with all Microsoft applications in exactly the same way as Microsoft Organization Chart.

Banner Blue Software

P.O. Box 7865

Fremont, CA 94537

(510) 795-4490


Overwriting OPW files

If you save an OPW file in Microsoft Organization Chart, we recommend that you save your file under a different name. If you save the file using the same name, you may to lose some of the formatting and data that was contained in the original OPW file.


When your chart becomes too big

Charts cannot be any bigger than 22" x 17". If you try to carry out an operation that will make your chart larger than these dimensions, Microsoft Organization Chart will display an error message and will disallow the operation. You can attempt to make your chart smaller by selecting smaller font sizes, more compact chart styles, and choosing to include less information in the chart's boxes. Then, try the operation again.

Obtaining more org charting power

Org Plus for Windows, a program with larger capacity and many additional org charting capabilities, is available from the makers of Microsoft Organization Chart.

Org Plus for Windows is the #1 selling program of its kind. It is especially useful for those who frequently create and update large or complex charts.

Org Plus for Windows is fully compatible with Microsoft Organization Chart files and works with all Microsoft applications in the exact same way as Microsoft Organization Chart. For information about how to upgrade to Org Plus for Windows, contact:

Banner Blue Software

P.O. Box 7865

Fremont, CA 94537

(510) 795-4490


Annotation

Miscellaneous text entered into the chart for the purposes of labeling, clarifying, or explaining the elements in the chart.


Assistant

A box which provides administrative assistance, advice, or even managerial assistance to its manager (sometimes referred to as "staff" boxes).  Some assistants, such as secretaries, provide administrative assistance only.  Other assistants may actually operate in the place of their managers when the manager is not present.  Different assistant styles are available to show the particular type of relationship between the assistant and its manager.


Assistant style

A graphical way of representing the assistant-manager relationship.  The assistant style is available from the Styles menu.


BMP
Bitmap

A standard graphic image format.  Microsoft Organization Chart can paste any visible portion of your chart to the Clipboard in this format.  Bitmap files are often given the extension of ".BMP"


Branch

A box and all the boxes that report to it, all the way to the bottom of the chart.


Chart

A graphical representation of an organization; the type of file that Microsoft Organization Chart creates.


Chart background

The white space of the chart not used to show the organizational structure.  You can enter text and draw custom boxes and lines in the chart background.


Clipboard

A temporary storage place in your computer's memory, used for transferring information from one place to another.  When you cut or copy information to the Clipboard, any old information in the Clipboard is lost.


Co-managers

One or more boxes which share responsibility for a group of subordinates.  You can show the co-manager relationship with the co-manager style in the Styles menu.


Connecting lines

The lines which connect the various boxes in the chart.


Co-workers

Boxes with the same manager.  Co-workers form a group.


Dotted-line relationship

A special reporting relationship between a single box in one group to its own manager or to the manager of a separate group.  A dotted line usually indicates that the manager has some measure of authority over the subordinate, but the exact nature of that authority isn’t usually indicated in the chart.  You can draw dotted-line relationships with the Connecting Line tool.


Group

All the boxes reporting to the same manager, excluding assistant boxes.  The group is the basic building block of all Microsoft Organization Chart charts.  It consists of co-workers.


Group style

A particular arrangement of boxes in a group.  Separate groups and subgroups can have different group styles.  Group styles are located in the Styles menu.


Level

The topmost box in your chart is at level 1.  The boxes directly reporting to it are at level 2.  The boxes reporting to them are at level 3, and so on.  Microsoft Organization Chart supports up to 50 levels in a chart.


Manager

A box which has other boxes--its subordinates--reporting to it.


Subgroup

A grouping of boxes within a larger group.  In the figure below, a, b, and c below belong to the same subgroup; d, e and f belong to a separate subgroup.  All belong to the same group because they have the same manager.


Subordinate

A box that reports to a manager box.


Title area

The area at the top center of your chart in which you can type a title.  You can format chart titles by choosing commands from the Edit and Text menus.

Title areas expand and contract as your chart expands and contracts; so the location of the titles relative to your chart always remains the same.


Topmost box

The topmost box in the chart.  You can move the entire chart by dragging the topmost box.