How to Make a Workflow Chart From Excel: A Step-by-Step Guide

Creating a workflow chart from Excel might sound daunting, but it’s actually quite doable! All you need is a basic understanding of Excel and a clear idea of the process you want to map out. In this quick overview, we’ll discuss how to use Excel to create a visual representation of a workflow, which can help you better understand and communicate the steps involved in a particular process.

After you complete the action of making a workflow chart, you’ll have a clear, visual representation of the steps in a process. This can be incredibly helpful for identifying inefficiencies, assigning responsibilities, and ensuring that everyone involved understands their role in the workflow.

Step by Step Tutorial: Making a Workflow Chart in Excel

Before we dive into the steps, let’s talk about what we’re aiming to achieve. A workflow chart, also known as a process flowchart, is a type of diagram that shows a sequence of actions or steps. It’s a useful tool for process improvement and documentation. By following these steps, you’ll be able to create a basic workflow chart that you can customize to fit your needs.

Step 1: Open Excel and Create a New Workbook

Start by opening Excel and creating a new workbook.

When you open Excel, you’ll be greeted with a variety of templates. You can start with a blank workbook or, if available, choose a flowchart template to get a head start.

Step 2: Insert Shapes to Represent the Steps

Insert shapes for each step of your process.

Excel has a variety of shapes you can use to represent different steps in your workflow. Access these shapes by clicking on the “Insert” tab and then selecting “Shapes.” You can use rectangles for tasks, diamonds for decisions, and arrows for the flow direction.

Step 3: Add Text to Each Shape

Add descriptive text to each shape to define each step.

Once you’ve placed your shapes on the workbook, you can add text by simply double-clicking on the shape and typing. This text should briefly describe the task or decision represented by the shape.

Step 4: Connect the Shapes with Arrows

Connect your shapes with arrows to show the flow of the process.

To show the direction of the workflow, you’ll need to add arrows between the shapes. Again, go to “Insert” > “Shapes” and choose an arrow. Click and drag from one shape to another to connect them.

Step 5: Format Your Workflow Chart

Format your chart to improve readability and aesthetics.

You can change the color, size, and border of your shapes and arrows by clicking on them and using the “Format” tab. This makes the workflow chart easier to read and more visually appealing.

Tips for Making a Workflow Chart in Excel

  • Keep it simple. Start with the basic steps and build complexity as needed.
  • Use consistent shapes for similar steps to help readers quickly identify parts of the process.
  • Align your shapes for a cleaner, more professional look.
  • Use color coding to differentiate between types of tasks or priorities.
  • Save your workflow chart as a template for future use.

Frequently Asked Questions

What is the purpose of a workflow chart?

A workflow chart helps visualize the steps in a process, making it easier to understand and analyze.

Can I create a workflow chart in Excel for any process?

Absolutely! As long as you can break the process down into steps, you can create a workflow chart for it.

How detailed should my workflow chart be?

It depends on the complexity of the process and the audience. Keep it as simple as possible while still providing necessary details.

Can I collaborate with others on my workflow chart in Excel?

Yes, if you have Office 365, you can use Excel’s collaboration features to work on the chart with others in real-time.

What if my process has many branching decisions?

Use decision shapes (diamonds) and different arrows to show the various paths the process can take.


  1. Open Excel and create a new workbook
  2. Insert shapes to represent the steps
  3. Add text to each shape
  4. Connect the shapes with arrows
  5. Format your workflow chart


Creating a workflow chart from Excel doesn’t have to be an overwhelming task. With the simple steps outlined above, you can effectively map out any process, whether it’s for your personal projects or to streamline tasks at work. Remember, the beauty of a workflow chart lies in its ability to break down complex processes into manageable, visual steps. Once you’ve mastered the basics, you can explore more advanced features in Excel to make your workflow charts even more dynamic and informative.

As with any skill, practice makes perfect. Don’t be discouraged if your first few charts aren’t perfect. Keep experimenting with different shapes, colors, and arrangements until you find a style that works best for you and your team. Additionally, make sure to leverage Excel’s collaboration features if you’re working with others. A workflow chart is a living document that can and should be updated as processes change and improve.

Lastly, remember that a workflow chart is a tool to aid understanding and communication. It’s not just about making something that looks good – it should serve a practical purpose and make your processes more efficient. So, go ahead, give it a try, and see how making a workflow chart from Excel can benefit your workflow management.

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