Office Settings & Configuration

How to Change Fields in a Visio Organization Chart Without Losing Formatting

Partner Editor Oct 1, 2026 869 views

Question details

The user needs to change the information displayed in Visio organization chart shapes without reopening the Organization Chart wizard, which causes custom formatting to be lost.

How to Change Fields in a Visio Organization Chart Without Losing Formatting

Product: Microsoft Visio
Device & OS: not provided
Scenario: Modifying an existing organization chart to show or hide specific data fields (such as titles, departments, or names) while preserving all custom visual formatting applied to the shapes.
Observed behavior: Rerunning the Organization Chart wizard recreates the entire chart from scratch, which deletes any previous formatting adjustments made to the chart's layout and shapes.

Before you start

Ensure your Microsoft Visio document is open and the organization chart shapes you wish to modify are actively selected on your canvas.

Solution 1Recommended

Use the Org Chart Options to Update Fields

Modify the displayed fields directly through the Org Chart tab's Options menu to preserve your existing formatting.

Rerunning the Organization Chart wizard completely rebuilds your diagram based on default settings, which overrides and removes any custom formatting or styling you have applied. To prevent this, you should modify the shape data fields using the built-in Org Chart Options dialog.

Select the Org Chart Tab

Click on the organization chart shape you want to edit to activate the Org Chart tools, then navigate to the Org Chart tab on the top ribbon.

Open the Options Dialog

In the Shapes group on the ribbon, click on the Options button to open the organization chart configuration settings.

Navigate to the Fields Tab

Within the Options dialog box, select the Fields tab to view all available data points that can be shown on your shapes.

Modify the Displayed Information

Check or uncheck the specific boxes (such as Name, Title, or Department) to change the information displayed in the shape text blocks, then click OK to apply the changes.

Use the Org Chart Options to Update Fields

Formatting Preserved: Using this direct method updates the text blocks dynamically while keeping your custom colors, shape sizes, and structural layouts perfectly intact.

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Frequently Asked Questions

Why did my Visio org chart lose its formatting when I made a change?

If you rerun the Organization Chart wizard to make data changes, Visio generates a brand-new chart based on the wizard's default settings. This process completely overwrites any manual formatting, color changes, or structural adjustments you previously made to the shapes.

Can I change fields for just one specific shape in the Visio org chart?

Yes. You can select a single shape in your organization chart and use the Shape Data pane (accessible via the View tab or by right-clicking the shape) to edit the specific fields for that individual node without affecting the entire chart.

How do I add a completely new custom field to my Visio organization chart?

To add custom data fields, right-click an organization chart shape, select Data, and then choose Define Shape Data. You can add new custom labels such as 'Location' or 'Email', which can subsequently be displayed using the Org Chart Options menu.

Does WPS Office have tools to build organization charts?

Yes, WPS Office includes a robust SmartArt feature within its Writer, Presentation, and Spreadsheet applications. This allows you to easily insert, format, and customize hierarchy and organization charts without needing specialized diagramming software.

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