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How to Create Multiple Visio Organization Charts in One Document

Elise Williams Sep 30, 2026 869 views

Question details

The user needs to generate multiple organization charts on separate pages within an existing Visio file or refresh linked Excel data without starting a new document each time.

How to Create Multiple Organization Charts in One Visio Document

Product: Microsoft Visio
Device & OS: not provided
Scenario: Managing and updating complex organizational structures using imported Excel data across multiple pages.
Observed behavior: The user wants to add new charts to existing documents instead of having Visio automatically create a new file for each chart.

Before you start

Ensure your underlying Excel spreadsheet is properly formatted with clear reporting structures (e.g., Employee Name and Reports To columns) before importing or refreshing data in Visio.

Solution 1Recommended

Use the Organization Chart Import Button

Utilize the built-in Import function from the Organization Chart tab to add new charts on separate pages within your existing document.

By default, running the Organization Chart Wizard from the 'New' menu will create a brand new file. To keep all your charts in a single document, you must initiate the wizard from within the active file.

Open Your Existing Visio Document

Launch Microsoft Visio and open the file where you want to add the new organization chart.

Navigate to the Organization Chart Tab

Look at the top ribbon menu and click on the 'Organization Chart' tab. If you don't see it, ensure an existing organization chart shape is selected to reveal the contextual tab.

Launch the Import Wizard

Click the 'Import' button in the ribbon. This action will open the Organization Chart Wizard.

Generate the New Chart

Follow the wizard's prompts to select your Excel data source. The wizard will automatically add a new page to your document and generate the additional chart while preserving your existing pages.

Use the Organization Chart Import Button

Refreshing Existing Data: If you just want to update an existing chart with new Excel data, simply click the 'Refresh' button on the Organization Chart tab instead of importing.

Free Microsoft Office alternative

Create Stunning Organizational Charts with WPS Office

While Visio is a powerful diagramming tool, it requires an expensive standalone subscription. WPS Office offers a free, lightweight alternative with built-in SmartArt and diagramming tools, allowing you to easily build organizational charts while maintaining full compatibility with Microsoft Office formats.

1. Download and Install WPS Office: Get WPS Office Free from the official website and launch WPS Presentation.
2. Insert SmartArt: Navigate to the 'Insert' tab on the ribbon menu and click on 'SmartArt'.
3. Select Hierarchy Layout: Choose the 'Hierarchy' category and select your preferred Organization Chart style.
4. Input Your Data: Type your organizational data directly into the text pane to automatically build and format your chart.

Free and lightweight alternative to Microsoft OfficeFully compatible with Microsoft Word, Excel, and PowerPoint formatsFamiliar, tabbed user interface for a seamless migration experienceBuilt-in SmartArt graphics for creating professional organization charts instantly

microsoft office alternative - wps office

Frequently Asked Questions

Can I link multiple Visio organization charts to the same Excel file?

Yes, you can link multiple charts on different pages to the same Excel file. When the underlying Excel data changes, you can refresh each chart to reflect the updates.

Why does Visio create a new document when I run the Organization Chart Wizard?

If you start the Organization Chart Wizard from the 'File > New' menu, Visio assumes you want a new workspace and will create a new document. To add a chart to an existing document, you must use the Import button from the Organization Chart tab within the open file.

How do I refresh the data in my existing Visio organization chart?

Select your organization chart, navigate to the Organization Chart tab on the ribbon, and click the 'Refresh' button. Follow the prompts to update your chart with the latest data from your linked Excel file.

Can I export my modified Visio organization chart back to Excel?

While Visio is excellent for importing data from Excel to generate charts, it does not natively export the visual hierarchy back into a structured Excel format. You can, however, run a report to export the embedded shape data to a text or CSV file.

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