How to Make a Flowchart in PowerPoint (Step-by-Step)

TL;DR 🕒

Creating a flowchart in PowerPoint takes less than 10 minutes. You can either use the built-in SmartArt graphics or create a diagram from scratch using shapes. I will cover both methods, from creating a Bullet Timeline Inverted diagram to building custom process flowcharts, so that you can easily visualise any process in native PowerPoint.

Prefer to watch? Here's a quick walkthrough of the process:

Why Create a Flowchart in PowerPoint Natively?

When your team needs to describe a process during a presentation, PowerPoint is likely already open on your computer. Yet, you will often find yourself going outside of the programme to build your PowerPoint diagram tutorial because it feels easier to do so. The problem with that approach is that it takes additional time to format and integrate it into the presentation.

There are two ways of making a process diagram natively in PowerPoint. Firstly, you can take advantage of SmartArt graphics that come pre-packaged with PowerPoint to create your PowerPoint diagram tutorial in no time. Secondly, you can build a custom flowchart by hand from shapes. Both ways are available from the same Insert tab, so we will start by looking into SmartArt.

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Method 1: Create a Flowchart in PowerPoint Using SmartArt

SmartArt graphics let you create PowerPoint diagram tutorial designs with ease because all you have to worry about is the content. PowerPoint will automatically handle alignment, spacing, colour and much more for you, which is essential if you are building your slides quickly.

Step 1: Insert SmartArt Graphic into PowerPoint

Launch PowerPoint, open the slide where the flowchart should go, and switch to the Insert tab. There, you'll find the SmartArt option. Clicking on it opens the dialogue box with a category navigation list on the left.

Step 2: Select Process Category

Navigate to the Process category on the left and click on it. This category is dedicated to process flowcharts, timelines and other structured processes. There are dozens of layout types for you to choose from.

Step 3: Choose Bullet Timeline Inverted

Choose Bullet Timeline Inverted from among all the process layouts available. The benefit of this layout is that it includes primary actions along the horizontal axis with detailed information about those actions as the bullets underneath them. Hit the OK button to add this layout to your presentation.

Step 4: Add Process Actions

Type in the name of your first step into a text box within the SmartArt. Hit Tab button or click directly on another box to move from one step to another. Each of the top boxes represents one of your process stages. Each indented text box underneath represents the bullet for that particular action step.

Step 5: Add More Stages and Actions

There are two ways to add more stages into the SmartArt:

Text Pane: You can open it with the button on the left side of the SmartArt and just press the Enter button once you reach the last item;

Add Shape: Right-click on an existing shape, select Add Shape, and choose Add Shape After or Add Shape Before according to your needs.

Step 6: Rearrange Stages and Actions

Simply pick any shape within the diagram and navigate to the Move Up and Move Down buttons within the SmartArt Design tab (Create Graphic group).

Step 7: Style the Diagram

Now you should switch to the SmartArt Design tab. There, you can modify the design with the help of different tools: try Change Colors if you want an accent theme applied to your SmartArt graphic. To change the style of an individual box, switch to the Format tab.

Be careful to make the font sizes the same across all items. The best range would be 14-16pt on a 16:9 slide deck.

Step 8: Position Your Graphic Correctly

Select the whole diagram using the bounding lines, drag a corner of it while holding Shift to keep aspect ratio constant, and position it correctly on the slide using the Align tools within the Format tab.

Try to give your graphic some space by leaving at least 0.5-inch margins around its edges.

Step 9: Save Your Document

Hit Ctrl + S (Windows) or Cmd + S (Mac). If the document is new, specify its saving location and file format (.pptx).

Method Quick Reference: Insert > SmartArt > Process > Bullet Timeline Inverted > Add Steps > Format > Save

Method 2: Create a Flowchart in PowerPoint Using Shapes

Sometimes you may want to create flowchart PPT by looping. Unfortunately, there is no way to achieve that with SmartArt graphics. You will have to build a process diagram from shapes manually.

Step 1: Choose Basic Flowchart Shapes

Switch to the Insert tab and click on the Shapes option. Within the Shapes menu, you will find all basic diagram elements that you might need. The ones you'll use the most are:

Rounded rectangle (process) - used to represent process stages;
Diamond (decision) - used to represent Yes/No branch points;
Oval or Terminator - used to represent the beginning and the end of your process diagram;
Parallelogram (data) - used to represent inputs and outputs in the process.

Click on one of the shapes and draw it in your slide. Hold Shift while drawing the element to maintain aspect ratio.

Step 2: Type in the Names of Stages and Actions

Just double-click on any element and start typing. Then, hit Escape. Increase font weight to bold if you plan to write a short action such as Start or End.

Step 3: Connect the Shapes Together

Now it's time to connect your actions with arrow connectors. Navigate back to the Insert tab, select an arrow connector, and hover over the source shape. Green connection points will appear; just click on one, drag it to the destination, and place it on a corresponding point.

Use the Elbow Arrow Connector for structured flowcharts. Don't forget to type names for Yes and No options.

Step 4: Align Elements Horizontally

You can either distribute selected items using a simple drag-and-drop approach or do it with the Align tool from Format > Arrange. Choose the Horizontal option.

Step 5: Align Elements Vertically

Again, you can do it either manually or with the Align tool. The vertical option is used here.

Step 6: Apply the Same Font and Style

Firstly, select all process-related shapes (hold Ctrl, click on them one by one) and apply the same font and style.

The font size of the step name should be between 14 and 16 points on a 16:9 slide deck.

Then, select all your flowchart components, go to Format > Arrange > Group, and group the diagram. This way, it can be moved and resized as a single object.

Step 7: Style Your Flowchart According to Brand Guidelines

Apply a set of colours defined in your company's brand palette for all the elements except diamonds. They should be contrasting and stand out from the background.

Your diagram should now look polished and professional.

SmartArt vs. Manual Method

Criteria	SmartArt	Manual
Best for	Sequential processes	Branching processes
Speed	Faster - built-in auto-layout tool	Slower - manual placement
Customisation	Limited to the preset styles	Unlimited flexibility
Decision branches	No, not possible	Yes
Themes	Dependent	Independent

Best Practices for Building Flowcharts in PowerPoint

It's possible to build technically correct but still ineffective process diagrams in PowerPoint. There are several guidelines that you should follow in order to make a high-quality PowerPoint diagram tutorial.

Limit steps on one slide to seven items. If there are more actions in the process, spread them across multiple slides with appropriate annotations.
Use shape convention. Each process flowchart shape has a meaning. Arbitrarily mixing them up will confuse technically literate audiences.
Use a preferred flow direction, top to bottom or left to right. Do not change direction across the flow.
Label all connectors with meaningful terms.
Style your diagrams according to the colour scheme of your brand.
Always group all items together before saving your work.

Common Mistakes When Building Flowcharts in PowerPoint

Despite being easy, it's very easy to miss one or two things when building flowchart in PowerPoint. Here's a few mistakes that you should be aware of:

Disconnected connectors: Connectors don't necessarily attach themselves to shapes after moving them;
Crowded labels: Don't stuff too many words in your shapes. Use Notes for descriptions
Inconsistent shape sizes: They are distracting and imply hierarchy
Don't rely on eyeball alignments: Always use Align tool
Lacking group: Always group your process diagram before closing PowerPoint.

Sometimes, a process diagram needs to stand above all else because it's going to be included in a high-stakes presentation to investors or board members. In this case, it's better not to settle for a default template and make it really stand out. Let me introduce INK PPT, a presentation design agency that specialises in designing diagrams and motion graphics for businesses across Europe and worldwide.

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Our team of designers creates custom flowcharts, infographics, and presentations for leading B2B companies such as Google, Salesforce, Coca-Cola, MG Motors, Hero, Skybags, Aditya Birla Capital, and many others.

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How to Make a Flowchart in PowerPoint? Step-by-Step Tutorial