Is there a way to group organization charts using the Visio Add-In with Excel?

Question

Is there a way to group organization charts using the Visio Add-In with Excel?

Garrett, Mallory 20

I am trying to develop an organizational chart using Visio. What I would like to do is to use data from an Excel spreadsheet to create an org chart and have that chart auto update when the Excel file is updated. I do not have the desktop app for Visio, only the web app. I have the Visio Plan 2.

I was able to use the Data Visualizer add-in in Office 365 Excel to create a basic org chart in Visio, but I seem to have limited options for editing. A few main points:

My first problem is that my chart will not refresh. I have made updates to the information on my Excel sheet but, when I click Refresh, it just spins. It will finally ask me to reload, but it does not update the information. I have tried closing and re-opening and refreshing the entire page, but nothing is working. I deleted one chart and added a completely new one, which worked temporarily, but now it is not refreshing either. I am using the Office 365 web app to edit the Excel sheet (which I read was a requirement to make it a live document). It was updating at first, but now seems to be stuck.
The column titles in the Excel table, created automatically by the add-in, are Employee ID, Name, Title, Manager ID and Role Type. I am not able to edit these and get an error if I try. I added another column called Functional Area (which is esentially the sub-department each employee belongs to). This extra column does show in Visio under Shape Data when you click on an employee. What I would like to do, if possible, is to have my org chart be separated by functional area. I read that you can use Shapes to separate things, but I cannot figure out how to use shapes when editing the add-in in Visio. Is there a way to group by an added column in Shape Data?
I would also like to be able to send the same data to multiple org charts. For example, we would like to have a district chart, showing all deparments, and then each department also has their own chart. I would like to be able to update the information in one place and have it feed all charts. I thought perhaps I could also do this by linking Excel sheets, but I can't figure out how to generate a Visio chart from existing data (I can only manually add data to the data visualizer add-in auto-generated table). When I try to create a chart directly in Visio, I am not shown the chart wizard that gives the option to use an existing set of data. It just opens a blank page and I do not see any menu options that fit. Is this only something that can be done in the desktop version?

If anyone has insight into any of this, help would be much appreciated. Thanks!

Oliviaoliver Oliove 0 Reputation points

2025-10-24T21:16:05.3433333+00:00

Hi Mallory,

You’re absolutely right that the Visio Data Visualizer Add-in in the web version has limited refresh and grouping capabilities compared to the desktop app. Unfortunately, grouping or automatically segmenting by an added Excel column (like “Functional Area”) isn’t natively supported in the Visio web app — that feature still relies on the desktop version’s “Organization Chart Wizard,” which gives more control over layout, grouping, and linked data refreshes.

Here’s what you can try:

Save your Excel sheet to OneDrive or SharePoint. Make sure it’s formatted as a proper table and accessible under the same Microsoft account used for Visio.

Refresh the connection manually. After editing the Excel file, reopen the Visio diagram → go to Data > Refresh All. This often fixes sync issues.

Use separate Excel views for departments. Create filtered sheets for each “Functional Area” and connect them to individual Data Visualizer diagrams — that way, each chart stays linked to one data source.

If you need grouped charts or multi-level refresh, the full Visio Desktop (Plan 2) still provides the most reliable results.

If you’re managing complex organization or device setups, our team at Apple Expert specializes in advanced Mac and software support for small businesses — including Microsoft 365, Visio, and Excel integrations. We help streamline workflows between Apple devices and Microsoft cloud tools, so your data visualization and productivity stay seamless.

Hope this clarifies the limitations and possible workarounds! — Apple Expert Support Team https://appleexpert.ca

Answer accepted by question author

Vy Nguyen 11,410 Microsoft External Staff Moderator

Hi @Garrett Mallory,

Thank you for posting on the Microsoft Q&A forum.

The issue you’re experiencing relates to current limitations in the Visio Data Visualizer add-in when used with Excel in the web version of Visio. While the add-in allows you to create organizational charts from Excel data, certain advanced features, such as dynamic refresh, grouping by custom columns, and multi-chart linking, are only fully supported in the Visio desktop application. Create an org chart based on Excel data by using Visio for the web - Microsoft Support

Below are an overview of the limitations and some possible workarounds you can try:

The refresh function in the Visio web app depends on the integrity of the Excel table structure. If column headers are modified or additional columns are added outside the expected schema (e.g., Employee ID, Name, Title, Manager ID, Role Type), the refresh may fail or become unstable. Since you added a “Functional Area” column, it’s visible in Shape Data but not used by the diagram logic, which may contribute to the refresh issue.

1/ Please make sure to keep the table structure intact. Keep the original column headers unchanged. Add new columns only below the existing headers, and avoid renaming or deleting any default fields.

2/ Then, you can refresh the chart to ensure it updates correctly.

Save the Excel file to OneDrive or SharePoint.
Open it in Excel for the web.
Use the Visio Data Visualizer add-in and click Refresh from the diagram area—not from the browser or Excel toolbar.

3/ Group items by functional area as a workaround.

Grouping by custom columns like “Functional Area” is not natively supported in the web app. As a workaround:

Manually drag shapes into containers labeled by department.
Use the Insert > Container option in Visio to visually separate groups.

4/ After that, you can create multiple charts from a single data source.

Visio Web does not support linking one Excel source to multiple charts. To achieve this:

Create filtered copies of your Excel table for each department.
Use each filtered table to generate a separate chart via the add-in.
Maintain a master Excel file and update all filtered versions from it manually.

5/ Finally, you might want to explore using desktop features. The ability to use the Chart Wizard, link existing data, and perform advanced grouping is exclusive to the Visio desktop app. If your workflow requires these features, installing the desktop version included with Visio Plan 2 is recommended.

This approach will suit your situation and help you work within the current capabilities of Visio Plan 2 and Excel Online.

Moreover, Microsoft currently does not offer a built-in method to detect unlogged attendees in a physical room. This limitation affects both internal and external participants and has been raised in support forums and enterprise feedback channels. Until such features are introduced, combining digital sign-ins with manual tracking remains the most reliable solution.

As a forum moderator, I hope you understand that I don’t have the ability to modify or escalate product issues directly. However, I strongly recommend submitting your feedback through the Visio· Community portal. This is the most effective way to ensure your voice reaches the product team and can be considered for future improvements.

You've clearly identified a real-world challenge, and your suggestion reflects a deep understanding of user needs - feedback like yours is truly valuable and helps shape the future of Microsoft Teams.

Sharing your experience through this channel is one of the most effective ways to advocate for improvements that benefit both you and the broader community.

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I hope you find this information helpful.

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Hope everything goes wonderfully for you.

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Garrett, Mallory 20 Reputation points

2025-10-17T14:24:12.64+00:00

I was able to download the desktop version. I am going to see if this will allow me to group by functional area and add more columns of information. Thanks.
Garrett, Mallory 20 Reputation points

2025-10-17T15:28:05.9133333+00:00

I am still having trouble finding instructions on how to group by Functional Area. Can you point me in the right direction? Everything I've looked at so far is not working. I would like this to happen automatically, but I am not even able to do it manually. I have tried adding Team Frames and Containers but, when I try to drag things around, it messes up my chart. I even tried recreating it by using the Chart Wizard instead of the add-in. Everything I find only shows how to create the chart, not add sub groupings.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-17T21:44:07.17+00:00
Hi @Garrett Mallory,

Thank you for reaching out and sharing the details of what you’ve tried so far.

Based on your description, you’d like to organize your chart by Functional Area, and I’d be happy to clarify the next steps so we can resolve this together.”

To better assist you, could you please provide a bit more information?

When you mention “subgrouping”, could you explain what you’re aiming for? For example, are you looking to create nested groups within a main Functional Area?

Could you share a screenshot of your current Visio diagram? This will help me understand the layout and what happens when you drag items around.

Are you using the Org Chart Add-in or working directly in Visio without the add-in?

When you say you’d like this to happen automatically, do you mean based on data fields (like Department or Role) or by manually grouping shapes?

Once I have these details, I can guide you with the most accurate steps or suggest an alternative approach that avoids disrupting your chart.

Thank you for your patience and for providing these clarifications. I’m happy to make sure we find a solution that works for your scenario.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-19T15:58:03.7366667+00:00

Hi @Garrett Mallory,

I hope the information I shared earlier was at least somewhat helpful in addressing your issue. If the previous methods haven’t been effective, please feel free to let me know. I’d be happy to explore the issue more deeply with you so we can work together toward a better solution.

Thank you very much, and I wish you a great day.
Garrett, Mallory 20 Reputation points

2025-10-22T16:06:00.1033333+00:00

Hi. I tried using the add-in and creating in Visio from a spreadsheet.

Here is what my current diagram looks like using the Visio Org Chart Builder. I would like to group by functional area. For example, in the data I have entered so far, I would like Mallory, Amanda and Lisa H to be grouped together. I have a column on my spreadsheet called Functional Area that I told it to pull in. I'm just not sure how to get them to group by that catagory.

I am also not able to get my data to refresh. The Refresh All button is greyed out and it is not automatically updating when I make changes to my spreadsheet. The sheet is an Office365 Excel file.
Garrett, Mallory 20 Reputation points

2025-10-22T16:50:11.3833333+00:00

I gave up on the chart wizard diagram that will not update and went back to the Excel add-in. It will update, but I still cannot figure out how to create the sub groups (by Functional area) that I want. I am in the desktop app.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-23T00:55:31.08+00:00
As this forum is a public platform, we’ve taken steps to help protect your privacy by removing your organization’s domain name from your message. To ensure your data remains secure, we kindly recommend avoiding the inclusion of personal or organizational details such as domain names or screenshots with sensitive information in future posts.

Hi @Garrett Mallory,

Thank you for your detailed and your screenshot.

Engaging with Microsoft Support will allow you to work with agents who can provide live assistance and escalate the issue to specialized teams if needed. They also have the ability to perform deeper backend analysis and offer targeted solutions that go beyond what we can provide here in the forum.

For a more efficient resolution, we recommend using your administrator account or contacting your IT administrator to submit a support request directly to Microsoft Support Teams.

They can raise a support ticket by visiting: Get support - Microsoft 365 admin | Microsoft Learn

While we await your response, here are a few steps you might consider trying in the meantime:

1/ You may consider using containers as an option.

Go to Insert > Container.

Select shapes for one Functional Area → Right-click > Add to New Container.

Label the container with the Functional Area name.

Repeat for each group. This keeps the hierarchy intact while adding visual grouping.

2/ Then you might want to consider applying color coding to make it easier to organize and quickly identify items.

Go to Data > Data Graphics.

Create a rule based on the Functional Area column.

Assign colors or icons to visually separate groups without moving shapes.

Important Note: Dragging shapes manually can break the auto-layout created by Data Visualizer. Containers and Data Graphics are the safest way to add grouping without disrupting the structure.
We appreciate your understanding regarding the scope of support available through this forum. As moderators, our role is to provide general guidance and assist with common troubleshooting steps. While we do not have access to internal systems or administrative tools required to resolve account-specific or backend-related issues but we’ll continue doing our best to support you within the scope of our responsibilities.
I hope the information provided proves useful. Please proceed with the outlined steps and let me know whether they resolve the issue. If not, I’ll be glad to continue working with you to find a solution.

Thank you for your patience and understanding throughout this process. Should you have any questions or need further assistance, feel free to reach out at any time.

I'm looking forward to your reply.
Garrett, Mallory 20 Reputation points

2025-10-23T14:09:53.29+00:00

Data graphics is greyed out. I have tried grouping things together, but the data graphics option is never available.

Update- I was able to create something under Advanced Data Graphics, but it will not apply to my chart. It says 'The selected shapes do not contain any data fields shown by this data graphic.' However, when you view the shape data, it shows my functional area field.
Garrett, Mallory 20 Reputation points

2025-10-23T19:07:52.25+00:00

I gave up on the data graphics because when I finally got it to apply, it rearragneed my whole chart in a really funky way.

My new issue is that I have added containers and organized my chart. But now, when I add data to my Excel sheet, it does not sync. It does refresh my data in Excel (in the little preview of the chart) but, when I open my existing file in Visio, there are no changes. Additionally, when I click the link from the Excel add-in that says Open in Web App, it just creates a new Visio document. I tried refreshing the data in Visio, but the Refresh All option is greyed out on the menu.
Garrett, Mallory 20 Reputation points

2025-10-24T19:46:23.91+00:00

UPDATE- I figured out how to get my data to sync. I am good on that front.

I organized my chart manually by adding containers. I could never figure out a way to have it auto-sort by functional area. This should work for what I need though.

Thank you for the assistance.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-24T19:53:24.3466667+00:00

Hi @Garrett Mallory,

Thank you for providing the updated information. I truly appreciate the time you’ve taken to share your progress and confirm that the data sync issue has been resolved and is running smoothly. It’s great to hear that you successfully organized your chart manually and found a solution that meets your needs.

If you have any questions or require further assistance, please feel free to post them in the Q&A forum so we can continue to support you promptly.

1 additional answer

Your answer

Oliviaoliver Oliove 0 Reputation points

2025-10-24T21:16:05.3433333+00:00

Hi Mallory,

You’re absolutely right that the Visio Data Visualizer Add-in in the web version has limited refresh and grouping capabilities compared to the desktop app. Unfortunately, grouping or automatically segmenting by an added Excel column (like “Functional Area”) isn’t natively supported in the Visio web app — that feature still relies on the desktop version’s “Organization Chart Wizard,” which gives more control over layout, grouping, and linked data refreshes.

Here’s what you can try:

Save your Excel sheet to OneDrive or SharePoint. Make sure it’s formatted as a proper table and accessible under the same Microsoft account used for Visio.

Refresh the connection manually. After editing the Excel file, reopen the Visio diagram → go to Data > Refresh All. This often fixes sync issues.

Use separate Excel views for departments. Create filtered sheets for each “Functional Area” and connect them to individual Data Visualizer diagrams — that way, each chart stays linked to one data source.

If you need grouped charts or multi-level refresh, the full Visio Desktop (Plan 2) still provides the most reliable results.

If you’re managing complex organization or device setups, our team at Apple Expert specializes in advanced Mac and software support for small businesses — including Microsoft 365, Visio, and Excel integrations. We help streamline workflows between Apple devices and Microsoft cloud tools, so your data visualization and productivity stay seamless.

Hope this clarifies the limitations and possible workarounds! — Apple Expert Support Team https://appleexpert.ca
Garrett, Mallory 20 Reputation points

2025-10-17T14:24:12.64+00:00

I was able to download the desktop version. I am going to see if this will allow me to group by functional area and add more columns of information. Thanks.
Garrett, Mallory 20 Reputation points

2025-10-17T15:28:05.9133333+00:00

I am still having trouble finding instructions on how to group by Functional Area. Can you point me in the right direction? Everything I've looked at so far is not working. I would like this to happen automatically, but I am not even able to do it manually. I have tried adding Team Frames and Containers but, when I try to drag things around, it messes up my chart. I even tried recreating it by using the Chart Wizard instead of the add-in. Everything I find only shows how to create the chart, not add sub groupings.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-17T21:44:07.17+00:00

Hi @Garrett Mallory,

Thank you for reaching out and sharing the details of what you’ve tried so far.

Based on your description, you’d like to organize your chart by Functional Area, and I’d be happy to clarify the next steps so we can resolve this together.”

To better assist you, could you please provide a bit more information?

When you mention “subgrouping”, could you explain what you’re aiming for? For example, are you looking to create nested groups within a main Functional Area?

Could you share a screenshot of your current Visio diagram? This will help me understand the layout and what happens when you drag items around.

Are you using the Org Chart Add-in or working directly in Visio without the add-in?

When you say you’d like this to happen automatically, do you mean based on data fields (like Department or Role) or by manually grouping shapes?

Once I have these details, I can guide you with the most accurate steps or suggest an alternative approach that avoids disrupting your chart.

Thank you for your patience and for providing these clarifications. I’m happy to make sure we find a solution that works for your scenario.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-19T15:58:03.7366667+00:00

Hi @Garrett Mallory,

I hope the information I shared earlier was at least somewhat helpful in addressing your issue. If the previous methods haven’t been effective, please feel free to let me know. I’d be happy to explore the issue more deeply with you so we can work together toward a better solution.

Thank you very much, and I wish you a great day.
Garrett, Mallory 20 Reputation points

2025-10-22T16:06:00.1033333+00:00

Hi. I tried using the add-in and creating in Visio from a spreadsheet.

Here is what my current diagram looks like using the Visio Org Chart Builder. I would like to group by functional area. For example, in the data I have entered so far, I would like Mallory, Amanda and Lisa H to be grouped together. I have a column on my spreadsheet called Functional Area that I told it to pull in. I'm just not sure how to get them to group by that catagory.

I am also not able to get my data to refresh. The Refresh All button is greyed out and it is not automatically updating when I make changes to my spreadsheet. The sheet is an Office365 Excel file.
Garrett, Mallory 20 Reputation points

2025-10-22T16:50:11.3833333+00:00

I gave up on the chart wizard diagram that will not update and went back to the Excel add-in. It will update, but I still cannot figure out how to create the sub groups (by Functional area) that I want. I am in the desktop app.
Garrett, Mallory 20 Reputation points

2025-10-23T14:09:53.29+00:00

Data graphics is greyed out. I have tried grouping things together, but the data graphics option is never available.

Update- I was able to create something under Advanced Data Graphics, but it will not apply to my chart. It says 'The selected shapes do not contain any data fields shown by this data graphic.' However, when you view the shape data, it shows my functional area field.
Garrett, Mallory 20 Reputation points

2025-10-23T19:07:52.25+00:00

I gave up on the data graphics because when I finally got it to apply, it rearragneed my whole chart in a really funky way.

My new issue is that I have added containers and organized my chart. But now, when I add data to my Excel sheet, it does not sync. It does refresh my data in Excel (in the little preview of the chart) but, when I open my existing file in Visio, there are no changes. Additionally, when I click the link from the Excel add-in that says Open in Web App, it just creates a new Visio document. I tried refreshing the data in Visio, but the Refresh All option is greyed out on the menu.
Garrett, Mallory 20 Reputation points

2025-10-24T19:46:23.91+00:00

UPDATE- I figured out how to get my data to sync. I am good on that front.

I organized my chart manually by adding containers. I could never figure out a way to have it auto-sort by functional area. This should work for what I need though.

Thank you for the assistance.
Vy Nguyen 11,410 Reputation points Microsoft External Staff Moderator

2025-10-24T19:53:24.3466667+00:00

Hi @Garrett Mallory,

Thank you for providing the updated information. I truly appreciate the time you’ve taken to share your progress and confirm that the data sync issue has been resolved and is running smoothly. It’s great to hear that you successfully organized your chart manually and found a solution that meets your needs.

If you have any questions or require further assistance, please feel free to post them in the Q&A forum so we can continue to support you promptly.

Answer 1

Hi @Garrett, Mallory

A lot of what you’re trying to do (grouping by a custom column, multi-chart outputs from one dataset, and robust refresh) tends to run into web-app limits. The safest baseline is to keep the default org chart schema intact (don’t rename required columns), add extra columns without breaking the table structure, and ensure each row has a stable unique Employee ID / Manager ID relationship (no blank Manager IDs unless intentionally “top-level”). For functional-area grouping, most people end up using containers/swimlanes as a visual grouping layer rather than expecting the add-in to generate grouped layouts automatically. For multiple org charts from one dataset, you generally need a workflow that treats the Excel table as the source-of-truth and generates separate diagrams (or pages) from filtered subsets.

I hope this information is helpful.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".