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How to use Excel sheet in Sharepoint to create Visio chart that will sync with excel data?

Copper Contributor
Hello. I have an excel .xslx file in sharepoint that I want to use in Visio to create an employee chart and have changes made to the excel document, automatically sync with the visio document. How do I do this? I'd like both documents to ideally live in Sharepoint so that managers can access thee excel sheet for adding or removing employees and also at a glance look at the Visio drawing to see who works and where they work.
 
 
 
2 Replies
best response confirmed by DevOlar (Copper Contributor)
Solution

@DevOlar 

To create a Visio chart that syncs with data from an Excel sheet in SharePoint, you can follow these steps:

  1. Save both the Excel file and the Visio file in SharePoint: Upload the Excel file and the Visio file to your SharePoint site or document library, ensuring that both documents are accessible in SharePoint.
  2. Link the Visio chart to the Excel data:
    • Open the Visio file in Visio.
    • Go to the "Data" tab in the Visio ribbon.
    • Click on the "Link Data to Shapes" button to open the "Data Selector" dialog box.
    • Select "Link to a SharePoint list" and click "Next."
    • Specify the SharePoint site and list that contains the Excel data file. You may need to provide the URL of the SharePoint site and browse to the Excel file within the SharePoint document library.
    • Select the appropriate Excel file and worksheet that contains the data you want to link to.
    • Map the columns in the Excel worksheet to the appropriate shape data fields in Visio.
    • Complete the data linking process and let Visio create the linked data.
  3. Design the Visio chart:
    • Create or modify the shapes in Visio to represent employees and their respective positions, departments, or other relevant information.
    • Arrange the shapes on the Visio drawing canvas to reflect the desired employee chart or organizational structure.
  4. Sync the Visio chart with Excel data:
    • Whenever changes are made to the Excel data (e.g., adding or removing employees), open the Visio file.
    • Go to the "Data" tab in the Visio ribbon and click on the "Refresh Data" button.
    • Visio will update the shapes in the chart based on the changes in the linked Excel data.

By following these steps, you can maintain a dynamic connection between your Excel data in SharePoint and the Visio chart. Managers can access and modify the Excel data in SharePoint, and the changes will automatically reflect in the Visio chart when it is refreshed.

Note: Ensure that the SharePoint site and document library have appropriate permissions to allow users to access and edit the Excel file and the Visio file as required.

 

The steps provided are applicable to SharePoint Online, which is part of the Microsoft 365 cloud-based suite. SharePoint Online is a web-based platform that allows you to store, organize, and collaborate on documents and data. It is commonly used for file management and collaboration within organizations.

If you are using an on-premises version of SharePoint (such as SharePoint Server), the steps may be slightly different, and some features or capabilities mentioned in the steps may not be available. In that case, you may need to consult the documentation or resources specific to your version of SharePoint for guidance on linking data between Excel and Visio.

 

My knowledge of this topic is limited, but since no one has answered it for at least one day or more, I entered your question in various AI. The text and the steps are the result of various AI's put together.

 

Additional links:

Create a Data Visualizer diagram

Create a diagram in Excel with the Visio Data Visualizer add-in

 

My answers are voluntary and without guarantee!

 

Hope this will help you.

1 best response

Accepted Solutions
best response confirmed by DevOlar (Copper Contributor)
Solution

@DevOlar 

To create a Visio chart that syncs with data from an Excel sheet in SharePoint, you can follow these steps:

  1. Save both the Excel file and the Visio file in SharePoint: Upload the Excel file and the Visio file to your SharePoint site or document library, ensuring that both documents are accessible in SharePoint.
  2. Link the Visio chart to the Excel data:
    • Open the Visio file in Visio.
    • Go to the "Data" tab in the Visio ribbon.
    • Click on the "Link Data to Shapes" button to open the "Data Selector" dialog box.
    • Select "Link to a SharePoint list" and click "Next."
    • Specify the SharePoint site and list that contains the Excel data file. You may need to provide the URL of the SharePoint site and browse to the Excel file within the SharePoint document library.
    • Select the appropriate Excel file and worksheet that contains the data you want to link to.
    • Map the columns in the Excel worksheet to the appropriate shape data fields in Visio.
    • Complete the data linking process and let Visio create the linked data.
  3. Design the Visio chart:
    • Create or modify the shapes in Visio to represent employees and their respective positions, departments, or other relevant information.
    • Arrange the shapes on the Visio drawing canvas to reflect the desired employee chart or organizational structure.
  4. Sync the Visio chart with Excel data:
    • Whenever changes are made to the Excel data (e.g., adding or removing employees), open the Visio file.
    • Go to the "Data" tab in the Visio ribbon and click on the "Refresh Data" button.
    • Visio will update the shapes in the chart based on the changes in the linked Excel data.

By following these steps, you can maintain a dynamic connection between your Excel data in SharePoint and the Visio chart. Managers can access and modify the Excel data in SharePoint, and the changes will automatically reflect in the Visio chart when it is refreshed.

Note: Ensure that the SharePoint site and document library have appropriate permissions to allow users to access and edit the Excel file and the Visio file as required.

 

The steps provided are applicable to SharePoint Online, which is part of the Microsoft 365 cloud-based suite. SharePoint Online is a web-based platform that allows you to store, organize, and collaborate on documents and data. It is commonly used for file management and collaboration within organizations.

If you are using an on-premises version of SharePoint (such as SharePoint Server), the steps may be slightly different, and some features or capabilities mentioned in the steps may not be available. In that case, you may need to consult the documentation or resources specific to your version of SharePoint for guidance on linking data between Excel and Visio.

 

My knowledge of this topic is limited, but since no one has answered it for at least one day or more, I entered your question in various AI. The text and the steps are the result of various AI's put together.

 

Additional links:

Create a Data Visualizer diagram

Create a diagram in Excel with the Visio Data Visualizer add-in

 

My answers are voluntary and without guarantee!

 

Hope this will help you.

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