How to create a swimlane diagram from Excel
Add an owner to each spreadsheet step, connect handoffs, and render a cross-functional swimlane flowchart. Includes Visio Plan 2 and QueryChart workflows.
To make swimlanes from Excel, store one process step per row and one responsible function per step. Connect the rows, then group each step into its function's lane.
The short version
- Visio's Cross-Functional Flowchart Data Visualizer template is documented for Plan 2 desktop.
- Function or owner values define lanes; destinations define arrows across them.
- A decision needs a labelled destination for each outcome.
- QueryChart renders owner lanes from the same row-based idea.
Make the handoffs visible in the source table
For the current Microsoft route, choose Cross-Functional Flowchart - Data Visualizer in the Visio Plan 2 desktop app. Download its Excel data template, make an Excel table, and use the Create Diagram from Data wizard to select the workbook and table. The Function field determines a swimlane; Phase can divide the process further. This is the desktop Data Visualizer workflow, separate from the retired add-in that formerly drew inside Excel.
A simple purchasing table might have Submit request / Employee / Manager review, Manager review / Manager / Create PO, Create PO / Procurement / Receive goods, Receive goods / Warehouse / Pay invoice, and Pay invoice / Finance / End. The owner value is the lane; the Next Step value establishes the cross-lane arrow. An approval decision needs separate approved and rejected destinations with labels, so a real process usually needs more than five rows.
QueryChart uses Vertical lane for the responsible owner and Line to for the destination row. The editable event-planning example below crosses Organiser, Finance, Marketing and Venue and operations lanes; the spreadsheet view shows exactly which row owns each step. For a basic flowchart without owner lanes, see /excel-to-flowchart. For a prepared swimlane example, see /templates/excel-swimlane-flowchart.
Spreadsheet rows crossing owner lanes
Follow the event planning flow across its owner lanes, then open the sheet view for the source columns.
Start with the brief and budget
Organiser, venue operations and Finance each own distinct steps. The budget decision has approved and not-approved routes.
Follow the complete handoffs
The full chart makes each cross-team arrow visible while the source remains an editable spreadsheet.
Review the complete chart
Inspect the completed visualization against the preserved workbook table, including every loop, branch label, owner lane and ending.
How it works
Choose the Visio cross-functional template
In Visio Plan 2 desktop, open Flowchart > Cross-Functional Flowchart - Data Visualizer and obtain its Excel data template.
Fill and select the table
Enter step descriptions, IDs, Next Step IDs, shape types, connector labels and Function values. Save the workbook; in the wizard select that workbook and table.
Check lanes and branch labels
Inspect every change of owner and both sides of each decision. Save the Visio drawing and keep the workbook with it for later refresh.
Try the equivalent in QueryChart
Map descriptions to Box text, owner to Vertical lane, and destinations to Line to after translating IDs to row positions. Open the Excel swimlane template and edit its rows.
Use the Excel swimlane example
Open the source rows and replace the owners and steps with your process.
Sources
Frequently asked questions
Which Visio template makes swimlanes from Excel?
Use Cross-Functional Flowchart - Data Visualizer in Visio Plan 2 desktop, then select the Excel workbook and table in its wizard.
Which column determines the lane?
Visio’s Function field maps to swimlanes. In QueryChart, put the responsible role in Vertical lane.
Did retirement remove desktop cross-functional Data Visualizer?
No. The retired product was the add-in inside Excel; Microsoft still documents the desktop template.