Organizing ideas visually can bring clarity to even the most complicated tasks. A flowchart lays everything out in a simple, easy-to-follow way, perfect for planning processes, training guides, or team workflows.
With Google Sheets, you don’t need special tools or expensive software to get started. It’s all right there, ready to help you build something useful and reusable.
What Is a Flowchart?
A flowchart is a visual guide that shows the steps in a process. Think of it as a map for how something works, from start to finish.
It uses shapes like boxes, arrows, and diamonds to show actions, decisions, and connections. Whether you’re explaining how to onboard a new hire or showing how a customer moves through your sales funnel, flowcharts make complex ideas easier to follow.
Step 1. Open a New Google Sheet
Start with a blank canvas. Go to Google Sheets, click the + Blank option, and give your file a clear name like “Flowchart Template.”
Step 2. Adjust the Column Width
Flowcharts need space. Highlight columns A to G (or more, depending on how wide you want your chart), then right-click and choose Resize columns. Set them to around 100 pixels so shapes won’t get squished.
Step 3. Turn on Gridlines (if they’re off)
Go to View > Show > Gridlines to make aligning shapes easier.
Step 4. Insert Drawing for Shapes
Google Sheets doesn’t have built-in shapes like Docs or Slides, but you can add them through the Drawing tool.
Click Insert > Drawing > + New.
Use the toolbar to add shapes like rectangles (for processes) or diamonds (for decisions). Add text inside each shape.
Click Save and Close to insert it into the sheet. Resize or drag the shape wherever you want
Step 5. Connect Shapes with Arrows
Back in the Drawing tool, you can also draw arrows. Use the Line tool > Arrow. Connect from one shape to the next. Add arrows between steps or choices. Save and drag the arrow drawings into place.
Tip: Hold Shift while drawing arrows to keep them straight.
Once you’ve made a couple of shapes, you don’t have to recreate each one. Just copy and paste them, then change the text. This makes building the flowchart faster.
Step 6. Use Color to Highlight Steps
Click on a shape, then hit the three-dot menu (⋮) > Edit. Change the fill color to show different types of actions. For example:
- Blue = Start
- Green = Process
- Yellow = Decision
- Red = End
This helps readers quickly understand the chart at a glance.
Click the Share button in the top right corner. Choose the right permission: Viewer, Commenter, or Editor
Get the Free Flowchart Template
Get a copy of the free Flowchart template. I’ve populated some cells as examples, but you can customize them as needed.
Final Thoughts
You don’t need to be a designer to make clear, helpful flowcharts. Google Sheets gives you just enough tools to build something useful without getting lost in features. If you’re already working in Sheets, why not keep your flowcharts there too? It keeps everything tidy and in one place.
Frequently Asked Questions
Can I use shapes directly in Google Sheets without the Drawing tool?
Not really. Google Sheets doesn’t support built-in shape tools like Docs or Slides, so the Drawing tool is your best bet for clean flowchart visuals.
How do I keep arrows lined up?
Use the gridlines and hold Shift while dragging to keep lines straight. Also, consider using the snap-to-grid feeling of cell spacing for more consistent layouts.
Can I use formulas to create a flowchart?
Not for the shapes themselves, but you can use formulas next to your flowchart for dynamic notes or progress tracking. For example, use =IF(A1=”Done”, “✓”, “”) to check off completed steps.
The Bottom Line:
One keeps you awake. The other gets work done.
A month of coffee: $150
A month of FileDrop: $9.99
Why not have both?
