Step-by-Step: Creating a SharePoint Employee Directory with an Org Chart

Building an employee directory in SharePoint can seem tricky at first, but it’s actually quite simple when you follow the right steps. A good directory helps employees find each other quickly and understand how their company is organized. Let’s walk through the process of creating both an employee directory and an organizational chart that will make your workplace more connected.

Why You Need an Employee Directory

Before jumping into the technical steps, it’s important to understand why this matters. A SharePoint Employee Directory helps new employees learn who works in different departments. It also makes it easier for current staff to find contact information and understand reporting relationships.

When combined with an org chart, employees can see the bigger picture of how their company works. This transparency builds trust and helps people understand their role in the organization.

Step 1: Set Up Your SharePoint Site

Start by logging into your SharePoint account and going to the main page. Click the “Create Site” button and choose between a Team site or Communication site. For an employee directory, a Communication site usually works better because it’s designed for sharing information with many people.

Give your site a clear name like “Employee Directory” or “Company Directory.” Choose colors and themes that match your company’s branding. This makes the directory feel like an official part of your workplace.

Step 2: Create the Employee List

Navigate to your new SharePoint site and click “New” then select “List.” Choose “Blank List” and name it something like “Employee Information.” This list will store all the details about your team members.

Now you need to add columns for different types of information. Create columns for First Name, Last Name, Job Title, Department, Phone Number, Email Address, and Manager. You can also add a Photo column if you want to include employee pictures.

You can use the title column as first name by selecting the title column and clicking the down arrow next to it to rename it appropriately.

Step 3: Add Employee Information

Start entering information for each employee in your company. Fill out all the columns you created with accurate details. Make sure email addresses are correct and job titles match what people actually do.

If you’re adding photos, keep them a similar size and style. This makes your directory look professional and organized. Photos should be clear headshots that help people recognize their coworkers.

Step 4: Create the Directory View

Once your employee list is ready, you need to display it in an attractive way. Go to the page where you want to show the directory and click “Edit Page.” Add a new web part by clicking the plus sign.

Choose “List” from the web part options and select your employee information list. You can create an employee directory in SharePoint using Gallery View on a list to make it look more visual and appealing.

Customize the view to show the information that’s most important to your employees. You might want to display names, photos, job titles, and departments prominently while keeping other details available when someone clicks for more information.

Step 5: Add the Organizational Chart

Creating a SharePoint org chart requires using the Organization Chart web part. There is a built-in feature in SharePoint to display organization chart in SharePoint by adding a People part into SharePoint space page.

Go to a new page or section where you want to display the org chart. Click “Edit Page” and add the Organization Chart web part. In the Name field, enter the name of the person whose organizational relationships you want to show.

The org chart will automatically pull information from your company’s Azure Active Directory or the employee list you created. It shows reporting relationships and helps people understand the company structure.

Step 6: Connect Directory and Org Chart

Make sure your employee directory and org chart work well together. Add links between the two so people can easily move from the directory to the org chart and back. This creates a complete picture of your organization.

Test all the links and make sure the information matches between both tools. If someone’s job title is different in the directory and org chart, fix it so everything stays consistent.

Step 7: Set Up Search and Filters

Add search functionality so employees can quickly find specific people. Include filters for departments, locations, or job roles. This is especially helpful in larger companies where scrolling through hundreds of names would take too long.

Make sure the search works with partial names and common nicknames. This makes the directory more user-friendly and practical for daily use.

Step 8: Test and Launch

Before announcing your new directory, test it with a small group of employees. Ask them to find specific people and information. Pay attention to any confusion or problems they experience.

Fix any issues they discover and make improvements based on their feedback. Once everything works smoothly, announce the directory to your entire company and provide simple instructions for using it.

Keeping It Updated

Your employee directory and org chart are only useful if they stay current. Set up a process for updating information when people join, leave, or change roles. Consider appointing someone to regularly review and maintain the accuracy of all the information.

Final Thoughts

Creating a SharePoint employee directory with an org chart takes some initial work, but it pays off by making your workplace more connected and organized. Follow these steps carefully, test everything thoroughly, and you’ll have a valuable tool that helps your entire team work better together.

Author Profile

Adam Regan

Deputy Editor

Features and account management. 3 years media experience. Previously covered features for online and print editions.

Email Adam@MarkMeets.com