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Writing-Related Software Tutorials

How to Add Heading Numbers to Table Titles and Figure Captions in Microsoft Word (PC & Mac)

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This tutorial shows how to add heading numbers to table titles and figure captions in Microsoft Word. First, we will add heading numbers to new table titles and figure captions. Then, we will add heading numbers to existing table titles and figure captions.

Heading numbers can be chapter numbers, section numbers, article numbers, or any other numbering scheme created with Word’s Multilevel List tool.

These steps assume you have already added numbers to your headings. If you haven’t, please see “How to Add and Modify Heading Numbers in Microsoft Word (PC & Mac).”

Table of Contents

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The images below are from Word for Microsoft 365. These steps also apply to Word for Microsoft 365 for Mac (a.k.a., Word for Mac), Word 2021, Word 2019, and Word 2016. In addition, the steps will be similar for older versions of the software.

How to Add Heading Numbers to New Table Titles and Figure Captions

This section includes the basic steps for inserting table titles and figure captions. For a complete tutorial, please see “How to Insert Figure Captions and Table Titles in Microsoft Word.”

  1. Right-click (PC) or Control-click (Mac) on the first figure or table in your document.
  2. Select Insert Caption from the shortcut menu.

Alternative: Select the figure or table and then select Insert Caption from the References tab in the ribbon.

Insert Caption option in Word 365
Figure 1. Insert Caption option
  1. Select Figure or Table from the Label menu in the Caption dialog box.
Label menu in the Caption dialog box in Word 365
Figure 2. Label menu
  1. Select Above selected item or Below selected item from the Position menu.

The default option for Figure is Below selected item. The default option for Table is Above selected item. These defaults will be appropriate for most situations.

Position menu in the Caption dialog box in Word 365
Figure 3. Position menu
  1. Select the Numbering button (PC) or Format button (Mac).
Numbering button in the Caption dialog box in Word 365
Figure 4. Numbering button (PC)
Format button in the Caption dialog box in Word for Mac 365
Figure 5. Format button (Mac)
  1. Select Include chapter number in the Caption Numbering dialog box. Although this option says “chapter,” it will apply to any header numbers that you have already established.
"Include chapter number" option in the Caption Numbering dialog box in Word 365
Figure 6. Include chapter number option
  1. Select the heading level you want to start with in the Chapter starts with style menu.
"Chapter starts with style" menu in the Caption Numbering dialog in Word 365
Figure 7. Chapter starts with style menu
  1. Select hyphen, period, colon, em-dash, or en-dash from the Use separator menu.
"Use separator" menu in the Caption Numbering dialog box in Word 365
Figure 8. Use separator menu
  1. Select the OK button.
OK button in the Caption Numbering menu in Word 365
Figure 9. OK button
  1. Type your caption or title after the label and number in the Caption text box.
Caption text box in the Caption dialog box in Word 365
Figure 10. Caption text box
  1. Select the OK button.
OK button in the Caption dialog box in Word 365
Figure 11. OK button

Your new figure caption or table title should appear with the chapter or section number.

Figure caption with heading number in Word 365
Figure 12. Figure caption with heading number

As you add new figure captions or table titles, they should maintain the heading number format you just created.

Important Note: This process only applies to table titles or figure captions. If you have table titles and figure captions in your document, repeat the previous steps as necessary.

How to Add Heading Numbers to Existing Table Titles and Figure Captions

This section shows how to update existing table titles and figure captions to include heading numbers.

  1. Select the entire first title or caption.
Selected figure caption in Word 365
Figure 13. Selected figure caption
  1. Select the References tab in the ribbon.
References tab in Word 365
Figure 14. References tab
  1. Select the Insert Caption button in the Captions group.
Insert Caption button in Word 365
Figure 15. Insert Caption button
  1. Select the Numbering button (PC) or Format button (Mac) in the Caption dialog box (see figures 4 and 5).
  2. Select Include chapter number (see figure 6).
  3. Select the heading level you want to start with in the Chapter starts with style menu (see figure 7).
  4. Select hyphen, period, colon, em-dash, or en-dash from the Use separator menu (see figure 8).
  5. Select the OK button (see figure 9).
  6. Select the OK button in the Caption dialog box (see figure 11).

Your table titles or figure captions should be updated to include the chapter or section numbers.

Important Note: This process only updates table titles or figure captions. If you have table titles and figure captions in your document, repeat the previous steps as necessary.

Related Resources

How to Create and Customize Headings in Microsoft Word (PC & Mac)

How to Create a Custom Heading Style in Microsoft Word

How to Create a Custom Heading Style in Microsoft Word for Mac

How to Cross-Reference Tables and Figures in Microsoft Word

Updated March 05, 2023