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Writing-Related Software Tutorials

How to Insert Figure Captions and Table Titles in Microsoft Word (PC & Mac)

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This tutorial shows how to insert figure captions and table titles in Microsoft Word.

We will also look at how to create two-line table titles and figure captions that will appear as one line in the list of tables or figures.

Table of Contents

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The images below are from Word for Microsoft 365. The steps also apply to Word for Microsoft 365 for Mac (a.k.a., Word for Mac), Word 2021, Word 2019, Word 2016, and Word 2013.

How to Insert Figure Captions and Table Titles

  1. (Tables only) Hover your pointer over the table and then select the handle that appears on the top, left corner to select the entire table.
Table handle in Word 365
Figure 1. Table handle
  1. Right-click (PC) or Control-click (Mac) the table or figure and then select Insert Caption from the shortcut menu.
Insert Caption option in the table shortcut menu in Word 365
Figure 2. Insert Caption option

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

Insert Caption button in the References tab in Word 365
Figure 3. Insert Caption button
  1. Select Figure or Table from the Label menu in the Caption dialog box.

The Figure label is appropriate for visuals such as graphs, charts, photos, illustrations, and maps.

Label menu in the Caption dialog box in Word 365
Figure 4. Label menu

Important Note: Each label type maintains its own number sequence. For example, if you have a Figure 1 and then insert a table, it will be Table 1.

  1. Select Above selected item or Below selection item from the Position menu.
Position menu in the Caption dialog box in Word 365
Figure 5. 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. However, APA style places both the table title and figure title above the item.[i]

Optional Step: Change the Figure or Table Label

  1. Select the New Label button.
New Label button in the Caption dialog box in Word 365
Figure 6. New Label button
  1. Enter your new label in the Label text box in the New Label dialog box. (For example, you may want to change Figure to Fig.)
Label text box in the New Label dialog box in Word 365
Figure 7. Label text box
  1. Select the OK button.
OK button in the New Label dialog box in Word 365
Figure 8. OK button

Optional Step: Change Figure or Table Numbering

  1. Select the Numbering button (PC) or Format button (Mac) to change how your figures or tables are numbered.
Numbering button in the Caption dialog box in Word 365
Figure 9. Numbering button (PC)
Format button in the Caption dialog box in Word for Mac
Figure 10. Format button (Mac)
  1. Select numerals, letters, or Roman numerals from the Format menu in the Caption Numbering dialog box.
Format menu in the Caption Numbering dialog box in Word 365
Figure 11. Format menu
  1. If you have already added heading numbers, select Include chapter number to start with the chapter or section number. (This option won’t work if you don’t have established heading numbers.)

For more information, please see “How to Add Heading Numbers to Table Titles and Figure Captions in Microsoft Word (PC & Mac).”

Include chapter number option in the Caption Numbering dialog box in Word 365
Figure 12. Include chapter number option
  1. Select the OK button.
OK button in the Caption Numbering dialog box
Figure 13. OK button
  1. Type your caption or title after the label and number in the Caption text box.

Pro Tip: Most of our primary style guides recommend placing a period after the figure or table number. However, Word doesn’t provide a way to add that period automatically, so remember to add it manually as you type each caption.

Caption text box in the Caption dialog box in Word 365
Figure 14. Caption text box

See “How to Write Figure Captions” and “How to Write Table Titles” for information on writing captions and titles according to Chicago style (including Turabian), APA style, and MLA style.

  1. Select the OK button.
OK button in the Caption dialog box in Word 365
Figure 15. OK button

Your caption or title will now appear with your figure or table.

Table with title in Word 365
Figure 16. Table with title

How to Create Two-Line Figure Captions and Table Titles

The following steps show how to place the label (e.g., Table 1) and the title or caption on two separate lines, but format them in such a way that they will still appear on one line in the list of tables or figures.

  1. Insert your figure caption or table title shown in the previous section.
  2. Place your cursor at the start of the title or caption and then press the Backspace key on a PC or Delete key on a Mac to remove any extra spaces between the number and the title or caption.
Cursor between figure label and caption in Word 365
Figure 17. Cursor between figure label and caption
  1. Press Shift + Enter (PC) or Shift + Return (Mac) to create a soft return instead of a regular hard return.

The label and title or caption should now appear on two different lines.

Figure label and caption on two lines in Word 365
Figure 18. Figure label and caption on two lines

However, when you create or update your list of tables or figures, it should appear on one line.

List of Figures in Word 365
Figure 19. List of Figures
Important Note: Caption and title numbers won’t automatically update if you move or delete figures or tables in your document. Visit “How to Update Table and Figure Numbers in Microsoft Word” for information about manually updating table and figure numbers.

[i] Publication Manual of the American Psychological Association, 7th ed. (Washington, DC: American Psychological Association, 2020), 7.23–7.25.

Related Resources

How to Add Background Images to Tables in Microsoft Word (PC & Mac)

How to Add Background Images to Charts in Microsoft Word (PC & Mac)

How to Save Tables and Figures as Images in Microsoft Word (PC & Mac)

Updated March 05, 2023