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
- How to Insert Figure Captions and Table Titles
- How to Create Two-Line Figure Captions and Table Titles
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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
- (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.
- Right-click (PC) or Control-click (Mac) the table or figure and then 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.
- 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.
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.
- Select Above selected item or Below selection 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. However, APA style places both the table title and figure title above the item.[i]
Optional Step: Change the Figure or Table Label
- Select the New Label button.
- 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.)
- Select the OK button.
Optional Step: Change Figure or Table Numbering
- Select the Numbering button (PC) or Format button (Mac) to change how your figures or tables are numbered.
- Select numerals, letters, or Roman numerals from the Format menu in the Caption Numbering dialog box.
- 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).”
- Select the OK button.
- 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.
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.
- Select the OK button.
Your caption or title will now appear with your figure or table.
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.
- Insert your figure caption or table title shown in the previous section.
- 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.
- 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.
However, when you create or update your list of tables or figures, it should appear on one line.
[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