Erin Wright Writing

Writing-Related Software Tutorials

How to Move Figures and Captions Together in Microsoft Word (PC & Mac)

By

This tutorial explains how to insert captions for figures in Microsoft Word and then group them so they can be moved together. The term figures refers to charts, graphs, images, shapes, WordArt, and other drawing objects.

These steps don’t apply to tables, so we will cover this topic for tables in a separate tutorial.

First, we will change the figure layout so the figure can be moved freely within the document. Then, we will insert the caption. Next, we will group the caption with the figure. Finally, we will move the figure and caption and then update the figure numbers.

Watch this tutorial in real-time on my YouTube channel:

Table of Contents

These steps apply to Word for Microsoft 365 and Word for Microsoft 365 for Mac. The steps are similar in Word 2024, Word 2021, and Word 2019.

How to Change the Figure Layout

Important Note: Complete these steps before inserting the caption.

  1. Select the figure (i.e., chart, graph, image, shape, WordArt, or other drawing object).
  2. Select the Format tab in the ribbon.
  3. Select Wrap Text in the Arrange group.

Important Note: Depending on the type of figure, Mac users may have to select Arrange followed by Wrap Text

  1. Choose Square or Tight from the drop-down menu. (Ensure that In Line with Text is not selected.)
Pro Tip: PC users can also select Square or Tight from the Layout Options shortcut menu that will appear next to figure.

The figure is now ready for a caption that can be grouped and moved with it.

How to Add Captions to Figures

  1. Right-click (PC) or Control-click (Mac) the figure and choose Insert Caption from the shortcut menu.

Alternative: Select the figure, select the References tab in the ribbon, and then select Insert Caption in the Captions group.

  1. Select Figure in the Label menu in the Caption dialog box.
  2. Select Below selected item or Above selected item in the Position menu.
Pro Tip: Figure captions commonly appear below the figure. However, refer to your style guide or other formatting requirements before choosing a position.
  1. Type a period (optional) and space followed by your caption text after the Figure number in the Caption box.
Pro Tip: Most style guides recommend placing a period after the figure number. However, Word doesn’t insert that period automatically, so remember to add it manually as you type each caption.
  1. Select the OK button.

The caption should now appear in its own text box near the figure.

How to Group Captions with Figures

Figures and captions must be grouped together in order to stay connected when moved within the document.

  1. Select the caption text box and then press the Shift key as you select the figure so that both objects are selected at the same time.
Pro Tip: If selecting both objects is difficult, select the Home tab, select Select in the Editing group, and then select Selection Pane to choose each object by name instead.
  1. Right-click (PC) or Control-click (Mac) either selected object and select Group from the shortcut menu.
  2. Select Group from the submenu.

Once grouped, the figure and its caption ca be moved, resized, and copied together as a single object.

How to Move Captions and Figures

Click and hold near the border of the group as you drag it to a new location your document.

Alternative: Select the group and then use the arrow keys on your keyboard to make small adjustments to the group’s position.

The caption and figure should now appear together in the new location.

How to Update Figure Numbers after Moving Figures

Word might not update figure numbers automatically after you move a figure with its grouped caption. However, you can update the figures whenever is necessary.

PC Users

  1. Select the Home tab in the ribbon.
  2. Place your cursor inside any figure caption.
  3. Select Select in the Editing group.
  4. Select Select Text with Similar Formatting from the drop-down menu.

Alternative: Press Ctrl + A to select the whole document. Use this option carefully if your document contains other fields that you do not want to update.

  1. Right-click the selected caption and then select Update Field from the shortcut menu.

The figure numbers should now be updated.

Mac Users

Without ungrouping the figures and captions, Mac users have to update each figure number manually.

  1. Select the figure number.
  2. Control-click the selected number and then select Update Field from the shortcut menu.

The figure number should be updated.

Related Resources

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

How to Create and Update a List of Tables or Figures in Microsoft Word