How to Add Captions to Pictures in Word
Reports and dissertations usually need numbered captions like Figure 1: Sales by region. If you type them by hand, one new picture means renumbering everything. Word's caption tool numbers them for you.
Quick reference
| What you want | How |
|---|---|
| Add a caption | Right-click the picture → Insert Caption… |
| List all figures | References → Insert Table of Figures |
| Refer to a figure in text | References → Cross-reference |
| Update numbers | Ctrl + A, then F9 |
1. Add a caption
1. Right-click the picture (or select it and go to References → Insert Caption).
2. Choose Insert Caption…
3. Word shows Figure 1. Type your description after it.
4. Choose whether it goes Above or Below the picture.
5. Click OK.
2. Choose Insert Caption…
3. Word shows Figure 1. Type your description after it.
4. Choose whether it goes Above or Below the picture.
5. Click OK.
2. Captions for tables and charts
In the Caption box, change Label to Table or Equation. Each label is numbered separately — Figure 1, Figure 2 and Table 1, Table 2. Click New Label… to create your own, such as Chart or Photo.
3. Numbers update automatically
Insert a new figure between Figure 2 and 3, and it becomes Figure 3 while the old Figure 3 becomes Figure 4. If numbers look out of order, press Ctrl + A then F9 to refresh every field.
4. Create a list of figures
1. Click where you want the list (usually after the table of contents).
2. Go to References → Insert Table of Figures.
3. Choose the Caption label (Figure or Table) and click OK.
2. Go to References → Insert Table of Figures.
3. Choose the Caption label (Figure or Table) and click OK.
5. Refer to a figure in your text
Instead of typing "see Figure 3", go to References → Cross-reference, set Reference type to Figure, choose Only label and number, and pick the caption. If the number changes, so does your reference.
6. Keep the caption with the picture
If the picture is set to In Line with Text, the caption moves with it naturally. For pictures that float, select both the picture and the caption (hold Shift), right-click → Group.
Troubleshooting
The caption says "Figure 1" for every picture. The numbers haven't updated. Press Ctrl + A, F9.
I want "Figure 1.1" style numbering. In Insert Caption, click Numbering… and tick Include chapter number (your chapters must use Heading 1).
Wrapping up
Right-click → Insert Caption for every picture, and let Word handle the numbering, the list of figures and your cross-references.
