Tables, Figures, and Captions

Captions aren’t just a formality. They make it clear what your table or figure shows. Numbered captions help readers refer to specific visuals in your text and allow you to create a List of Tables or List of Figures automatically.

Correct layout also prevents common problems, such as tables breaking across pages or images moving around unexpectedly. It improves readability and helps your document look professional.

Good captions and layout are also important for accessibility, especially for screen reader users who rely on clear labels and descriptions. For more on this, see Accessibility in Office Documents.

Problems often happen when students add tables and figures by hand instead of using Word’s built-in tools.

Common examples include:

• Typing “Figure 1” or “Table 1” manually. This makes numbering harder to update if you move, add or delete items later.
• Using inconsistent labels or numbering. For example, mixing “Figure”, “Fig.” and “Image” can make your work harder to follow.
• Forgetting to refer to the figure or table in the main text. A table or figure should normally be introduced or explained in your writing.
• Adding images without a caption. Readers may not understand what the image shows or why it is included.
• Using decorative images that do not support the content. Images should usually have a clear academic purpose.
• Forgetting to check accessibility. Images may need alt text, and tables should be clear enough to read and navigate.

Before you submit your work, check that:

• every table or figure that needs a caption has one
• numbering is in the right order
• labels are consistent
• each table or figure is referred to in the text
• any table of figures has been updated
• images and tables are still clear in the final Word or PDF version
• any required alt text or accessibility checks have been completed

If you use Word’s caption tool rather than typing captions manually, it is much easier to keep numbering accurate and update a table of figures.