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 like tables breaking across pages or images moving around unexpectedly. It improves readability and ensures your document looks professional.

Good captions and layout are also important for accessibility — especially for screen reader users who rely on clear labels and descriptions.

Many problems with tables, figures, or captions happen when students format them manually instead of using Word’s built-in tools.

These mistakes can lead to inconsistent labels, awkward page breaks, or lists of tables/figures that don’t update properly.

• Typing captions manually — instead of using the caption tool, which means you can’t create a list automatically.
• Inconsistent formatting of captions — varying font sizes, bolding, or wording when captions are typed by hand.
• Captions in the wrong place — forgetting that captions usually go above tables and below figures.
• Tables or images splitting across pages — because text wrapping or 'Keep with next' wasn’t used to control layout.
• Forgetting to update the list of tables or list of figures — if you move or delete items, the list won’t change automatically unless updated.

• Add captions to tables, figures, and images using the References tab in Word.
• Ensure tables stay together — use table properties like “Keep with next” or “Allow row to break across pages”.
• Set image wrapping to avoid images jumping around — usually “In line with text” or “Tight” depending on layout needs.
• Create a List of Tables and/or List of Figures — generated automatically based on your captions.
• Update lists of tables or figures if you add, delete, or move items — right-click the list and choose Update Field.

These Microsoft help guides show you how to add captions, manage table and figure layout, and create lists of tables or figures in Word: 

• Add, format, or delete captions in Word
  
  
• Insert and update a table of figures
  
  
• Wrap text around a picture in Word
  
  
• Set or change table properties
  
  
• Keep lines of text together in Word

• Use Word’s caption tool to label tables and figures consistently — it makes it easier to generate a list automatically.
• Check the usual positioning — captions usually go above tables and below figures, unless your assignment brief or discipline says otherwise.
• Use ‘Keep with next’ and text wrapping tools to stop tables or images splitting awkwardly across pages.
• Check if you need a list of tables or figures — not all assignments require it, but dissertations and reports often do.
• Update your lists regularly — right-click the list and choose 'Update field' if you add, delete, or move items.