Word > Word 2007 Advanced > Working with Large Documents

Working with Captions

Captions are used to label objects such as pictures and tables in a document e.g. Table 1.2. These labels can then be referenced within the document e.g. Please see Table 1.2.

Captions use fields for the numbering on the labels. This means that if more tables are inserted or if that table is moved, the label is automatically updated and any references to the label are also updated.

Insert a Caption

  1. Select the object that you want to add a caption too
  2. Click the References tab on the Ribbon
  3. Click the Insert Caption button in the Captions group
  4. SCREENSHOT of the insert caption dialogue box

  5. Select a Label: to use for the caption. Word provides three labels by default: Equation, Figure and Table
  6. Click the New Label button to create a new label to select from this list

    SCREENSHOT of new label box

  7. Select a position: for the caption relative to the item selected
  8. Click Ok

Use the AutoCaption feature

The AutoCaption feature can be used to automatically caption items as they are inserted into the document. This makes captioning very easy and more efficient.

Be careful when using this feature as you may not wish to add a caption to every table or picture you insert. Captions can be deleted if not required.

  1. Click the References tab on the Ribbon
  2. Click the Insert Caption button in the Captions group
  3. SCREENSHOT of insert caption

  4. Click the AutoCaption button
  5. SCREENSHOT of autocaption

  6. Check the box of the item you want to AutoCaption
  7. Set the optionssuch as the label and position of the label
  8. Click Ok
  9. Every time you insert that item, Word will now insert a caption as per the options that you set

    AutoCaptions are set in the Word application so the feature will be turned on still when working in other documents. Repeat the steps above to turn off the AutoCaption when necessary

Insert a Table of Figures

If captions have been used you may decide to insert a table of figures. A table of figures is similar to a table of contents but lists the captions used in the document and the page numbers they appear on.

  1. Click in the document where you want the table of figures to appear
  2. Click the References tab on the Ribbon
  3. Click the Insert Table of Figures button in the Captions group
  4. SCREENSHOT of insert a table of figures

  5. Select a format for the table from the Formats: list
  6. Select the label you want to include from the Caption label: list
  7. Click Ok

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