How to Insert a Caption in Word 2007

Many documents include graphic elements such as pictures, tables, equations and clip-art. Placing captions with these elements helps authors refer to them in text. Labels also help readers keep track of the objects and understand their meanings. In Microsoft Word 2007, you can use the “Insert Caption” command to add labels to objects. Word will then keep track of the captions entered in a document and how many there are. This offers you a quick way to create a reference table at the end of your document.

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Many professional papers require captions to explain graphic elements.

Add a Caption

Step

Open Word and click on the object that needs a caption. An object can be any graphic element in your document, from a picture to an equation.

Step

Click on the “References” tab and then click "Insert Caption" in the Captions group. Click on the "Label" drop-down menu in the Captions dialog box and then click on the type of object: figure, table or equation. The text in the Label field will reflect the number and type of the graphic element you choose, so if it is a table, the Label field will say “Table 1.” You are not limited to these labels. Create a unique caption by clicking on the "New Label" button.

Step

Click on the "Position" drop-down menu to select where you want the caption to be placed. Check the “Exclude Label from Caption” checkbox if you do not want the label to be added in the caption.

Step

Type in the caption text for the graphic element in the "Caption" field. Click "OK."

Change a Caption

Step

Change one caption by selecting the label with your mouse and pressing the “Delete” key. Apply a new caption by following the “Add a Caption” instructions.

Step

Change multiple captions by selecting the label number. When you change multiple labels, the change takes effect on the captions that are similar, such as every table caption. For example, to change all the table numbers, select the “1” in Table 1. Click on the “References” tab, and then click “Insert Caption.”

Step

Click the “Label” drop-down menu to change the caption type. To change numbering, click on the “Numbering” button and select a numbering format. Click “OK” when you have made your selections to change the label.

Create a Reference Table

Step

Open Word and your document. Move your cursor to where you want to add a reference table.

Step

Click on the “References” tab and then click “Insert Table of Figures” in the Captions group. To make a table from only one label style, click the “Caption Label” drop-down menu. To include all captions in a document, click “Options” in the Table of Figures dialog box. In the Table of Figures Options dialog box, check the "Style" checkbox and click on "Caption" from the “Style” drop-down menu. Click "OK."

Step

Click “OK” to generate a reference table complete with page numbers for the caption(s) in the document.