Formatting Issues

How to Add an Em Dash to Word Figure and Table Captions

Ayan Masood Oct 9, 2026 869 views

Question details

The user wants to customize Microsoft Word captions so that an em dash (—) automatically appears after the figure or table number for styling purposes.

How to Automatically Add an Em Dash to Word Figure and Table Captions

Product: Microsoft Word
Device & OS: not provided
Scenario: Formatting professional reports, academic papers, or documents that require specific punctuation in figure and table captions.
Observed behavior: By default, Word captions do not include an em dash. The user needs a streamlined way to automate this formatting for all new captions added to the document.

Before you start

Ensure your document is open and that you know how to type an em dash manually on your keyboard (often Alt + 0151 on a numeric keypad, or Ctrl + Alt + Minus).

Solution 1Recommended

Automate Em Dash Captions Using AutoCorrect

Create a pre-formatted caption with an em dash and save it as an AutoCorrect entry to quickly insert customized captions in the future.

By leveraging the AutoCorrect tool, you can capture a properly formatted caption containing the dynamic sequence number and the em dash. You can then assign a short trigger word that will instantly deploy this custom caption whenever typed.

Please note that this method only applies to new captions inserted using the trigger word. It will not retroactively update captions that already exist in your document.

Create a Sample Caption

Navigate to the 'References' tab and click 'Insert Caption' to generate a standard Figure or Table caption in your document.

Add the Em Dash and Formatting

Type an space and an em dash (—) immediately after the caption number. Apply any specific font styles or formatting you want the final captions to have.

Select the Entire Caption

Carefully highlight the complete caption, including the label, the number field, and the em dash. Ensure you do not highlight the paragraph mark at the end of the line.

Open AutoCorrect Options

Go to 'File' > 'Options' > 'Proofing', and click on the 'AutoCorrect Options' button.

Save the AutoCorrect Entry

In the AutoCorrect dialog, select the 'Formatted text' option. The text box should display your formatted caption. In the 'Replace' box, type a short trigger abbreviation (such as 'figcap'). Click 'Add', then click 'OK' to save your settings.

Automate Em Dash Captions Using AutoCorrect

Updating Existing Captions: To add an em dash to captions you have already created, you will need to manually edit them or use Word's 'Find and Replace' feature to search for the caption label and replace it with the label followed by an em dash.

Efficient Document Formatting

Format Captions Seamlessly with WPS Writer

WPS Office provides a comprehensive and intuitive word processor that handles professional document formatting with ease. You can effortlessly manage figure and table captions, customize punctuation like em dashes, and save formatting templates.

1. Open WPS Writer: Launch WPS Office and open your document in the WPS Writer application.
2. Insert a Caption: Navigate to the 'References' tab and click on 'Insert Caption' to add your base label and numbering.
3. Customize and Save: Add your em dash to the caption. To reuse it, select the text, go to 'Insert' > 'Quick Parts' > 'AutoText', and save it to your gallery for instant insertion later.

Fully compatible with Microsoft Word document formats (.docx), ensuring styling remains intact.Intuitive References tab for managing figures, tables, and complex cross-references.Easily save custom caption formats using AutoText for rapid reuse.Lightweight and free alternative offering a familiar interface for smooth migration.

microsoft office alternative - wps office

Frequently Asked Questions

How do I type an em dash on my keyboard?

On Windows, you can type an em dash by holding the Alt key and pressing 0151 on the numeric keypad. You can also use the shortcut Ctrl + Alt + Minus (on the numeric keypad). On macOS, press Shift + Option + Minus.

Will the caption numbers still update automatically if I use an AutoCorrect trigger?

Yes. Because you selected a real caption that contains a dynamic sequencing field (SEQ) when creating the AutoCorrect entry, Word will insert that field every time you use the trigger. The numbers will automatically update in sequence.

Can I apply the em dash to all existing captions at once?

AutoCorrect only formats new text. For existing captions, press Ctrl + H to open Find and Replace. You can search for your specific label (e.g., 'Figure 1 ') and replace it with your label plus the em dash, though this often requires careful manual review to avoid messing up the sequence fields.

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