Document Editing Problems

How to Automatically Update Word Figure and Table Numbers After Moving Headings

Maira Mehtab Sep 28, 2026 869 views

Question details

The user needs figure and table captions, as well as cross-references that include chapter numbers, to update automatically when document sections are moved or renumbered.

Product: Word
Device & OS: not provided
Scenario: Reorganizing a complex document that contains numbered headings, figures, tables, and cross-references.
Observed behavior: The user wants the numbers to automatically reflect the new structure after moving headings, instead of manually updating each caption and reference.

Before you start

Ensure your document titles are formatted using built-in heading styles (Heading 1, Heading 2, etc.) linked to a multilevel list, as this is required for chapter-based caption numbering.

Solution 1Recommended

Configure Captions with Chapter Numbers and Update Fields

Set up your captions to include chapter numbering linked to your heading styles, then force an update of all fields after moving text.

To ensure figures and tables automatically inherit the correct numbering from their parent section (e.g., Figure 2.1.1.1), you must explicitly link the caption numbering to a specific heading level.

Insert a Caption

Go to the 'References' tab on the top ribbon and click on 'Insert Caption'.

Enable Chapter Numbering

In the Caption dialog box, click the 'Numbering...' button. Check the box for 'Include chapter number'.

Select the Heading Level

Choose the appropriate heading level (such as Heading 1 or Heading 3) from the dropdown list that matches your document structure, choose a separator, and click 'OK'.

Insert Cross-references

When referencing the figure in your text, use 'References' > 'Cross-reference', select 'Figure' or 'Table' as the reference type, and insert it.

Update All Fields

After moving, deleting, or renumbering sections, select the entire document by pressing 'Ctrl + A', then press the 'F9' key. This will instantly refresh all caption numbers and cross-references.

Shortcut Tip: Pressing Ctrl + A followed by F9 is the quickest way to refresh all automated numbering fields at once before finalizing your document.

Efficient Document Formatting

Easily Manage Captions and Cross-references in WPS Writer

WPS Writer offers seamless caption numbering and cross-referencing features that perfectly match Microsoft Word's capabilities, allowing you to build complex professional documents with ease.

1. Apply Heading Styles: Open your document in WPS Writer and apply standard Heading styles to your chapter and section titles.
2. Insert Numbered Captions: Navigate to the 'References' tab, click 'Caption', and check 'Include chapter number' in the Numbering options.
3. Update Automatically: After making changes to the document layout, press Ctrl+A to select all text, then press F9 to instantly update all figure and table numbers.

Fully compatible with Microsoft Word document formats (.doc, .docx).Intuitive References tab for quick insertion of captions and tables of figures.One-click field updates with the F9 shortcut to keep numbering accurate.Free and lightweight office suite for Windows, Mac, and Linux.

Frequently Asked Questions

Why aren't my figure numbers updating when I press F9?

If pressing F9 doesn't update the numbers, check if your headings are formatted using the built-in Heading styles. The 'Include chapter number' feature relies strictly on these built-in styles to detect section changes.

Can I use a custom style for chapter numbering in captions?

No, the 'Include chapter number' feature requires you to use the default Heading styles (Heading 1 through Heading 9) that are linked to a multilevel list.

How do I ensure captions update automatically before printing?

You can force the application to update fields before printing by going to File > Options > Display (or Print options) and checking the box for 'Update fields before printing'.

What happens to my cross-references if I delete a figure?

If you delete a figure and then update the document fields (F9), the associated cross-reference will break and display an error message such as 'Error! Reference source not found.' You must locate and delete or replace the broken text manually.

Document & File Issues