Document Editing Problems

How to Change a Caption for an Inserted Object in Word

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to modify an existing caption attached to an inserted object, either by editing the descriptive text or changing the caption category (such as switching from a Figure to a Table).

Product: Microsoft Word
Device & OS: not provided
Scenario: Formatting and labeling inserted objects in a document
Observed behavior: The user wants to replace or edit a caption but needs the correct method to update either the text description or the auto-numbered caption label without breaking formatting.

Before you start

Ensure your document is set to 'Print Layout' view so you can clearly see the inserted objects, their current captions, and how they relate to the surrounding text.

Solution 1Recommended

Edit or Replace the Caption Text

Use this method if you only need to change the descriptive text of the caption without altering its auto-generated label (e.g., keeping it as 'Figure 1').

Caption text in Word behaves like standard document text. As long as you do not delete the auto-numbered field (the actual 'Figure 1' part), you can freely edit the description.

Locate the caption

Scroll through your document and locate the caption text beneath or above your inserted object.

Select the text

Click and drag your cursor over the specific descriptive text you want to change, being careful not to select the automated label number.

Type the replacement text

Type your new description directly over the selected text. The formatting will remain intact.

Solution 2

Change the Caption Category (Label Type)

If you need to change the caption type (for example, switching the label from 'Figure' to 'Table'), you must insert a new caption to keep the automatic numbering sequence intact.

WPS Writer Tip

Manage Object Captions Effortlessly in WPS Writer

WPS Writer provides intuitive tools to manage, edit, and update captions for images, tables, and other inserted objects, while maintaining full formatting compatibility with Microsoft Word documents.

1. Open the document in WPS Writer: Launch WPS Office and open your .docx file containing the inserted objects.
2. Edit the text directly: Click on the existing caption description and type your new text to instantly update it.
3. Change caption labels correctly: To change a label (e.g., Figure to Table), highlight and delete the old caption, right-click the object, and choose 'Insert Caption' to apply the new label.
4. Update fields: Right-click your Table of Figures in the document and click 'Update Field' to refresh all caption data automatically.

Seamlessly insert and modify auto-numbered captions.Fully compatible with Microsoft Word .docx formats.Automatically sync and update cross-references and tables.Free, lightweight, and easy-to-use Office suite.

microsoft office alternative - wps office

Frequently Asked Questions

Why can't I just type 'Table' over the word 'Figure' to change my caption?

Typing directly over the label text breaks the automatic numbering sequence in Word. This prevents the object from being tracked correctly and stops it from appearing in your Table of Figures. You must delete the old caption and insert a new one to maintain the automated link.

How do I update my Table of Figures after editing a caption?

Right-click anywhere inside the Table of Figures in your document and select 'Update Field' from the menu. Choose 'Update entire table' if prompted, and your newly edited captions will instantly reflect in the list.

Can I create a custom caption label for my objects?

Yes. Right-click an object and select 'Insert Caption'. In the dialog box, click on the 'New Label' button, type your custom category name (like 'Diagram' or 'Chart'), and click OK. It will now be available in your Label drop-down menu for future use.

Will changing a caption break my cross-references?

If you only edit the text description, cross-references will update automatically once refreshed. However, if you delete the caption to change its category (like Figure to Table), any existing cross-references pointing to the old caption will break and display an error. You will need to insert new cross-references pointing to the new label.

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