Document Editing Problems

How to Fix Out-of-Sync Figure Cross-References in Microsoft Word

Camila Milosovich Sep 25, 2026 869 views

Question details

The user needs to remove a deleted figure caption that continues to appear in the cross-reference dialog and is causing incorrect figure numbering.

How to Fix Out-of-Sync Figure Cross-References in Microsoft Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Attempting to update document cross-references and figure numbering after deleting a figure or text box.
Observed behavior: Word displays an obsolete, deleted figure caption in the cross-reference dialog, leading to incorrect numbering like an outdated 'Figure 5.2'.

Before you start

Ensure that you have saved a recent version of your document and verify whether Track Changes was active when you originally deleted the figure or caption.

Solution 1Recommended

Accept Tracked Deletions and Update Fields

Obsolete captions often linger in the cross-reference dialog because the deletion was tracked but not yet accepted. Accepting the deletion resolves the synchronization issue.

When Track Changes is enabled, deleting a figure or its caption does not permanently remove it from the document's underlying data. The word processor retains the text in memory as a pending revision, causing the cross-reference dialog to continue displaying the deleted item. Approving the deletion clears the memory and restores proper numbering.

Display All Markup

Navigate to the 'Review' tab on the top ribbon. In the Tracking group, ensure that 'All Markup' is selected so you can visibly see all tracked deletions and formatting changes.

Locate the Deleted Caption

Scroll through your document to find the area where the obsolete figure, text box, or caption (e.g., Figure 5.2) was originally removed. It should appear crossed out.

Accept the Deletion

Right-click the crossed-out text box or caption and select 'Accept Deletion' from the context menu. Alternatively, you can click the deleted text and press the 'Accept' button in the Review tab.

Update Document Fields

Press 'Ctrl + A' to select the entire document. Then, press 'F9' on your keyboard to update all fields, cross-references, and figure numbering.

Accept Tracked Deletions and Update Fields

Update Successful: Your cross-reference dialog will now accurately reflect only the active figures in your document, and the numbering sequence will be corrected.

Easily Manage Cross-References and Track Changes in WPS Writer

WPS Writer provides an intuitive interface for managing document revisions, tracking changes, and updating figure cross-references flawlessly without syncing errors.

1. Open Document: Launch WPS Writer and open your .docx document containing the figures.
2. Manage Revisions: Go to the 'Review' tab and click 'Track Changes' to view any pending deletions or edits.
3. Accept Changes: Click 'Accept' on any deleted captions or text boxes to permanently remove them from the document logic.
4. Refresh References: Press Ctrl + A, then press F9 to instantly refresh all cross-references and table of figures.

Seamlessly handle figure captions and cross-references without phantom sync errors.Fully compatible with Microsoft Word (.docx) formats, including Track Changes and comments.Free, lightweight, and fast word processing experience.User-friendly Review tab makes managing document edits highly efficient.

microsoft office alternative - wps office

Frequently Asked Questions

Why do deleted figures still show up in the cross-reference list?

This happens when Track Changes is enabled and the deletion of the figure or its caption hasn't been officially accepted. The software retains the item in memory as a pending edit until the revision is approved.

How do I update all cross-references at once?

To update all cross-references simultaneously, press Ctrl + A to select the entire document, then press F9. This forces the software to refresh all fields, numbering sequences, and references.

Will turning off Track Changes remove the deleted captions?

No, simply turning off Track Changes stops the software from tracking new edits, but it does not resolve the pending ones. You must actively review and accept the specific deletions to permanently remove them from the document's cross-reference list.

Document & File Issues