Formatting Issues

How to Format APA 7 Captions with Bold Numbers and Italic Titles in Word

Steve K Oct 12, 2026 868 views

Question details

The user needs to format document captions according to APA 7th edition guidelines, which dictate a bold table/figure number on the first line and an italicized title on the following line.

How to Format APA 7 Captions with Bold Numbers and Italic Titles in Word

Product: Word Processor
Device & OS: not provided
Scenario: Writing an academic paper or thesis that requires strict adherence to APA 7 formatting rules for tables and figures.
Observed behavior: The default word processor caption feature inserts the number and title on the same line with uniform formatting, requiring a workaround to split the lines without breaking the List of Figures.

Before you start

Ensure your document already contains inserted tables or figures. If your word processor experiences lag while editing styles, temporarily disable third-party add-ins like Grammarly.

Solution 1Recommended

Use a Custom Character Style and Soft Return for APA 7 Captions

This solution explains how to apply bold and italic formatting independently within the same caption, keeping the text as a single paragraph so it updates correctly in your List of Figures.

By default, modifying the paragraph 'Caption' style affects the entire line. APA 7 requires the number to be bold and the title to be italicized on a new line. Using a 'soft return' ensures both lines are recognized as one entry when generating your table of figures.

Insert the standard caption

Navigate to the References tab and click 'Insert Caption'. Type your caption title next to the figure or table number and insert it into the document. At this point, everything is on one line.

Modify the base Caption style to Bold

Right-click the 'Caption' style in your Styles pane and select 'Modify'. Set the font weight to Bold so the 'Figure 1' or 'Table 1' text meets APA 7 requirements.

Insert a line break (Soft Return)

Place your text cursor immediately after the table or figure number (e.g., after 'Figure 1'). Press 'Shift + Enter' on your keyboard. This pushes the title to the next line without creating a new paragraph.

Create and apply an Italic character style

In the Styles pane, create a new style. Set the 'Style type' to 'Character' and configure the formatting to be non-bold and Italic. Highlight the title on the second line and apply this new character style to it.

Update your List of Figures or Tables

Scroll to your List of Tables or List of Figures. Right-click the list and choose 'Update Field', then select 'Update entire table'. The bold number and italic title will correctly populate.

Use a Custom Character Style and Soft Return for APA 7 Captions

Managing Word Lag: If you notice the application freezing or running slowly when you try to modify the Caption styles, a third-party add-in (frequently Grammarly) is likely causing conflicts. Disable it temporarily while you format.

Academic Formatting Made Easy

Format APA 7 Papers Perfectly with WPS Writer

WPS Writer offers advanced style management and native compatibility with Microsoft Word, making it incredibly simple to create and apply APA 7 caption styles for your thesis or research paper.

1. Insert your Table or Figure: Open your academic document in WPS Writer and select the image or table you wish to caption.
2. Add the Caption: Navigate to the 'References' tab on the top ribbon and click 'Insert Caption'. Enter your title.
3. Use Shift+Enter: Click between the caption number and the title, then press Shift+Enter to drop the title to the second line.
4. Format the Text: Highlight the caption number and click the 'Bold' icon. Highlight the title on the second line and click the 'Italic' icon.
5. Generate the Table of Figures: Go back to the 'References' tab and click 'Insert Table of Figures' to automatically compile your cleanly formatted captions.

Free and lightweight word processorAdvanced style customization for APA formattingSeamless compatibility with Microsoft Office .docx formatsEasy generation and updating of Tables of Figures

microsoft office alternative - wps office

Frequently Asked Questions

Why does my Table of Figures split the caption number and title into two separate entries?

This happens when you press the 'Enter' key to separate the number and title, which creates a new paragraph. To fix this, use a soft return by pressing 'Shift + Enter' instead. This keeps both elements in the same paragraph so they appear together in the Table of Figures.

Do I have to manually format every caption in my APA 7 document?

While the base numbering can be automated using the default 'Caption' style set to bold, you will still need to manually insert the 'Shift + Enter' line break and apply the italic styling (or your custom italic character style) to the title of each new caption.

Why is my word processor freezing when I try to edit the Caption style?

Slowness or freezing during style modification is frequently caused by active third-party add-ins, such as grammar checkers. Temporarily disabling these add-ins via your software's options menu usually resolves the performance issue while formatting.

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