Document Editing Problems

How to Renumber and Rename Captions in Word Documents

Aamir Naveed Akram Sep 30, 2026 868 views

Question details

The user needs to learn how to update, renumber, and edit image caption text and label names in a long Word document.

How to Renumber and Rename Captions in a Word Document

Product: Microsoft Word
Device & OS: not provided
Scenario: Editing and organizing multiple images and their auto-generated captions in a comprehensive document.
Observed behavior: Requires manual or automatic refreshing of caption numbering, labels, and text after moving or adding inline images.

Before you start

Ensure that your images and captions were originally added using the 'Insert Caption' feature, as manually typed captions will not track or update automatically.

Solution 1Recommended

Update Caption Numbering Automatically

Use this method to refresh all caption numbers in your document after adding, moving, or deleting images.

When you use the Insert Caption feature, Word tracks numbering based on inline image order or image anchor positions. If you move images around, you need to force an update to correct the numbering sequence.

Select all text

Press 'Ctrl + A' on your keyboard to highlight the entire document content.

Update fields

Press the 'F9' key on your keyboard. Word will automatically scan the document and update all caption numbers based on their current order.

Image Anchors: For images not set to 'In Line with Text', numbering follows the image anchor placement rather than visual appearance. Ensure anchors are placed in the correct reading order before updating fields.

Solution 2

Edit Caption Text and Change Labels

Use this method to manually edit the descriptive text of a caption or change the label category completely.

Efficient Document Editing

Easily Manage Image Captions with WPS Writer

WPS Writer offers a seamless and highly compatible environment for creating, renumbering, and formatting image captions in professional documents. Enjoy a smooth experience managing long documents with complex layouts.

1. Insert Captions: Select an image, go to the 'References' tab on the top ribbon, and click 'Insert Caption' to add auto-numbered labels.
2. Select Document: Press 'Ctrl + A' to highlight all content in your WPS Writer document.
3. Update Fields: Right-click anywhere in the selected text and choose 'Update Field', or simply press 'F9' to refresh all caption numbers instantly.

One-click field updates to instantly renumber figures and tables.Fully compatible with Microsoft Word document formats (.docx).Intuitive 'References' tab to easily insert and modify caption labels.Free, lightweight, and fast performance for large documents.

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Frequently Asked Questions

Why are my caption numbers out of order?

If images use text wrapping options other than 'In Line with Text', caption numbering follows the order of the image anchors. You can fix this by enabling formatting marks, dragging the anchor icons to match the visual order of the images, and pressing F9 to update.

Can I create a custom label name for my captions?

Yes. Go to the References tab, click Insert Caption, then click 'New Label'. Type your desired name (like 'Illustration' or 'Diagram') and click OK to use it for current and future captions.

Why doesn't pressing F9 update my caption numbers?

F9 only updates automated fields. If you manually typed your caption numbers instead of using the 'Insert Caption' feature, they will not update automatically. You must delete the manual text and replace it with automated captions first.

Document & File Issues