Document Editing Problems

How to Use Figure and Table Captions Together in Microsoft Word

Kushani Nimanthika Oct 16, 2026 869 views

Question details

The user needs to use separate figure and table captions in the same document without one label type overwriting the other.

How to Use Figure and Table Captions Together in Microsoft Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Formatting a document that contains both figures and tables requiring distinct, separate caption labels.
Observed behavior: Modifying an existing caption's label to a new type (for example, changing it from Figure to Table) causes Word to globally change all other captions in the document to that same type.

Before you start

Identify exactly which captions in your document need to be categorized as Tables and which as Figures before deleting or modifying them.

Solution 1Recommended

Delete and Re-insert the Proper Caption

Instead of modifying an existing caption's label directly, delete the incorrect caption and insert a new one to prevent Word from updating all captions globally.

Microsoft Word treats manual modifications to a selected caption type as a global change. If you select an existing figure caption and attempt to change its label to a table caption via the menu, Word assumes you want to update the caption type for every single caption in the document.

Delete the incorrect caption

Highlight the entire existing caption (including the text and the field number) that you want to change, and press the Delete or Backspace key.

Open the Insert Caption menu

Place your cursor exactly where the new caption should appear, navigate to the References tab on the top ribbon, and click on 'Insert Caption'.

Select the correct label

In the Caption dialog box, click the 'Label' drop-down menu and select the appropriate type, such as 'Table' or 'Figure'.

Apply the new caption

Type any additional descriptive text for your caption and click 'OK'. Word will now keep your Figure and Table captions separate.

Tip for Formatting: By always inserting a fresh caption rather than modifying an existing one's label, you ensure that Word's auto-numbering maintains completely separate sequences for figures and tables.

Manage Captions Easily with WPS Writer

Insert and Manage Multiple Caption Types with WPS Writer

WPS Writer provides a highly intuitive interface for handling complex document elements like figure and table captions. Avoid frustrating global formatting errors while retaining full compatibility with your existing Microsoft Word files.

1. Open your document: Launch WPS Writer and open your .docx document containing figures and tables.
2. Access the References tab: Click on the References tab in the top ribbon and select the 'Caption' button.
3. Choose your label: Select 'Figure', 'Table', or create a custom label from the drop-down menu, then click OK to safely insert it into your document.

Fully compatible with Microsoft Word (.docx) file formatsIntuitive References tab prevents accidental global caption overwritesLightweight, fast, and free to useSeamless auto-numbering for distinct lists of figures and tables

microsoft office alternative - wps office

Frequently Asked Questions

How do I create a custom caption label in Word?

Go to the References tab and click Insert Caption. In the dialog box, click the 'New Label' button, type the name of your custom label (such as 'Chart' or 'Diagram'), and click OK.

Why are my caption numbers out of order?

Caption numbers may get out of sync if you move text or insert new images. To fix this, press Ctrl+A to select the entire document, right-click anywhere on the text, and select 'Update Field' to refresh all caption numbers.

Can I generate a separate List of Figures and List of Tables in the same document?

Yes. Go to References > Insert Table of Figures. Under the 'Caption label' drop-down, select 'Figure' and click OK. Repeat the process but select 'Table' to insert the second list separately.

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