Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Adding Caption Labels.

Adding Caption Labels

by Allen Wyatt
(last updated December 18, 2018)

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If you use the captioning feature of Word, you can easily insert consistent, automatically numbered captions for different elements in your documents. For instance, you can insert captions for tables and figures.

Word allows you to define different labels that are used with your captions. In the caption "Figure 7," the word "Figure" is the label portion of the caption. By default, Word provides three standard caption labels: Figure, Table, and Equation. If you want, you can define different labels for use with your captions. To define labels, follow these steps:

  1. Display the References tab of the ribbon.
  2. Click the Insert Caption tool, in the Captions group. Word displays the Caption dialog box. (See Figure 1.)
  3. Figure 1. The Caption dialog box.

  4. Click on the New Label button. Word displays the New Label dialog box. (See Figure 2.)
  5. Figure 2. The New Label dialog box.

  6. Enter your new label, exactly as you want it to appear.
  7. Click on OK to save your label.
  8. Click on Cancel to dismiss the Caption dialog box.

Now you can use the newly defined label whenever you want to add captions in the future. Simply follow the steps to insert a caption as you normally would, but choose the caption you just defined.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13301) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Adding Caption Labels.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is nine minus 4?

2018-12-18 13:56:10

Allan

When using the Insert Caption tool that is to be used to insert a caption between two images, many times it is impossible to make the text box small enough to not interfere with the images and have readable text.
Solution: ALWAYS, simply type a caption either above or below the image.


2018-12-18 06:15:29

Brent Nielsen

I use this regularly and it adds the new label to my normal template so it is only available on my local machine. Is there a way to also add the label to the document (embed, so to speak) so that it is available to other users or even myself on another system?


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