Learn how to insert a list of figures in Microsoft Word with this step-by-step guide. Add captions, create a table of figures, and update it automatically.

How to Insert a List of Figures in Microsoft Word: Step-by-Step Guide

Published on April 17, 2025 | By The Engineer Post

Creating a list of figures in Microsoft Word is essential for organizing documents with multiple images, such as reports, theses, or technical manuals. This guide provides a clear, step-by-step tutorial on how to add captions, insert a table of figures, and update it automatically. Whether you're a student, researcher, or professional, these instructions will help you streamline your workflow. Follow along with our screenshots and tips to master this feature in Word.

Note: This tutorial also applies to creating lists of tables or other objects in Word.

Part 1: Adding Captions to Figures

Before creating a list of figures, you need to add captions to each image. Captions provide labels (e.g., "Figure 1") and descriptions, which Word uses to generate the table of figures. Here’s how to do it:

1

Select the image: Click the image you want to caption. Right-click and choose Insert Caption from the context menu.

Figure 1: Selecting Insert Caption from the right-click menu

2

Add the caption: In the Caption dialog box, type a description next to the automatically generated "Figure" number. Click OK.

Figure 2: Entering a caption in the dialog box

3

Customize the caption (optional): The caption appears below the image. You can modify its font, size, color, or position without changing the caption text itself.

Figure 3: Caption displayed below the image

💡Tip: Repeat this process for all images in your document. Word automatically assigns sequential figure numbers (e.g., Figure 1, Figure 2).

Figure 4: Example of multiple captioned images

Part 2: Inserting the Table of Figures

Once all images have captions, you can create a table of figures to list them with their numbers and descriptions. Follow these steps:

1

Position the cursor: Click where you want the table of figures to appear (e.g., at the start of your document).

Figure 5: Positioning the cursor for the table

2

Insert the table: Go to the References tab and click Insert Table of Figures.

Figure 6: Selecting Insert Table of Figures

3

Customize (optional): Adjust settings in the dialog box (e.g., format or style). For now, click OK to insert the default table.

Figure 7: Table of Figures dialog box

4

Verify the table: The table of figures will appear, listing all captioned images with hyperlinks. Hold Ctrl and click any entry to jump to the corresponding image.

Figure 8: Inserted table of figures with hyperlinks

💡Tip: To customize the table’s appearance, right-click it and select Modify to change fonts or alignment.

Part 3: Updating the Table of Figures

If you add, remove, or edit images after creating the table, you’ll need to update it to reflect changes. Here’s how:

1

Add a new caption: Follow Part 1 to caption any new images.

2

Update the table: Click anywhere in the table of figures. Go to the References tab and click Update Table. Choose to update the entire table or just page numbers.

Figure 9: Updating the table of figures

⚠️Note: If the Update Table option is grayed out, select the table first to enable it.

Video Tutorial

Prefer a visual guide? Watch our video tutorial on inserting a list of figures in Word: [Embed YouTube video here or add placeholder for future upload].

Tips for Managing Lists of Figures

• ✅Use consistent caption styles for a professional look.
• ✅Update the table before finalizing your document to ensure accuracy.
• ✅Save your document frequently to avoid losing changes.
• ✅Explore advanced options in the Table of Figures dialog box to customize formatting.

Frequently Asked Questions

How do I add a caption to an image in Word?

Right-click the image, select Insert Caption, type a description in the dialog box, and click OK.

Why is the Update Table option grayed out in Word?

The option is grayed out if the table isn’t selected. Click or highlight the table to enable it.

Can I create a list of tables in Word using the same steps?

Yes, follow the same steps but choose "Table" instead of "Figure" in the Caption dialog box.

Conclusion

Inserting a list of figures in Microsoft Word is a straightforward process that enhances document organization. By adding captions, inserting a table of figures, and updating it as needed, you can create a professional and navigable document. Use our tips and FAQ to troubleshoot issues and optimize your workflow. Have questions or need more help? Comment below or check out our related Word tutorials!