Dealing with labels and lists of figures in Word

When working with word processing programs like Microsoft Word, well-structured documents are essential, especially when it comes to creating academic papers, reports, or presentations. To help the reader quickly find important information and visual content, you have the option to effectively use captions, list of figures, and cross-references. In this guide, we'll show you step by step how to display your images, tables, formulas, and graphics in a consistent caption format and summarize them in a clear list of figures.

Main insights:

• Captions are important for categorizing visual content.
• A list of figures can enhance the findability of images and tables in your document.
• Cross-references facilitate navigation and ensure that the reader quickly finds the right information.

Step-by-step guide

1. Prepare the document

Before you start creating captions and a list of figures, you should add images, tables, and formulas to your document. For example, you may add an image of an iPhone.

2. Insert captions for images

Click on the iPhone image and go to 'References.' Choose the option 'Insert Caption.' You now have the possibility to define whether the caption should appear above or below the element. It is usually advisable to place the caption below the image.

3. Adjust the label

The new label is automatically created, starting with 'Figure 1.' You can further customize this label and specify, for example, 'Fig. 1: iPhone.'

4. Add more images and their captions

Repeat the process for the second image – in this case, the image of the moon. Select the image, go to 'References' again, and choose 'Insert Caption.' Then enter the desired label, such as 'Moon.'

5. Caption tables

To caption a table, select the entire table element and choose 'References' > 'Insert Caption.' Here too, you can set the label, such as 'Table 1: List of Names.'

6. Caption formulas

Captioning formulas works similarly. Select the formula, go to 'References,' and choose 'Insert Caption.' Give it a name, such as 'Formula: x + y = z.'

7. Insert a list of figures

Now that you have inserted your captions, it's time to create a list of figures. Go to 'References' and choose 'Insert List of Figures.' Here, you can select which categories to include in the list, such as only figures or also tables and formulas.

8. Choose the directory format

You have the option to select the format of the list of figures - either classic, elegant, or formal.

9. Update the directory

If you make changes to your document, such as adding content or moving elements, it is important to update the list of figures. You can do this by selecting the entire directory, right-clicking, and choosing 'Update Fields.'

10. Add cross-references

To create cross-references in your document, position the cursor where you want the reference and go to 'References' and choose 'Cross-reference.' Here, you can select the figure or table you want to refer to.

11. Creating Cross-References in Text

For example, when you refer to the image of the moon in the text, you will notice that the page numbers update depending on where the graphics are located in your document. With this method, you ensure seamless navigation in the document.

12. Making Changes and Updating References

After creating all desired cross-references, make changes and update all fields to ensure that page numbers and references are correct.

Summary

By adding captions to your images and tables, navigation in your document becomes significantly easier. A well-structured list of figures allows your readers to quickly find relevant information. Furthermore, cross-references ensure that your readers always receive the correct page numbers and references, even if the document changes.