If you’re working on a Microsoft Word document with lots of tables and figures, all of that can confuse you and others later on. Instead of manually naming tables or shapes, you can set up Word to help you quickly. Word’s annotation feature allows you to assign names and numbers to your shapes and tables.
One of the benefits of using Microsoft Word’s annotation feature is that it is automatically updated for each new table or shape you introduce. It also makes it easy to create cross-references or lists of tables and figures in a document. Here’s how you can add comments to your tables and figures in Microsoft Word.
How to Add Comments to Tables in Microsoft Word
A footnote is simply a title given to a table to make the reader understand the content in detail. You should assign a number if you have multiple tables in your document to make it easier to identify any updates or during discussions. Here’s how you can add comments to a table in Microsoft Word.
Step 1: Press the Start button and type from to search for apps.
Step 2: From the results that appear, click on the Microsoft Word application. Then browse the document you’re working on to open it in Word.
Step 3: On Word’s Ribbon, click the Insert tab at the top.
Step 4: Click the Table drop-down option in the Table group and select Insert Table to launch the dialog box.
Step 5: In the Table size section, choose the number of columns and rows for your table.
Step 6: In the AutoFit behavior section, select if you want:
- Fixed column width
- Auto match content
- Auto-fit to the window
Step 7: Click OK after selecting according to your preference.
Step 8: After inserting a table, click on its border to select it and right click on it to open the context menu.
Step 9: Select Insert Comment from the context menu to launch the Annotation dialog box.
Step 10: On the Comments dialog box, Word will automatically fill in the comments in the Comment field. You can update it with the preferred Caption text for the table.
Step 11: In the Label field, Word will automatically select Table as the label. If you want to update it, you can click the drop-down menu and choose it as Equation or Figure.
Step 12: Click the drop-down menu next to the Location field and choose where you want to place the caption between ‘Below selected item’ or ‘Above selected’.
Step 13: Click the Numbering button to launch the Subtitle Numbering dialog box.
Step 14: On the Caption Numbering dialog box, click the drop-down menu next to Format and choose your preferred numbering format.
Step 15: Click OK to save your preferences.
Step 16: Click OK to close the Caption dialog box to apply the changes.
How to add captions to shapes in Microsoft Word
Adding a caption to a shape in Microsoft Word is similar to adding a caption to a table. However, a figure can be a chart, graph, illustration, or photo. Here’s how to add a caption to an image.
Step 1: Press the Start button and type from to search for apps.
Step 2: From the results that appear, click on the Microsoft Word application. Then browse and open the document you want to edit.
Step 3: On Word’s Ribbon, click the Insert tab.
Step 4: In the Illustrations group, click the type of shape you want to insert among Shapes, Charts, Smart Art, 3D Models, or Screenshots.
Step 5: After inserting the shape, click on it to select it and right click on it to open the context menu.
Step 6: Select Insert Comment from the context menu to launch the Annotation dialog box.
Step 7: On the Caption dialog box, Word has pre-filled the Caption in the Caption field, you can leave it as is or provide your favorite Caption for the image.
Step 8: In the Label field, Word already has a label selected as Figure, however, if you want to update it, you can click the drop-down menu and choose between Equation or Table.
Step 9: Click the drop-down next to the Location field and choose where you want to place the caption between ‘Below selected item’ or ‘Above selected’.
Step 10: Click the Numbering button to launch the Caption Numbering dialog box.
Step 11: On the Caption Numbering dialog box, click the drop-down menu next to Format and choose your preferred numbering format.
Step 12: Click OK to save your preferences.
Step 13: Click OK to close the Annotate dialog box and see your changes take effect.
How to create a list of tables and shapes in Microsoft Word
If you have a lot of tables and figures in Microsoft Word, you can create a list to count them. The list can also have numbers showing the position of the table and the number. Here’s how to do so:
Step 1: Open the Word document you want to edit (check the steps above), choose where you want to highlight your list.
Step 2: On the Ribbon of Word. Click the References tab.
Step 3: In the Annotate group, click Insert Figure Table to launch the Figure Table dialog box.
Step 4: If you want to display page numbers of tables or figures, check the box next to Show page numbers.
Step 5: Depending on the list you are creating, click the drop-down menu next to the Caption label and choose Figure or Table.
Step 6: Click OK to close the dialog box with your saved changes.
Create a custom table template in Microsoft Word
Instead of using the default table templates, you can also create your own table templates before adding captions to them. You can easily do so using the Table Design feature in Word. To make the board template easily accessible, you can save it to your Quick Parts library.
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