How to create Table of Figures and List of Tables

Some requirements demand listing figures, tables, and other visual objects at the end of a document. They are named List of Figures and List of Tables. Microsoft Word offers the functionality named Table of Figures that helps generate and update a list of the captions for pictures, charts, graphs, diagrams, slides, photos, or other illustrations of the document, along with the numbers of the pages on which the captions appear.

Table of Figures pretty much like Table of Content:

• Is helping readers and reviewers navigate to the visual objects in the document,
• Is generated from the figure and table captions or other object captions. All captions you need to include in the appropriate Table of Figures should be added using the Caption functionality.

Depending on the selected type of objects (captions label), the list generated by Table of Figures may contain:

Note: See how to transform captions and titles for including or excluding different text parts to the Table of Figures.

Prepare items for a List of Tables or Figures

Before starting a Table of Figures functionality in Word, ensure that all visual objects have captions (or at least style you will use for creating a list). These allow Word to recognize and include them in the appropriate list.

You can create a list of objects and add a caption to the missed object later. Don't forget to update caption numbering and already created lists!

Create a List of Figures or Tables in Word

To create a list of some objects in a Word document, position the cursor to insert the list. Then, on the Reference tab, in the Captions group, click the Insert Table of Figures button:

In the Table of Figures dialog box, on the Table of Figures tab (is displayed by default, all other tabs are grayed):

• In the General section (we recommend starting from this section because its options can change the selected parameters in other sections):
  • From the Format dropdown list, select a visual format:

  

  • From template is based on the styles established in the current template
  • Classic
  • Distinctive
  • Centered
  • Formal
  • Simple

  Note: Choose any proposed formats and see how the new list will look in the Print Preview section. E.g., the Formal format:

  

  

  • (none)
  • Figure (selected by default) – see how to create captions for figures,
  • Equation – see how to create captions for equations,
  • Table – see how to create captions for tables,
  • Any other label (in this example, My Caption, Photo) was created using the New Label. button of the Caption dialog box. E.g., see how to create captions for photographs.

  Note: There is no option for listing different labels in that list, such as figures and tables together. See how to create a list of all captions in the document below.

  • With the selected Include label and number check box, the list displays the entire captions:

  

  • With unselected Include label and number check box, the list displays only text from captions:

  

  See all the changes and choices in the Print Preview and Web Preview sections:

  In the Print Preview section (all changes in that section can be changed by the selected options in the General section):
  Clear the Show page numbers check box if you prefer to hide page numbers from the list:

  

  

  

  • Clear the Use hyperlinks instead of page numbers check box if you prefer to see the same view as in Print Preview:

  

  Create a list for the style or Table entry fields

  In the Table of Figures dialog box, on the Table of Figures tab:

  Click the Options. button to use styles and Table entry fields for the Table of Figures instead of caption labels:

  

  Select the Style from the dropdown list (check box will be selected automatically) to add all text with the selected style in a Table of Figures:

  

  Note: The Style dropdown list contains all styles already used in the Word document. So, Word creates a list of all text blocks in a document with that style. E.g., if you select the Caption style, you will see all captions in a List:

  

  

  

  

  So, the List of Table will display specified titles:

  

  Note: The issue of this example can also be solved using the transformation of the captions and titles.

  Customize the Table of Figures style

  In the Table of Figures dialog box, on the Table of Figures tab:

  • Click the Modify. button to modify a predefined style for a Table for Figures. In the Style dialog box:
    • In the Styles list, is selected a style that Word will use for a created Table,
    • In the Preview field, check how the style looks,
    • Under Preview, the main options for the style are listed:

    

    In the Modify Style dialog box, make changes you need, then click the OK button:

    

    For example, the Table of Figures with double spacing and indentation for the long captions:

    

    Add a title to the custom Table of Figures

    After inserting a new Table of Figures, manually type a title above the list. E.g.:

    

    Attention! We highly recommend checking the formatting requirements, accepted by your college, university, company, or established on the project, etc. For example:

    

    Empty Table of Figures or Table of Tables

    After creating a Table of Figures, Word can create a message “No table of figures entries found”:

    

    The leading cause for this message is that Word could not find the text with the Caption style for the selected caption label (e.g., Figures, Tables, etc.).

    To solve that problem, check the style for items captions such as figures and tables which you want to be displayed in the Table of Figures.

    Don't forget to update captions and any related items in a document!

    Update a List of Tables or Figures

    Microsoft Word inserts Table of Figures as a field:

    • Table of Figures:
    • Table of Tables:
    • Table of custom labels (Photos):

    Word will not automatically update any Table of Figures after adding, deleting, or modifying included items and pages. To manually update them, follow the next steps:

    1. Click on the list and do one of the following:

    On the References tab, in the Captions group, click the Update Table button:

    

    

    2. In the Update Table of Figures dialog box, select elements you need to update:

    

    We recommend selecting the Update entire table option always.

    3. Click the OK button to start updating.

    Note: See how to turn on or turn off highlighting of fields in a Word document to display all fields in a document with a gray background.

    Edit an existing Table of Figures or Table of Tables

    If you need to modify an existing Table of Figures, you can:

    • Delete existing Table of Figures and create a new one,
    • Edit an existing field.

    To edit the existing Table of Figures, follow the next steps:

    1. Do one of the following:

    • Click anywhere on the Table, then on the References tab, in the Captions group, click the Insert Table of Figures button.
    • Select all the lines of the Table, then right-click on the selection and choose Edit Field. in the popup menu:

    

    In the Field dialog box, click the Table of Contents. button:

    

    Note: The button is visible only if you have selected all the existing Table of Figures lines.

    2. In the Table of Figures dialog box, on the Table of Figures tab, select the options you need.

    Be careful! Word opens the Table of Figures dialog box with default options. All the options selected for the existing Table disappear.

    Delete a Table of Figures

    To delete a List of Figures (List of Tables, or List of any objects), select all the lines of a Table of Figures and press Delete.

    See also this tip in French: .

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    How to create Table of Figures and List of Tables

    Some requirements demand listing figures, tables, and other visual objects at the end of a document. They are named List of Figures and List of Tables. Microsoft Word offers the functionality named Table of Figures that helps generate and update a list of the captions for pictures, charts, graphs, diagrams, slides, photos, or other illustrations of the document, along with the numbers of the pages on which the captions appear.

    

    Format Table of Figures and List of Tables

    A Table of Figures (also known as a List of Figures or a List of Tables) created by default in Word does not conform to many publishing requirements. First, you need to transform the text of figure captions or table titles and modify the Table of Figures style.

    

    How to create numbers and titles for tables

    Tables are visual displays of data arranged in rows and columns. Table cells contain numbers, text, or a combination of numbers and text. Some cells can include images, symbols, links, and other objects. See how to create and modify tables in Word.