I am indebted to Dan Morris for this procedure.
A caption is a numbered label you can add to a figure, a table, an equation, or another object. You can also use captions to create a table of the captioned items. For example, you can create a table of figures or a table of equations.
Captions are helpful because they use fields. Fields are special markers that, among other things, enable Word to autonumber the objects with which they are associated. For example, if you have captions on all the images in your document, Word will number those images (Image 1, Image 2, etc.). If you rearrange those images, the numbers will be out of order. Since you used captions with fields, however, you can tell Word to renumber them so that they stay in sequential order.
These instructions will show you 2 ways of inserting captions. Each provides advantages and disadvantages when it comes to rearranging and updating your captions.
Additional autonumbering information is available:
If you want to place captions on objects you do not intend to rearrange, it is easiest to follow these instructions. The difficulty comes if you decide to rearrange these objects. You can do it, but you must also manually rearrange the captions. This can become tedious when you have many objects to move.
To add a caption to an object:
The following instructions make it easier to rearrange objects along with their captions since the captions move with the objects as you rearrange them. This process also allows text to easily flow around the object and its caption. The disadvantages of this process are that it requires extra steps to insert your objects and I have not found a good way to update all the captions at once. Also, this method works best when you follow it while you're inserting your objects rather than afterwards.
To insert an object and add a caption:
If you rearrange the objects, insert or delete objects, or change enough of the text to move the objects to different pages, you will need to have Word update the numbering fields and page references.
To update the captions:
Select a caption or captions to update. Do one of the following:
Note: Unfortunately, there is no way (that I can find) to select all the captions within a document if those captions are in text boxes. You must update such captions individually.
A table of figures is a list of all objects within your document that have captions.
To insert a table of figures:
Note: If your document contains captions with different labels and you want to include all of the captions in one table of figures, click Options, select the Style check box, and then select Caption in the list.
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