Create and manage tables of figures

- [Instructor] Adding captions to pictures in Word documents tells users exactly what they're looking at, and helps you quickly create a table of figures that can be used as a reference for all objects in your document. After watching this video, you will know how to insert captions for both figures and for tables, how to configure caption properties, and how to insert and modify a table of figures. Here is our Figures document. This document is all about flowers. "Flowers of the Farm." And in this document, we have three graphics that we want to apply captions to. Scroll down to page four, and here is our first graphic. I'll click on it to select it, go to my References tab, and in my Captions group, Insert Caption. Now, right now, the label Flowers is showing, and this particular label is a custom label that's been created. The default labels are Table, Figure, and Equation. If you want to include the label in the caption, you would remove this check mark. Now, the caption will read Flowers number one. It's our first caption. We want to show it either below the item or above it. Let's choose below. And we'll come up into the caption window and we'll put a space in, and a hyphen, and this is a Bouquet Basket. Now, we have a button to create a New Label. We have a label for Flowers, Tables, Figures, and also Equations, so we could create a new label called Photographs, or one called Graphics. You can name these anything you want to and they'll be displayed in front of the text that you insert that will be shown in the caption. We also have numbering options. You have several number formats you can choose from, and if you want to include chapter numbers you would check that box, and the chapter starts with what particular style just to let Word know what style it's looking for to determine when a new chapter starts. We also have hyphen separators, a period, a colon, an em dash and an en dash. Let's click OK, and we're ready to apply our first caption. That looks great. Well, let's gon on down to page five, we'll select our Primrose, go back to Insert Caption, it's Flowers number two, I'll put a hyphen in, Primrose. Now, if I went to the top of the document at the very beginning and inserted another caption, all of these would be renumbered automatically. You don't even have to go in and do anything. So, here's our second label. OK. We'll go down to page seven. These are our Sweet Violets. Insert Caption. This time, why don't we show it above the selected item, Click OK. Not going very well above it. Let me see if I move it down below. Remember your layouts that you can choose for any object. There we go. With a little finagling, we got it right where we want it. Okay, let's go down to our last page in the document and go back to our Captions group and insert a Table of Figures. Very similar to when you create a Table of Contents. You have the option to show page numbers, right align the page numbers, choose a leader line, you can choose a format from template, Classic, Distinctive, etc. Let's choose Classic, come back in and put our leader line in. You can change the caption at this point, if you want to make it just a figure. If you want to include the label and the number you can leave that selected, and hyperlinks can be used instead of page numbers so that if they click on a link it will take them in the document, directly where that item has a caption applied to it. Let's click on Options before we click OK. How are we going to build the Table of Figures? We can use a particular style, Caption Heading 1 or 2, or Index are normal. And for your Table entry fields you can identify them with a letter. We don't have any Table entry fields. We'll leave both of those blank and click OK. And click OK. And here's our Table of Figures. Now, I mentioned that it would create a hyperlink. If I mouse over one of the entries, hold down my Control key and click, it takes me right back up to that first graphic that we applied a caption to. So that's how you can apply captions to your tables and graphics in your document, how you can create a Table of Figures. And, if you add any additional items with captions to your document and you need to update the Table of Figures, we would come down and select it, right click, and choose Update Field, and Update the entire table. Click OK, and the new entries would be added.