When you add a table in your MS Word document, there is no caption by default. A caption adds an identity to the table, briefly describing the subject it is displaying. It also makes the document easier to read and understand.
Word allows you to add a floating caption to your table. The caption has two parts—a label and a number. Word will automatically update the numbering on all other tables you add later. You can also add the caption inside a table.
2 ways to add caption to a table in MS Word
- Add a Floating Caption
- Adding a Caption Within the Table
Let us begin.
Method #1: Add a floating Captioning
Step #1: Open the Document
Open the Word document with at least one table.
Step #2: Select the table
Select the table by clicking on the square icon on its top left corner.
Step #3: Insert the caption
Click on the References tab on the top menu bar to change the ribbon.
In the section Captions, click on the Insert Caption icon.
This opens the Captions dialog
Under Options, you can choose the position where the caption will appear:
- Above selected item
- Below selected item
Select the most suitable position for the caption.
Step #4: Modify the caption
The caption has a label and a number.
To change the numbering format, click on Numbering.
To change the label, click on New Label.
Word can automatically update the caption on the tables you will add later. For this, click on AutoCaption and select Microsoft Word Table.
Click on OK to exit the dialog.
Word will place the caption at the table.
Method #2: Add a Caption within a Table
This method allows you to manually add a caption to a table. Note that Word will not update the caption automatically. The advantage is the caption always stays with the table. You can add the caption on one or more sides of the table.
Step #1: Open the Document
Open the Word document with at least one table.
Step #2: Create a position for the caption
You must position the mouse pointer properly. This depends on where you want to position the caption. Right click after positioning.
Caption on the top of the table — Mouse pointer in top row
Caption at the bottom of the table — Mouse pointer in bottom row
Caption on the right side of the table — Mouse pointer in last right column
Caption on the left side of the table — Mouse pointer in first left column
In the menu that opens, hover the mouse pointer over Insert.
Another menu will open.
Choose to insert a row or column:
Caption on the top of the table — Insert Rows Above
Caption at the bottom of the table — Insert Rows Below
Caption on the right side of the table — Insert columns to the Right
Caption on the left side of the table — Insert Columns to the Left.
Step #3: Merge the row or column
Select all the cells in the new row or column you have created.
Right-click to open a menu.
Click on Merge Cells.
Word merges the cells to create a single cell.
Step #4: Create a caption
Write a caption in the newly merged row or column.
Step #5: Modify the caption
Select the caption you have written.
Right-click on the caption.
From the menu that opens, you can change all attributes of the caption— font, size, color, highlight, bold, underline, etc.
You can also click on Text Direction to orient the caption properly.
Step #6: Align the caption
Select the caption you have written.
Click on the Layout tab under Table Tools on the top menu bar.
In the section Alignment, click one of the nine alignment icons to align the caption.
Depending on the selection, Word will align the caption.
Step #7: Remove the borders
Select the caption you have written.
Click on the Design tab under Table Tools on the top menu bar.
In the section Borders, click on the Borders icon.
In the menu that opens, click on Borders and Shading at the bottom of the menu.
Borders and Shading menu will open. Click on Box.
Under Preview, click and remove the borders you do not want.
Click on OK to exit the menu.
Word removes the borders around the caption.
Conclusion
Follow our stepwise instructions above. You can place any type of caption on your table.