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List of figures is an index of every figure in your thesis, giving each figure’s number, caption, and page. It sits just after the table of contents so readers can find any chart, graph, photo, or diagram quickly. List of tables does the same job for tables. It records each table’s number, caption, and page in the order the tables appear.
Both lists belong in the front matter of a thesis, on their own pages right after the table of contents.
They are separate from the table of contents, which maps your chapters and headings. The list of figures and the list of tables index your visuals instead.
Word can build both lists for you, but only if every figure and table already has a caption. The caption is the text Word reads to create each entry.
By the end, you’ll be able to caption your figures and tables, generate both lists automatically, format your tables, and keep everything accurate as your thesis changes.
Table of contents
How to Insert a List of Figures and Tables
Word builds each list from the captions in your thesis, so you add those captions first. Until a figure or table has a caption, it can’t appear in a list.
Figures and tables also use separate labels, “Figure” and “Table,” so you end up with two separate lists rather than one combined index.
Step 1: Caption Each Figure and Table
Captions come first because every list entry and cross-reference reads from the caption.
Click the figure or table you want to label. On the References tab, in the Captions group, select Insert Caption.
In the box that opens, choose “Figure” or “Table” from the Label menu. Word adds the number for you and keeps it in sequence as you add more.
Place captions consistently: above each table and below each figure is the most common convention, but check your university’s template first.
Here is how a finished figure caption looks:
Example of a Figure Caption
Figure 1. Distribution of survey responses by age group (N = 240).
Step 2: Insert the List of Figures
With your captions in place, Word can generate the list of figures in a few clicks.
Put your cursor on the blank page after the table of contents. On the References tab, select Insert Table of Figures.
In the box, set the caption label to “Figure,” keep the page numbers right-aligned, and pick a tab leader that matches your template. Select OK to insert the list.
The result is a clean, linked index like this:
Example of a List of Figures
Figure 1. Distribution of survey responses by age group .......... 24
Figure 2. Mean satisfaction scores across departments .......... 31
Figure 3. Hours studied compared with final exam scores .......... 38
Step 3: Insert the List of Tables
The list of tables works exactly like the list of figures, with one change: the label.
Put your cursor where the list of tables should go, then open Insert Table of Figures again from the References tab. This time, set the caption label to “Table” and select OK.
Place this list directly after the list of figures so your front matter reads in a logical order.
Quick Tip
Start the list of figures and the list of tables on separate pages, in this order: table of contents, list of figures, then list of tables. Use a page break instead of blank lines so it holds its place when your text shifts.
Step 4: Update the Lists After Changes
Word doesn’t refresh these lists on its own, so you update them by hand whenever your figures or tables change.
Right-click anywhere in the list and choose Update Field. You can also click the list and press F9.
Word then asks what to refresh. “Update page numbers only” fixes shifted pages, while “Update entire table” also picks up new, deleted, or changed captions.
Choose “Update entire table” before you submit, so every entry matches the current captions.
Update Before You Export
A common mistake is creating the final PDF before updating. If you added a figure and skipped this step, the list still shows the old numbers and pages. Refresh every list right before you create that PDF.
How to Format Tables in Word
Clean, consistent tables make a thesis easier to read and mark. Word’s table tools keep them uniform without much effort.
Click any table, then open the Table Design tab and pick one simple style. A plain grid with a clear header row suits most theses better than a heavily colored style.
Use the Layout tab to set column width, turn AutoFit on or off, and add or remove borders. Keep the same choices across every table.
For a table that runs onto a second page, select its header row, then choose Repeat Header Rows on the Layout tab. The column headings then appear at the top of each page.
Quick Tip
Word has no single button to select all tables, so apply the same table style to each one as you go. For a long thesis, a short macro that loops through every table can apply one format in a single pass.
How to Reference Figures and Tables in Word
A thesis should point readers to each visual in the text, and Word’s cross-references do this with links instead of typed numbers.
Place your cursor where you want the reference, then open Cross-reference on the References tab. Set the reference type to Figure or Table, and set the inserted text to the label and number.
Word adds a live link, so “Figure 1” in your sentence stays tied to the caption it points to.
If you later add figures or change their order and update the fields, every in-text number changes with the captions. You never change the numbers by hand.
In practice, a cross-reference reads like any normal sentence:
Example of an In-Text Figure Reference
As shown in Figure 1, survey responses were concentrated in the 18–24 age group, with participation falling steadily in each older group.
Common Mistakes to Avoid
A few habits cause most figure and table problems in a thesis:
Numbering figures and tables by hand.
Manual numbers break the moment you add or move one item. Let Word number them through captions instead.Leaving items without captions.
Word can only list a figure or table that has a caption, so a visual without a caption never reaches your lists.Forgetting to update the lists.
After edits, the page numbers and titles stay wrong until you refresh each list with Update Field.Combining figures and tables in one list.
Keep two separate lists with their own labels so readers can scan visuals and data on their own.
Most of these come back to one habit, which is worth building from your first chapter.
Quick Tip
Add a caption the moment you insert a figure or table, not at the end. Consistent captions are what make the lists and cross-references work.
Final Thoughts on Figures and Tables
The habit that makes all of this easy is to caption every figure and table the moment you add it. Consistent captions feed the lists and the cross-references alike.
Because both lists and every in-text reference read from those captions, one update keeps your whole thesis accurate when figures move, tables change, or pages shift.