Convert typed captions into real captions in Word

In Word, a caption is a label used to describe an object such as a picture, table, chart, or equation. For example, Word can add labels like Figure 1 Sales by Region or Table 1 Monthly Budget. Real captions are useful because Word can number them automatically, use them in cross-references, and include them in a Table of Figures. Sometimes, however, a document contains captions that look correct but are not real Word captions. This can happen when the captions were entered manually, or when content was copied from a website into Word and the captions were pasted as plain text. As a result, those captions will not work properly with automatic numbering, cross-references, or a Table of Figures. In this tutorial, I will show you three practical ways to work with captions in Word, whether you need to fix typed captions or insert captions for multiple objects at once.

• Method 1: Reinsert the captions manually
• Method 2: Convert typed captions with Kutools for Word
• Method 3: Insert captions for multiple objects at once

Reinsert the captions manually

Word does not provide a direct way to convert plain text into real captions. So if you want to use Word’s built-in feature, you need to delete the typed text and insert each caption again manually.

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1. Click the table, picture, chart, equation, or other object that the typed caption belongs to.
2. Go to References > Insert Caption.

   

3. In the Caption dialog box:
   1. Choose the correct label, such as Figure, Table, or Equation. If needed, click New Label to create your own label.
   2. Type the descriptive part of the caption after the number if needed.
   3. Choose whether the caption should appear above or below the object.

      

   Tip: Captions inserted this way are numbered automatically in order from the beginning of the document. If you add a new caption earlier in the document, the captions that follow will be renumbered automatically.
4. Click OK. The caption will then be inserted.

   

5. Delete the old typed caption text.
6. Repeat the steps for the remaining captions entered as plain text.

Convert typed captions with Kutools for Word

If your document contains many typed captions, Kutools for Word can help you convert them more quickly. It includes separate Rebuild Caption tools for figures, tables, and equations, allowing you to turn caption-like text above or below an object into real Word system captions.

1. In Word, Kutools Plus > Rebuild, and choose the appropriate command, such as:
   • Rebuild Figure Caption
   • Rebuild Table Caption
   • or Rebuild Equation Caption

     

2. In the Rebuild Caption dialog that appears:
   1. Specify whether the caption text is placed Above or Below the object.
   2. Choose how you want the rebuilt captions to appear:
      • Select Don't modify the selected text to keep the original caption text unchanged.
      • Select Convert to system caption to rebuild the caption in Word’s standard format, such as Figure 1.
   3. Check the preview list to see how the rebuilt captions will look, then click OK.

      

The typed captions are converted into real Word captions at once.

Note:

If some typed captions are not numbered correctly, Kutools can fix the numbering when rebuilding them into real captions.

Insert captions for multiple objects at once with Kutools for Word

If your document does not already contain typed captions above or below the objects, and you want to add captions to multiple objects at once, Kutools for Word provides a quicker solution. Its Multiple Captions feature lets you batch insert captions for objects such as pictures, charts, tables, SmartArt, and equations.

1. In Word, click Kutools Plus > Multiple Captions.

   

2. In the Batch Insert Captions dialog box, select the types of objects you want to caption, such as:
   • Figure
   • Chart
   • Smart Art
   • Table
   • Equation

     

3. Click OK to insert captions for all selected object types at once.

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