Key points at a glance
- Use a caption field, not a typed number.
- Separate descriptive title from source credit.
- Update fields after moving figures.
Create a caption field
Select the figure, then choose References and Insert Caption in Word. Pick the label required by your department, such as Figure. Word stores the number as a field so that a moved figure can be renumbered after an update.
Make the label informative
Example: “Figure 3: Participation by study year” tells a reader more than “Figure 3: Chart”. A reused or adapted image also needs an appropriate source credit under your citation rules. A good caption does not itself settle copyright or provenance.
Update numbers and cross-references
After moving or deleting figures, update fields throughout the document. Check every cross-reference and the list of figures. Use one consistent label per object type; mixed labels can create separate numbering sequences.
Inspect the export
Keep the picture and caption together and avoid leaving a source note alone on the next page. Check long captions at the final page size. The exported PDF is what readers and printers receive, so inspect it after the last edit.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Used caption fields.
- Wrote informative figure titles.
- Added source credits when needed.
- Checked numbers and PDF.
Common mistakes
- Typing numbers manually.
- Confusing a source note with a caption.
- Leaving the list of figures stale.
Prepare the finished thesis for submission
Once the content and university requirements are checked, review your PDF and the available printing and binding options.
Review printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Will Word renumber figures?
Yes, once the relevant fields are updated.
Does an original image need credit?
Follow your department rules for labelling original and reused material.
Is the caption the list of figures?
No; the list is generated from captions.