OmniDocHow to Cite an Image or Figure in a Paper
Learn the citation format for an image or figure taken from another source, including the caption note, reference list entry, and permission checks.
Figures and images from other sources show up in papers all the time: a diagram from a textbook, a chart from a government report, a photograph from an archive, or a table of results from a journal article. Many writers know how to cite a quoted sentence but get stuck on the figure itself. The question is usually simple: what goes under the image, and what goes in the reference list?
This guide covers the citation format for an image in a paper, whether the figure is printed, scanned, or saved as a file. You will learn where the source note belongs, how it differs across common styles, and how to check reuse rights before you place the figure in your manuscript. The steps also show how to handle a figure whose text you translated, which is a common case with foreign-language sources.
The short answer is to give every borrowed figure a numbered caption, a source note that names the original work, and a matching entry in your reference list. Use the pattern your style guide requires, and confirm that you are allowed to reuse the image before you publish it.
How do you cite an image or figure in a paper? The short answer
Put the citation in two places: a source note under the figure and an entry in the reference list. The table below shows how to handle a common situations.
| Your situation | What to do | Why |
|---|---|---|
| Figure reused unchanged from a published source | Add a numbered caption and a source note that names the original author and year, then list the source in references. | Readers need to find the original, and the note shows you did not create the figure. |
| Figure redrawn or adapted from another source | Write "Adapted from" in the source note, then give the original reference. | Changes make the figure different from the original, so the note should say so. |
| Translated text inside a borrowed figure | Note the translation in the caption, such as "translated by the author." | Readers should know the labels differ from the original version. |
| Your own chart, photo, or diagram | Number it and state that you created it. Add a reference only for data or ideas you took from elsewhere. | A self-made figure has no external source to cite. |
| Image from a website or open archive | Record the page URL, creator, date viewed, and license terms, then cite it in your chosen style. | Web images can change or disappear, so the record needs the access date. |
Before you start
Gather the details and permissions before you write the caption. A missing detail is much harder to recover after the paper is in revision.
- The original source details. Note the author, title, publisher or journal, year, page number, and URL if there is one. The source note cannot be accurate without them.
- The license or permission terms. Check whether the owner allows reuse. A Creative Commons license, a publisher's reuse policy, or written permission each has different requirements. Citing the source does not by itself give you the right to reproduce the figure.
- Your citation style. Confirm whether your journal or instructor requires APA, MLA, Chicago, IEEE, or another format. Each one arranges figure notes differently.
- A clean copy of the image. Save the highest-resolution version you can get. A blurry screenshot can hide labels, and an edited copy can hide what was changed.
- Whether the figure contains text you will change. If the labels are in another language and you plan to translate them, record the original version too. Reviewers may ask to compare the two.
Citing a figure step by step in your paper
These steps apply whether you write in Word or in another editor. If the source figure is in a PDF and you want to work with its text, you can use OmniDoc to translate the PDF and keep the figures in place.
- Confirm the reuse rights first. Read the license or permission note on the source. If the terms do not allow reuse, ask the owner or replace the figure with your own version.
- Number the figure in the order it appears. Use "Figure 1," "Figure 2," and so on. Your text should refer to each figure by its number.
- Write a short title for the figure. Describe what the figure shows in one line, such as "Annual rainfall by region, 2010 to 2020."
- Add the source note directly under the figure. Use the form your style requires, for example "Note. Adapted from..." in APA or a "Source:" line in Chicago. Include the author, year, and original title.
- Note any changes. If you redrew the chart, translated its labels, or cropped it, say so in the note. A translated figure might read "Translated from the original by the authors."
- Add a full entry to your reference list. The reference list should include the original source, not just the figure. Sort it alphabetically in APA and MLA, or by order of first citation in IEEE.
- Refer to the figure in the text. Write something like "Figure 2 shows the trend" so the figure is linked to your argument, not just placed on the page.
- Export the paper and check the layout. If your draft is in Word, check that the caption stays with the figure after you insert or move images. If you exported from the PDF editor to Word, check the caption placement again.
Check the result
Once the figure and caption are in place, review them against your source and style guide. A quick check now prevents a correction request from the journal or a question from your instructor.
| Check | How to see it | If it's wrong |
|---|---|---|
| Figure number matches the text | Read each in-text reference and find the matching figure. | Renumber all figures and update every reference. |
| Source note names the original | Compare the note against the source page or the first page of the document. | Correct the author, year, or title, and make sure the reference list matches. |
| Reuse terms are on file | Keep a screenshot or saved copy of the license page or permission email. | Get written permission or replace the figure. |
| Translated or edited content is marked | Compare the figure with the original and look for changed labels or cropped areas. | Add a note such as "translated by the authors" or "adapted from." |
| Reference list entry exists | Search your reference list for the source author's name. | Add the missing entry in your chosen style. |
| Caption stays with the figure | Scroll through the final layout or exported PDF. | Move the caption or reinsert the image so they stay together. |
If you translated text inside a figure, check it carefully before you publish. Machine translation can misread technical labels or units, so review important terms against the original. Keep the original file with your submission in case the reviewer asks for it.
🎯 Which approach fits you?
Your situation decides how much detail the citation needs.
- You are a student writing a term paper. Follow the style your instructor names, and cite each borrowed figure even if you changed it. A short note such as "Adapted from" is usually enough.
- You are preparing a journal submission. Check the journal's figure guidelines and reuse policy. Some journals require written permission for any figure from a published work, even when you cite it.
- You are writing a thesis or report. Keep a figure log with the source, license, and access date for each image. This saves time when the committee or editor asks for proof.
- You are using open-access or Creative Commons images. Follow the license's attribution rules exactly. Some licenses require a link to the license and a statement of any changes.
❓ FAQ
1. Do I need a reference list entry for a figure I cite?
Yes, in most styles. The reference list entry names the original source so readers can find it. The caption note points to that entry.
2. Can I cite a screenshot of a figure?
You can, but cite the original work, not the screenshot. Mention the page or website where you took the screenshot and the date you viewed it, since web content can change.
3. Does a citation give me permission to reuse a figure?
No. A citation names the creator, but it does not grant reuse rights. Check the license or ask the copyright holder before you publish the figure.
4. How do I cite a figure I created from another source's data?
Your figure is your own work, but the data came from elsewhere. Cite the data source in the caption or methods text, such as "Data from the national statistics office, 2022," and do not present the data as yours.
5. What should the caption say if I changed the figure's language?
Say that the text was translated and by whom, for example "Labels translated by the authors from the original Spanish." If you also changed the design, add "Adapted from" and the original citation.
📝 Summary
A borrowed figure needs a numbered caption, a source note under it, and a matching reference list entry in your citation style. Confirm the reuse rights, record any changes you made, and check that the figure and its note stay together in the final layout. Following these steps for every figure keeps your citation format for an image consistent from draft to publication.
