OmniDocCreate a Table of Figures or Tables List in Word
Learn how to build a list of tables or figures in Word from captions, link each entry to its caption, and keep page numbers current after edits.
If you have tried to build a table of contents for tables in Word and ended up with only chapter headings, this happens often in hitting that wall. The main table of contents reads heading styles, and table captions usually are not headings. A research paper, a training manual or a 30-page client report with a dozen tables needs a separate list that Word builds from the captions themselves.
This guide shows you how to create a list of tables, a list of figures, or both. You will label each table and figure correctly, insert the list in the right place, link each entry to its caption, and update the list when pages move. The method works in current desktop versions of Word, and the steps are the same whether your document is in English or another language.
The core idea is simple. Word collects every paragraph that uses a particular caption label and lists them with their page numbers. Once you understand that, the rest of the process is a few clear steps.
How do you make a table of contents for tables in Word? The short answer
Caption each table with the built-in caption feature, then insert a table of figures field that uses the Table label. Repeat the process with the Figure label for a separate list of figures. Word does the page numbering and linking for you.
| Your situation | What to do | Why |
|---|---|---|
| You need a list of tables only | Caption each table, then insert a table of figures using the Table label | Word builds the list only from paragraphs with that label |
| You need a list of figures only | Caption each figure, then insert a list using the Figure label | Figures and tables need separate lists |
| You need both lists | Create two separate lists, one per label | A single list cannot mix labels unless you use a custom approach |
| You want each entry clickable | Keep the hyperlink option on when you insert the list | Readers can jump straight to the caption in a digital copy |
| You will translate the document | Build the list in the original, then check captions and list after translation | Translated captions must keep their labels and numbers |
Before you start
Check these points before you insert anything. Each one prevents a common reason the list comes out empty or wrong.
- Confirm the document uses automatic caption numbers. If you typed "Table 1" by hand, Word cannot build a list from it. Retype the captions with the caption feature so each number is a field that updates.
- Decide where captions go. Many style guides put table captions above the table and figure captions below the figure. Pick one convention and apply it throughout, so the list reads consistently.
- Plan where the list goes. Most readers expect the list after the main table of contents and before the first chapter. Leave a blank paragraph there so you can insert the list without moving other content.
- Check your heading and caption text. Keep captions short, such as "Table 3. Monthly sales by region." The list shows the whole caption text, so long captions make long entries that wrap badly.
- Save a copy. Field updates change page numbers across the document. A backup lets you compare before and after if something shifts unexpectedly.
Building a list of tables in Word, step by step
- Caption every table. Click in the table or just above it, then use Word's caption feature. Choose the Table label, and type a short description after the number. Captions added this way are numbered automatically, so inserting a new table renumbers the rest.
- Caption every figure the same way. Use the Figure label for images, charts and diagrams. Keeping labels separate is what lets you build two different lists later.
- Place your cursor where the list belongs. Click in the blank paragraph you prepared after the main table of contents. If you skip this and insert the list in the middle of a chapter, you will have to move it later.
- Open the table of figures option. Word's built-in table of figures feature lives in the References area in current versions. Choose the option, then pick the caption label you want, either Table or Figure.
- Turn on hyperlinks. Keep the option that makes entries clickable. This is the setting that makes each line jump to its caption, which is what most readers mean when they search for a table of contents that links to a figure.
- Choose the entry format. Pick a format that matches your document. Word shows page numbers on the right with a leader line by default. You can change the look of the entries by adjusting their built-in style, which controls font, spacing and indent for every line in the list at once.
- Repeat for the other label. If you need both lists, insert a second list in the next blank paragraph, choosing the other label. Keep the two lists in the order your readers expect, usually tables first, then figures.
- Update the field after any change. Click the list and use the update option, then choose to update the entire table. Do this after adding, removing or moving captions, and before you print or export.
If you translate the document with OmniDoc, you can upload the Word .docx file on omnidoc.top and choose bilingual or translation-only output. OmniDoc keeps layout, tables and pictures, but you should still open the translated file and check that captions and the list are intact. Translation does not change how Word builds the list, so update the fields in the translated copy as well.
Check the result
Once the list appears, look at it with the same care you would give any reference page. Work through the table below.
| Check | How to see it | If it's wrong |
|---|---|---|
| The list is not empty | The list shows entries, one per caption | Confirm each caption uses the correct label and the label matches the list you inserted |
| Numbers match the captions | Compare the list numbers with the captions in the body | Update the entire table; if numbers still differ, check for captions typed by hand |
| Page numbers are correct | Scroll to three or four entries and check the page on each | Update the field, then check for page breaks or section breaks that moved content |
| Links jump to the caption | Hold the control key and click an entry, or use the link in a PDF copy | Make sure the hyperlink option was on when you inserted the list, then rebuild the list |
| Entries are readable | Look at long captions and spacing | Shorten the caption text or adjust the entry style for the whole list |
| The translated copy matches | Compare labels, numbers and page references in the translated file | Update fields in the translated copy and fix any caption that lost its label |
If you export to PDF, open the exported file and click a few entries. Some export settings drop links, so test before you send the file.
❓ FAQ
1. Why doesn't my table of contents list the tables?
The main table of contents is built from heading styles. Captions are usually a different style, so the main list skips them. A table of figures, built from the caption label, is the correct tool for tables and figures.
2. Can I put tables and figures in one list?
Word builds each list from one caption label, so the standard approach is two lists. If you want a single combined list, you would need to combine two lists manually, and that list would not update automatically when pages change.
3. Why are my page numbers wrong after I edit?
The list is a field, and fields do not refresh on their own every time you type. Select the list, update the entire table, and check again. If a page number is still off, look for a manual page break or section break near that caption.
4. Do the links still work after I export or translate?
Links are preserved in many digital exports, but settings vary. Open the exported or translated file and click a few entries. If they do not work, rebuild the list in the final file with the hyperlink option on.
📝 Summary
A list of tables or figures in Word comes from caption labels, so caption each table and figure with the built-in feature, then insert a separate list for each label. Turn on hyperlinks, update the fields after every change, and check page numbers and links before you share or translate the file. Once the captions are right, the table of contents for tables takes only a few minutes to build and keep current.
