Captions label pictures with text such as “Figure 1: Sales by region,” and Word can number them automatically so they stay in order as you add or move images. This guide covers adding captions in Word for the web (Word Online), what it can and can’t do compared with the desktop app, and workarounds for caption styles, numbering and lists of figures.
Quick Answer
In Word for the web, click the picture, go to References > Insert Caption, type your caption after the label (such as Figure 1), choose above or below, and click Insert.
Add a Caption in Word for the Web
- Open the document in Word for the web and make sure you’re in Editing mode.
- Click the picture to select it.
- Go to References and click Insert Caption. (If you don’t see it, look under the Insert tab or the three dots at the end of the ribbon; menus can vary.)
- Type the caption text after the label.
- Choose a Label (Figure, Table or Equation) and Position (above or below).
- Click Insert.
Word numbers captions automatically, so a new picture inserted earlier in the document gets renumbered correctly.
If Insert Caption Isn’t Available
Older or limited versions of Word for the web may not show Insert Caption. Workarounds:
- Type the caption in a new line directly under the picture and apply the Caption style from the Styles gallery, if available.
- Set the picture’s text wrapping to In Line with Text so the caption stays with it.
- Click Open in Desktop App to use the full caption tools, then save back to the cloud.
Word Desktop Features Word for the Web May Lack
| Feature | Desktop | Web |
|---|---|---|
| Insert Caption | Yes | Yes in current versions |
| Custom labels (such as “Photo”) | Yes | Limited |
| Chapter numbering (Figure 2-1) | Yes | No |
| Insert Table of Figures | Yes | Displays existing; creating may require desktop |
| AutoCaption when inserting | Yes | No |
Format Captions
- Captions use the Caption style. Change its font, size, color or italics in the desktop app with Home > Styles, right-click Caption > Modify, and every caption updates.
- In Word for the web, select caption text and format it directly on the Home tab.
Keep Captions With Their Pictures
- Use In Line with Text wrapping for the picture.
- In the desktop app, set the picture’s paragraph to Keep with next (Paragraph > Line and Page Breaks) so the caption doesn’t land on the next page.
- For pictures with text wrapping, group the picture and a text box caption.
Related: Cross-reference in Word.
Related: How to insert a caption in Word.
Frequently Asked Questions
How do I update caption numbers?
In the desktop app, press Ctrl + A then F9. Word for the web updates numbering as you edit.
Can I delete a caption?
Select the caption text and press Delete. Remaining captions renumber.
Does this work in the Word mobile app?
Caption tools are limited on phones; use the web or desktop app.
Summary
- Select the picture in Word for the web.
- References > Insert Caption, type text, choose label and position.
- Use the Caption style for consistent formatting.
- Open in the desktop app for chapter numbering and tables of figures.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.