How to Create a List of Tables in Word

Everyone · How-to · Updated October 1, 2026 · LearnLife Editorial

Short answer

To create a list of tables in Microsoft Word, you must first add captions to each table using Word’s caption feature. Then, insert a list of tables through the References tab, which automatically compiles those captions and page numbers into a neat, clickable list. This saves time, keeps your document organized, and updates easily when you add or remove tables.

What Do You Need Before Starting?

Before creating a list of tables in Word, it’s essential to prepare your document properly. The main requirement is that every table you want included has a caption added using Word’s built-in caption tool. These captions should be consistent and follow a clear structure, such as “Table 1: Monthly Sales” or “Table 2: Survey Results.” Captions are what Word uses to identify and number tables automatically. Without captions, Word cannot create a proper list.

Also, decide where you want the list of tables to appear. Common placements are after the title page or table of contents, so readers can quickly find tables referenced throughout your document. Have your document mostly ready with all tables inserted because adding or moving tables after generating the list may require updating the list.

If you’re working on a formal paper—like a thesis or business report—check any style guide you’re required to follow (APA, MLA, Chicago, etc.) for specific caption and list formatting rules. For example, some guides require captions above tables; others prefer them below. Knowing this in advance will save time later.

Lastly, ensure your version of Microsoft Word supports captioning and list features—these tools are included in most recent versions of Word on Windows and Mac.

How Do You Add Captions to Your Tables?

Adding captions is the first and most important step to creating a list of tables. Manually typing labels like “Table 1” won’t work because Word cannot track those for an automatic list. Instead, follow these detailed steps:

Click anywhere inside the table you want to caption.
Go to the References tab on the Ribbon toolbar at the top of Word.
Click the Insert Caption button in the Captions group.
In the dialog box that appears, make sure Label is set to Table. This is crucial because Word groups captions by their label.
Enter a clear, descriptive title in the Caption field after the label. For example, “Table 3: Quarterly Sales by Region.”
Choose the Position of the caption: either Above selected item or Below selected item. The choice depends on your style guide or preference.
Click OK to insert the caption.

Repeat these steps for every table in your document. Word will automatically number each caption sequentially (“Table 1,” “Table 2,” etc.) based on the order the captions appear. This saves you from manually keeping track of numbers, especially if you add or delete tables later.

If you later add a new table, insert a caption following the same process. The numbering will adjust automatically when you update the list of tables.

What Are the Steps to Create a List of Tables?

Once all tables have captions, creating the list of tables is straightforward. Here is how to do it step by step, with explanations for each action:

Place the cursor where you want the list of tables to appear. Usually, this is after the table of contents or on a new page near the beginning of your document. You can insert a page break (Ctrl + Enter) to reserve space.

Click the References tab. This tab contains all tools related to captions, cross-references, and lists of figures or tables.

Click the Insert Table of Figures button. Despite the name, this tool creates lists for tables, figures, or whatever captions you choose.

In the dialog box, click the Caption label dropdown and select “Table.” This tells Word to generate the list from all captions labeled as tables.

Choose formatting options: Show page numbers: Select this to display the page where each table appears. Right align page numbers: Usually checked to line up page numbers neatly on the right side. Tab leader: Choose dot leaders (…). This adds a dotted line connecting the caption text to the page number, improving readability.

Click OK to insert the list.

Word will generate a list that looks like this, for example:

Table 1: Monthly Sales	3
Table 2: Customer Feedback	7
Table 3: Inventory Status	12

Each entry links to the table’s location, so Ctrl+clicking on a list entry jumps to that table.

How Can You Tell It Worked?

After inserting the list of tables, verify it has worked by checking several things:

The list appears exactly where you placed your cursor. If it’s missing, try scrolling or checking if it got inserted on a different page.
Each table caption is listed with its number, description, and page number. For example, “Table 4: Annual Revenue” followed by its page number.
The page numbers align properly, usually to the right. Dot leaders or line leaders connect the caption text with the page number.
The table numbering matches the captions on the tables. For example, “Table 2” in the list matches the second table’s caption.
Try Ctrl+clicking an entry in the list. It should take you directly to that table in the document. This confirms the list is linked and active.
When you add or delete tables, updating the list changes it accordingly. Right-click on the list and select “Update Field,” then choose “Update entire table.”

If all these checks are positive, the list of tables is successfully created.

What Should You Do If It Goes Wrong?

If your list of tables doesn’t appear correctly or has errors, use this troubleshooting guide:

No tables listed: Confirm that all tables have captions inserted using Word’s Insert Caption tool, not manually typed labels.
Wrong or missing page numbers: Try right-clicking the list and selecting “Update Field.” If that doesn’t help, check that your document’s page numbering is working properly.
Table numbers are incorrect or out of order: Make sure captions are in the correct sequence and the numbering is automatic (Word inserts the numbers, don’t type them yourself).
List only shows some tables: Check if some tables have captions with a different label (not “Table”). The list includes only captions with the selected label.
Format looks off or inconsistent: Use the “Modify” button in the Insert Table of Figures dialog box to change the style of the list. You can adjust fonts, spacing, and tab leaders.
List doesn’t update after edits: Always right-click the list and choose “Update Field” after adding, removing, or moving tables.
Captions missing or misplaced: If you move a table with a caption, ensure the caption moves with it. Sometimes dragging tables incorrectly can separate captions.

If problems persist, consider restarting Word or your computer. For complex issues, looking up help on Microsoft’s support site or consulting a knowledgeable user may be necessary.

How Can You Customize Your List of Tables?

Word offers several ways to tailor the list of tables to fit your document style:

Changing the style: Click the list, then go to the "Home" tab and open the Styles pane (press Ctrl+Alt+Shift+S). Look for the style called “Table of Figures” and modify its font, size, color, or paragraph spacing to match your document.
Adjusting tab leaders: When inserting the list, choose from dot leaders, dashes, or no leader for the space between captions and page numbers.
Changing caption label: If you use a custom label instead of “Table,” select it in the Insert Table of Figures dialog to generate a list of only those captions.
Updating the list automatically: Remember to update the list after any changes by right-clicking and selecting “Update Field.”
Add a heading: Before the list, add a heading like “List of Tables” formatted with a heading style. This allows the list to appear in the table of contents.
Place the list on a separate page: Insert a page break before and after the list to clearly separate it from other content.

These customizations make your list clearer and visually consistent with the rest of your document.

How Is This Useful for Different Audiences?

Creating a list of tables is helpful for anyone producing documents with multiple tables, including:

Students writing theses or dissertations: A list of tables helps readers find data quickly and complies with academic formatting requirements.
Professionals preparing reports and manuals: It organizes information, making reports more professional and navigable.
Authors and editors: Automatically generating lists reduces manual work and errors.
Non-technical users: Word’s step-by-step tools simplify what could otherwise be a tedious task.

For beginners, the caption and list features guide you through numbering and organizing tables without manual tracking. For experienced users, these tools speed up document preparation and ensure accuracy.

Including a list of tables alongside other document elements like a table of contents or list of figures (How to Create a List of Figures in Word) improves overall usability and professionalism.

Frequently asked questions

Can I create a list of tables without using Word’s caption tool?

No. Word’s list feature relies on captions inserted with the caption tool. Manually typed labels won’t be recognized or numbered automatically.

How do I update the list of tables after adding or deleting tables?

Right-click the list and select “Update Field.” Choose “Update entire table” to refresh the list with new captions and page numbers.

Can I change the label from “Table” to something else for captions?

Yes, when inserting captions you can create or select custom labels. However, the list only includes captions with the label chosen when inserting the list.

Why are some tables missing from my list?

Tables missing captions or having captions with a different label won’t appear. Make sure all tables are captioned consistently with the label “Table.”

Can captions appear above tables instead of below?

Yes, Word lets you choose caption position during insertion. Follow your style guide or personal preference for consistent placement.