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How to include captions in microsoft excel graphs

How to include captions in microsoft excel graphs

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Captions are not automatically created by Microsoft Excel, but they greatly assist your reader in understanding the data being displayed in your graph. Information you may want to add to a caption include chart ID when referenced in a paper, a summary of findings and what type of confidence interval you use when you add error bars. Captions are added to Excel graphs using text boxes, but you need to make room for them before adding the caption.

Open your spreadsheet in Microsoft Excel.

Click an empty area within the graphical portion of the Excel chart to select the displayed data. A box appears around the data with drag handles on the sides and corners.

Click the lower center drag handle, represented by a small square, and drag it up to create space at the bottom of your graph.

Click the “Layout” tab and click “Text Box” from the Insert group.

Click and drag your mouse to create a text box area at the bottom of your graph.

Type the text you want displayed in the text box. Text formatting tools, such as fonts, sizes, effects and justification appear at the top of the window to assist in creating the look you want.

Click anywhere outside the text box to deselect it.

How to include captions in microsoft excel graphs

Statistical information can be created with the help of Microsoft Excel. Different designs are available to us and we can use all sorts of tools to interpret different sets of data available. It is highly unlikely that someone will just use Excel software to store data in it. Data can be stored in other programs as well but Excel is such user friendly software that it helps you to interpret data with different graphical solutions in a span of few seconds.

You can just choose what type of graph you want to create and the graph will be automatically created with a single click. You need to input data and choose different fields. All sort of statistical functions are available in Excel and you can even use user defined functions to run any queries. Graphs are a basic method to represent a data in a form of a picture. However, graph without a caption is like a human without a name. You can use it but you don’t know their identity and anything about them. Hence, captions are an important part of a pictorial representation of data. Readers can easily understand what type of graph and information they can expect from a graph when there is a suitable caption placed above or below it.

Caption can be a chart ID, name of the data sets or anything you want that will describe the graph in a few words. Captions can be added to Excel graphs with the help of text boxes but then you will require having enough room left above or below the graph to make sure that the text box can set in with ease. If you are unaware of the method that can help you automatically set the caption because it is too difficult, you can use the text box style to solve your problem.

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Instructions

    font-size: 13px !important;color: #474747;text-align: justify;line-height: 21px;” >

Open the spreadsheet in Excel that has the graph in it.

Click the cell above the graph that is empty. On top menu bar, you will find the Insert tab. Click it.

The new options will appear in front of you. You have to look for the option of Text Box and click it.

Place the cursor at the empty and drag it in a way that it creates a big enough rectangle in which you can place the caption.

How to include captions in microsoft excel graphs

Include captions in your Microsoft Excel graphs to provide rich and meaningful labels. The labels can be used to display extra information that is not plotted on the graph. By linking them to cell values, you can make these captions dynamic.

Why Include Captions in Excel Graphs?

When you create a chart in Excel, you are provided with label elements. These include the chart title, data labels, and axis titles. These labels can be very useful for displaying extra information in the chart, especially when you use cell values for Excel chart labels.

The following chart uses a link to a cell value to show the total cells in the chart title.

How to include captions in microsoft excel graphs

However, you are not limited to these built-in labels. You can include captions in Excel graphs by adding text boxes.

This chart was created using the following set of data.

How to include captions in microsoft excel graphs

Create the Caption Text

Let’s add a caption to tell more of the story of this data. We will add a caption to convey the top product and its sales total.

First, we need to calculate the data we want to display. In cell D2, the following formula is used to return the maximum sales value.

How to include captions in microsoft excel graphs

We can then use a formula in cell D3 with the INDEX and MATCH combination to return the name of that product.

How to include captions in microsoft excel graphs

In cell D4, we can make a creative caption from these calculated values.

How to include captions in microsoft excel graphs

Add Captions to an Excel Graph

Before we add the caption, we need to resize the plot area of this chart to make some space for it.

Click on the plot area to select it, then drag the resize handle to make room between the chart title and the chart values.

How to include captions in microsoft excel graphs

We will include the caption by inserting a text box. Click Insert > Text Box and then select the chart to insert it.

How to include captions in microsoft excel graphs

Next, click in the Formula Bar, type “=” and then select cell D4 (the cell containing the caption text).

How to include captions in microsoft excel graphs

Press the Enter key.

The caption text is shown in the text box and can be moved and resized into an appropriate position on the chart.

How to include captions in microsoft excel graphs

To finish the caption, format it to a light grey so that it is not as impactful as the chart title. Click Home, the list arrow for “Font Color,” then select a light grey.

How to include captions in microsoft excel graphs

This is one example of including captions, but it is up to you to be creative. You can show whatever information you want your chart to convey to go beyond the standard charts.

How to include captions in microsoft excel graphs

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Microsoft Excel 2010 lets you type captions on your chart in order to make the data more meaningful to your colleagues and clients. Insert a text box right inside a chart area to contain and position your text in the layout. Customize the text with the editing commands, such as font, text effects or color, so your captions stand out and complement your data.

Step 1

Click the “Insert” tab on the command ribbon and then click “Text Box” in the Text group. The cursor will convert to a vertical and horizontal line symbol as you mouse over the chart area.

Step 2

Click and drag in your chart area to create a text box. The Drawing Tools ribbon with the Format tab will display.

Step 3

Type your caption in the text box. To edit the font, click the “Home” tab on the ribbon and click an option, such as “Bold” or “Font Color.”

Step 4

Resize the text box by clicking inside to bring up the sizing handles. Click and drag a handle to change the dimensions to fit your chart layout.

Step 5

Click outside the text box to set it in the chart. If you move the chart on the worksheet, your caption will move with it.

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How to insert captions to all tables, figures or equations at once in Word?

Caption is a number label to distinguish different Objects in Word document, such as tables, figures and equations. This tutorial will show you the way to quickly insert captions to each table, figure and equation at once in Word document.

Normally, you can insert a caption for one picture, table, or equation with the Insert Caption feature easily in Word. But what if dozens of pictures, tables, or equations? Now try the Multiple Captions feature of Kutools for Word, which will free your from the tedious and repetitive work, and add captions for all pictures, tables, and equations with just several clicks only! Click for 60-day free trial!
How to include captions in microsoft excel graphs

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This method will guide you to insert a caption for a certain object (picture, table, or equation) with the Insert Caption feature manually. Please do as follows:

This method will add a caption for the current selected object (picture, table, or equation) only. To insert captions for all table, figures, or equations in bulk, please visit Kutools.

1. Select the object (picture, table, or equation) you want to add a caption for, and click References > Insert Caption. See screenshot:

2. In the Caption dialog, please specify the label type from the Label drop-down list, choose the label position from the Position drop-down list, and click the OK button. See screenshot:
How to include captions in microsoft excel graphs

So far, a caption has been added for the selected object already. See screenshot:
How to include captions in microsoft excel graphs

Kutools for Word‘s insert Multiple Captions utility can insert captions to all the tables, figures, equations at once. It can also insert captions to SmartArt and Chart.

Kutools for Word: a powerful add-in contains 100+ tools, and it can boost 80% work efficiency in your Word daily working! Get It Now!

1. Please click Kutools Plus > Multiple Captions to apply this utility. See screenshot:

2. In the Batch Insert Caption dialog, please check the types of System Captions as you need, and click the OK button.
How to include captions in microsoft excel graphs

Now captions are inserted for the specified type of objects at once.

How to include captions in microsoft excel graphs

Note: Drag the vertical scrollbar of above image to view more.

This tutorial shows how to insert figure captions and table titles in Microsoft Word.

One of the benefits of using Word’s caption tool, as opposed to just typing captions and titles manually, is that the caption and title numbers will automatically update as you add figures or tables. You can also use the captions and titles generated by Word’s caption tool to create cross-references.

The following steps also explain how to change the label and numbering for new captions and titles.

Important Note: Caption and title numbers won’t automatically update if you move or delete figures or tables in your document. Visit “How to Update Table and Figure Numbers in Microsoft Word” for information about manually updating table and figure numbers.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than fifty other videos about Microsoft Word and Adobe Acrobat on my YouTube channel.

The images below are from Word for Office 365, which is currently the same as Word 2019. The steps are the same in Word 2016, Word 2013, and Word 2010.

How to Insert Figure Captions and Table Titles

1. Right-click on the first figure or table in your document.

2. Select Insert Caption from the pop-up menu.

How to include captions in microsoft excel graphsFigure 1. Insert Caption

Alternative: Select the figure or table and then select Insert Caption from the References tab in the ribbon.

3. Select the Label menu arrow in the Caption dialog box.

How to include captions in microsoft excel graphsFigure 2. Label menu arrow

4. Select the option you want from the Label drop-down menu:

  • Daily Occurrence (This is an uncommon selection.)
  • Equation (This is an uncommon selection.)
  • Figure
  • Table

The default option is Figure. This option is appropriate for visuals such as graphs, charts, photos, illustrations, and maps.

How to include captions in microsoft excel graphsFigure 3. Label menu

Important Note: Each label type maintains its own number sequence. For example, if you have a Figure 1 and then insert a table, it will be Table 1.

5. Select the Position menu arrow.

How to include captions in microsoft excel graphsFigure 4. Position menu arrow

6. Select the option you want from the Position drop-down menu:

  • Above selected item
  • Below selected item

The default option for Figure is Below selected item. The default option for Table is Above selected item. These defaults will be appropriate for most situations.

How to include captions in microsoft excel graphsFigure 5. Position menu

Optional Step: Change the Figure or Table Label

7. Select the New Label button to change the label Figure, Table, Equation, or Daily Occurrence.

Figure 6. New Label button

8. Enter your new label in the text box in the New Label dialog box. (For this example, I am changing Figure to Fig.)

How to include captions in microsoft excel graphsFigure 7. New Label text box

9. Select the OK button.

Figure 8. OK button

Optional Step: Change Figure or Table Numbering

10. Select the Numbering button to change how your figures or tables are numbered.

Figure 9. Numbering button

11. Select the Format menu arrow in the Caption Numbering dialog box to choose numerals, letters, or Roman numerals.

How to include captions in microsoft excel graphsFigure 10. Numbering format menu

12. Check Include chapter number if you want your figure or table numbers to start with the chapter number.

Note that this option gives you additional control over which headings indicate the start of new chapters and which separator (period, hyphen, colon, or dash) appears between the numbers.

How to include captions in microsoft excel graphsFigure 11. “Include chapter number” checkbox

13. Select the OK button.

Figure 12. OK button

14. Type your caption or title after the label and number in the Caption text box.

How to include captions in microsoft excel graphsFigure 13. Caption text box

Pro Tip: Most of our primary style guides recommend placing a period after the figure or table number. However, Word doesn’t provide a way to add that period automatically, so remember to add it manually as you type each caption.

See “How to Write Figure Captions” and “How to Write Table Titles” for information on writing captions and titles according to Chicago style (including Turabian), APA style, and MLA style.

15. Select the OK button.

Figure 14. OK button

Your caption or title will now appear with your figure or table.

How to include captions in microsoft excel graphsFigure 15. Sample figure with caption

16. Save your document to save your newly inserted figure captions or table titles.

The information provided in this document is intended to help you create documents that will be accessible to someone using assistive technology software such as a screen reader or screen magnifier. These guidelines will also help you produce better documents for all users and will contribute to the success of document conversion to HTML or PDF files.

Much of the information provided will apply to any type of document that you create. If you are posting materials on the Web then standards compliant HTML is the most accessible format. Also consider posting materials in multiple formats so your readers can choose the format that works best for them. Types of formats might be HTML, Word or plain text or PDF. Links to conversion tools are provided at the end of the document.

Microsoft Word

Document layout

  • Keep lots of white space between columns of text this help’s people with low vision and users of screen reading software.
  • People with sensory or cognitive disabilities will benefit from documents with lots of white space.
  • Make hyperlinks descriptive. Don’t use Click here or More.
  • Format documents with high contrast. Black text on white provides the highest contrast.
  • Make font sizes 10 point or larger.
  • Use fonts consistently. Use sans-serif fonts such as Verdana, Arial or Helvetica. Avoid decorative or serif fonts such as Brush Script.
  • Use bulleted or numbered lists.

Document structure

  • Add structure to a Word document with heading styles. Heading 1 comes before Heading 2 then Heading 3 and so forth.
  • Don’t skip heading levels. In other words, don’t jump from Heading 1 to a Heading 3.
  • Change the heading styles to fit your document rather than skip a heading level because you don’t like the preset appearance.

Graphics and images

  • Avoid lots of graphics on one page. A simple page is easier to read.
  • If the document contains graphic elements such as images, diagrams or charts, be sure to convey information about those graphics in the text of the document.
  • Add descriptive text to images known as “alt text”. Also add a caption below the image.
  • Use text to convey information. Do not use WordArt or create graphics that contain text.
  • Do not convey information or directions with color exclusively. “Press the red button.”
  • Avoid flashing or blinking elements. Flashing or blinking can cause seizures in people with photosensitive epilepsy.
  • If you must include animated text then warn your readers so they can avoid it and supply the information in another format such as plain text.

Tables

  • Screen readers and Braille displays read tables row by row across the columns which may not make sense to someone using a screen reader or Braille display. When possible, use lists to convey information.
  • HTML provides techniques to code tables that screen readers and Braille displays can read allowing the information to be accessible.
  • Indicate the Heading Row on data tables in Microsoft Word.

Microsoft PowerPoint

Slide Layout

PowerPoint provides many pre-defined slide layouts. It is best to use these layouts for slide creation so that the slide content is accessible to someone using assistive technology or if you plan to convert the presentation to HTML or a PDF document.

One method for ensuring that the presentation has the right structure is start with a blank presentation and build slides using the Outline view. With this approach each slide will use the correct slide layout and will include a slide title. This is especially important for proper text flow.

Text Boxes and Images

Avoid using Text Boxes on slides as they appear as graphic elements to assistive technology software and the content within them may not be accessible. Text Boxes also appear as graphic elements when the presentation is converted to HTML or PDF using specialized conversion tools.

When images are placed in a presentation you need to include a description of the image so that someone using assistive technology can understand what the image is. This descriptive text known as “alt text” is retained if the document is converted to HTML or PDF. Also adding a caption below the image will help all users understand the purpose of the image.

Tables and Charts

Tables may be used in PowerPoint slides but their use should be limited to the presentation of data as opposed to slide layout. Data tables can be inserted using the slide layout that contains a table or by selecting Table from the Insert menu.

Charts and graphs are often used on a presentation slide. Just like tables, charts or graphs should be added using the appropriate slide layout or by selecting Chart from the Insert menu.

Audio

If you include audio in the presentation then you must include an area at the bottom of each slide for text captions. The captions must be synchronized with the audio.

How to include captions in microsoft excel graphs

Make your chart labels in Microsoft Excel dynamic by linking them to cell values. When the data changes, the chart labels automatically update. In this article, we explore how to make both your chart title and the chart data labels dynamic.

We have the sample data below with product sales and the difference in last month’s sales.

How to include captions in microsoft excel graphs

We want to chart the sales values and use the change values for data labels.

Use Cell Values for Chart Data Labels

Select range A1:B6 and click Insert > Insert Column or Bar Chart > Clustered Column.

How to include captions in microsoft excel graphs

The column chart will appear. We want to add data labels to show the change in value for each product compared to last month.

How to include captions in microsoft excel graphs

Select the chart, choose the “Chart Elements” option, click the “Data Labels” arrow, and then “More Options.”

How to include captions in microsoft excel graphs

Uncheck the “Value” box and check the “Value From Cells” box.

How to include captions in microsoft excel graphs

Select cells C2:C6 to use for the data label range and then click the “OK” button.

How to include captions in microsoft excel graphs

The values from these cells are now used for the chart data labels. If these cell values change, then the chart labels will automatically update.

How to include captions in microsoft excel graphs

Link a Chart Title to a Cell Value

In addition to the data labels, we want to link the chart title to a cell value to get something more creative and dynamic. We will begin by creating a useful chart title in a cell. We want to show the total sales in the chart title.

In cell E2, enter the following formula:

This formula creates a useful title that combines the text “Monthly Sales Total – ” to the sum of values B2:B6.

The TEXT function is used to format the number with a thousand separator.

How to include captions in microsoft excel graphs

We now need to link the chart title to cell E2 to use this text we’ve created.

Click the chart title, enter = into the Formula Bar, and then click cell E2. From there, press the Enter key.

How to include captions in microsoft excel graphs

The value from cell E2 is used for the chart title.

How to include captions in microsoft excel graphs

If the values in the data range were to change, our data labels and chart title would update to reflect that on the chart.

Using creative and dynamic labels for your charts, by basing them on cell values, will take your charts beyond the standard charts others create in Excel.

How to include captions in microsoft excel graphs

It is a good practice to caption all the tables, images, maps, etc… added to your report. You to refer to these objects precisely in your text using captions. Captions in Microsoft Word use to generate the list of tables, figures, etc… in the preface of the report. In this post, I will show you how easily you can add Captions in Microsoft Word.

A caption is a numbered label such as “Table 1.1” or “Figure 1.1” that you can add to a figure, table, or any other object. In a caption, the text part (“Table”, “Figure”, etc…) is customizable and followed by an ordered number which is automatically added to it.

When numbering captions, it is recommended to include the chapter number. For example, if you are numbering a table located in Chapter 1 of the report, you should number the table as “Table 1.1”. So, users can easily find the table.

Add Caption to Tables, Figures, and Equations

Usually, tables are captioned above the table, while other objects are captioned below. To add a caption;

  1. Select the object to be captioned (table, figure, or equation)
  2. Go to the References tab
  3. Click “Insert Caption” in the Caption Group
  4. Type your object title in the “Caption text box” of the Caption dialog box
  5. Select your object type (table, figure or equation) from the “Label” dropdown box.
  6. Select the “Position” of your title (Above or Below the selected item)
  7. Change the numbering format (optional)
    1. Click “Numbering” in the caption dialog box
    2. Then click Include chapter number checkbox to add the chapter number
    3. You can also select up to what heading level included in the numbering and the separation character between the chapter number and object number.
  8. Click Ok.

Watch the following short video that demonstrates the above steps.

Add Captions to custom objects

Default Microsoft Word settings contain “Table”, “Figure”, and “Equation” object types. You can also add captions in Microsoft Word for your own object types. For example, if you have included “Maps” in your report, you can create an object type as “Maps” and have separate numbers for maps. Then you can generate a list of Maps in the preface of your document.

To add captions to a custom object type;

  1. Select the object to be captioned
  2. Go to the References tab
  3. Click “Insert Caption” in the Caption Group
  4. Click “New Label…” button
  5. Type your object name in the New Label dialog box and click OK
  6. Change the numbering as explain above (optional)
  7. Select the placement (above or below the selected item) of the caption from the Position dropdown list.
  8. Click OK

Watch the following video that demonstrates the above steps.

Next time when you add a caption, you will see your new object type is available in the Label dropdown list.

Formatting Captions in Microsoft Word

The default caption style of Microsoft Word may not match with every document you created. You can find the default caption style in the Styles group of the Home tab.

To formate the Captions;

  1. Place the cursor inside of a caption
  2. Go to the Home tab
  3. Expand the Styles group using the dropdown arrow
  4. Right-click on the Caption style and click on Modify…
  5. Make the necessary modifications in the Modify Style dialog box and click OK

The modification you made using the above steps will apply to all your captions. And also you do not need to apply styles to every individual caption you added in the future.

Watch the following short video that demonstrates the above steps.

Wrapping Up

Captions in Microsoft Word let you organize the tables, figures and other types of objects in your document. With that, you can generate the List of Tables, List of Figures and list of other types of objects like Maps, Equations etc…