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Inserting and labelling figures & tables

In reports, figures and tables should be labelled and numbered sequentially. In short reports, figures should be simply labelled Figure 1, 2, 3 etc, while in longer reports with chapters or sections, the number should indicate both the chapter and the number of the figure, eg 2.5.

To insert a picture from file in Word:

  1. Place cursor at insertion point
  2. Go Insert>Picture>From File
  3. Navigate to file location
  4. Select file
  5. Press Insert

Inserting pictures in Word (PDF 185 KB)

Titles versus captions

Titles are usually placed above tables and captions below figures, however this can vary. The title should explain the graph or table independently from the text but remember to connect your text to the illustration by referring to it.


Example of labelling figures in reports

Introducing graphic materials

Graphic materials, ie figures, tables, illustrations etc, should be positioned as close as possible to the corresponding text and cited appropriately, both in the text and the reference list. You will need to tell the reader what the graphic material represents, eg point out any important trends, generalisations etc, and summarise and conclude the information.

Examples of introducing graphic material

The distribution of results from the examinations 1 - 3 is illustrated in Table 1.
As indicated in Figure 2, there is a significant difference in the results of the two cohorts.
The filtration system separates the water from organic matter (Figure 5).
This trend indicates a volatile market in the early part of 2006 and at several key periods during the year.


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