How to Format Figures and Tables in a Thesis or Academic Paper

 

Figures and tables are essential elements in academic writing. They summarize complex data, illustrate findings, and enhance reader understanding. Properly formatted figures and tables improve clarity, maintain professionalism, and ensure compliance with academic standards.

While including images, charts, or tables might seem straightforward, formatting them incorrectly can confuse readers, disrupt the flow of your thesis, or even result in reduced marks. This guide covers why formatting matters, placement, numbering, captions, referencing, and best practices for both figures and tables.

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1. Importance of Properly Formatted Figures and Tables

1. Visual clarity: Helps readers quickly grasp complex information.

2. Professional presentation: Demonstrates attention to detail and academic rigor.

3. Efficient communication: Summarizes data that may be cumbersome in text form.

4. Consistency: Uniform formatting across the thesis improves readability.

5. Compliance: Most universities and journals have strict formatting guidelines.

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2. Key Definitions

• Figures: Visual elements such as graphs, charts, photographs, maps, diagrams, illustrations, or schematics.

• Tables: Structured grids of data organized into rows and columns, often including numbers, text, or categorical information.

Difference: Figures are generally visual representations, while tables are structured numeric or textual data presentations.

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3. General Formatting Guidelines

A. Placement

1. Place figures and tables as close as possible to the text where they are first mentioned.

2. Avoid clustering them all at the end unless required by your institution.

3. Ensure sufficient space around them; do not crowd the page.

B. Size

1. Maintain legibility: text, labels, and legends should be readable without zooming.

2. Scale images proportionally to avoid distortion.

3. Large tables may be split across pages or placed in an appendix if they interrupt flow.

C. Font and Style

1. Use the same font as the thesis body, usually Times New Roman or Arial, size 10–12pt.

2. Keep text consistent in figures, tables, and captions.

3. Avoid decorative fonts that reduce clarity.

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4. Numbering Figures and Tables

1. Sequential numbering: Figures and tables should be numbered separately.

   • Figure 1, Figure 2…

   • Table 1, Table 2…

2. Chapter-based numbering: Many theses use chapter-specific numbering:

   • Table 2.1 → first table in Chapter 2

   • Figure 3.2 → second figure in Chapter 3

3. Consistency: Stick to one numbering system throughout your thesis.

Tip: Use automatic numbering features in Word, Google Docs, or LaTeX to update numbers automatically if you add or delete items.

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5. Captions

Captions describe the content of figures and tables and are crucial for clarity.

A. Tables

• Place captions above the table.

• Include a concise description of the table content.

• Include the table number and a brief title.

Example:

Table 3.1: Demographic Distribution of Survey Respondents

B. Figures

• Place captions below the figure.

• Include figure number, title, and a brief description if needed.

Example:

Figure 2.3: Average Monthly Sales Trend from January to June 2025

Tips for captions:

1. Keep them concise but informative.

2. Avoid repeating information in the text—captions should supplement, not duplicate.

3. Use sentence case or title case consistently throughout the thesis.

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6. Referencing Figures and Tables in Text

1. Always refer to every figure and table in the text before it appears.

   • Example: “As shown in Table 4.2, the majority of respondents preferred online shopping.”

   • Example: “Figure 3.1 illustrates the relationship between income and expenditure.”

2. Use consistent phrasing like “as shown in Table…,” “Figure… demonstrates,” or “illustrated in Figure…”.

3. Do not include figures or tables that are not discussed in the text.

Tip: Ensure references match numbers even if figures/tables are moved during editing.

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7. Sourcing Figures and Tables

• If a figure or table is adapted or copied, include a citation.

• Follow the same citation style (APA, MLA, Chicago) used in your thesis.

• Use phrases like:

  • “Source: Smith, 2020”

  • “Adapted from Johnson, 2019”

• Avoid using copyrighted material without permission.

Example (APA):

Figure 2.1: Global Internet Usage Trends (Adapted from Smith, 2020, p. 45)

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8. Table Formatting

A. Column and Row Design

1. Headers: Bold and centered for clarity.

2. Units: Include measurement units in header row (e.g., Age (years)).

3. Alignment: Numbers right-aligned, text left-aligned.

4. Gridlines: Use minimal lines; avoid heavy borders unless needed for clarity.

B. Notes in Tables

• Footnotes for clarification:

  • Indicate abbreviations

  • Describe data sources

  • Explain symbols

• Format footnotes with lowercase letters or symbols: a, b, c, *, **

Example Table:

Age Group (years)	Male	Female	Total
18–25	45	50	95
26–35	60	55	115
36–45	50	45	95
Total	155	150	305

Note: Data collected from survey respondents, n=305.

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9. Figure Formatting

A. Graphs and Charts

1. Label axes clearly, including units.

2. Include a legend if multiple data series are plotted.

3. Use contrasting colors or patterns for clarity.

4. Ensure the font size is readable when printed.

B. Images and Diagrams

1. Use high-resolution images to avoid pixelation.

2. Maintain aspect ratio when resizing.

3. Remove unnecessary borders or backgrounds for clarity.

4. Annotate directly if needed to highlight important features.

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10. Positioning Figures and Tables

1. Ideally, place immediately after the paragraph where it is first mentioned.

2. For large tables or figures, consider full-page placement.

3. Maintain consistent spacing between text and figure/table.

4. Ensure figures/tables do not break across pages unless unavoidable.

Tip: Avoid having text split around a table or figure awkwardly; use Word’s text wrapping and positioning features.

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11. Common Mistakes to Avoid

1. Unnumbered figures/tables — can confuse readers.

2. Missing captions — unclear what the figure/table represents.

3. Misaligned columns or rows — reduces readability.

4. Too small font in figures/tables — illegible when printed.

5. Referencing in text inconsistently — readers may not know which figure/table is being discussed.

6. Using low-quality images — pixelated or blurry visuals reduce professionalism.

7. Excessive decoration — gridlines, colors, or 3D effects can distract from data clarity.

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12. Tips for Professional Formatting

1. Consistency: Same font, style, and spacing throughout.

2. Clarity: Avoid overcrowding; focus on readability.

3. Captioning: Be descriptive but concise.

4. Numbering: Sequential, chapter-based numbering for large theses.

5. Referencing: Always cite sources for adapted figures/tables.

6. Software tools: Use Excel, SPSS, R, or Python for high-quality charts.

7. Hyperlinking (optional): For digital submission, link TOC to figures and tables.

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13. Examples of Figure and Table References in Text

• Textual reference for a figure:
  “Figure 4.2 illustrates the distribution of responses across all age groups.”

• Textual reference for a table:
  “As shown in Table 3.1, the average income increased steadily over the six-month period.”

• Citation for adapted figure:
  “Figure 2.1: Global Internet Usage Trends (Adapted from Smith, 2020).”

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Conclusion

Proper formatting of figures and tables is essential for a professional, readable, and academically compliant thesis. Correctly formatted visuals enhance comprehension, support arguments, and maintain consistency. Key principles include:

1. Use sequential numbering and chapter-based identifiers.

2. Place captions correctly—above tables, below figures.

3. Maintain consistent font, style, and spacing.

4. Reference every figure and table in text.

5. Ensure high-quality visuals for clarity.

6. Cite sources for adapted or reproduced figures and tables.

7. Follow institutional or publisher-specific formatting guidelines.

By adhering to these standards, you ensure that your thesis or academic paper is professional, readable, and credible, making a strong impression on examiners, readers, and potential publishers.