Tables and figures carry your data, so they must follow strict formatting rules. In APA style, you place the number above each item in bold. Then you add the title below it, in italic title case. Finally, you put any notes underneath.
Most authors treat visuals as an afterthought. However, reviewers notice them immediately. So this guide walks through the rules, the common errors, and the checks to run before you submit.
Table or figure? How to choose
The distinction is simple. A table presents information in rows and columns, usually numbers. A figure is any other visual, such as a graph, chart, photograph, diagram, or map.
Choose a table when readers need exact values. For example, use one when precise means and standard deviations matter.
Choose a figure when readers need to see a pattern. A line graph shows a trend far better than a column of raw numbers. Therefore, ask what you want the reader to notice, then pick accordingly.
When you need neither
Sometimes the best visual is no visual at all. APA advises that data needing only two or fewer columns and rows belongs in the text instead.
A table with three numbers wastes space. Instead, simply write the numbers into a sentence. As a result, your paper reads more smoothly.
Above all, every table and figure must earn its place. Ask yourself one question: does this help the reader understand something faster?
How to format tables in APA style
APA gives tables a consistent structure. The official APA table setup guidance covers the detail, but here are the essentials.
Follow this order from top to bottom:
- Number — for example, Table 1, in bold, above everything else.
- Title — one double-spaced line below the number, in italic title case.
- Headings — every column needs one, including the leftmost "stub" column.
- Body — your actual data.
- Notes — below the table, where needed.
Borders cause the most trouble. Use horizontal lines only where they aid clarity. Moreover, never use vertical borders, and never box in individual cells. Careful spacing usually does the job instead.
How to format figures in APA style
Figures follow the same overall pattern, as the APA figure setup page explains.
Put the figure number above in bold. Next comes the title, one line below, in italic title case. Then the image itself. Finally, add any note underneath.
Keep the design plain. Use colour only when it carries meaning, not for decoration. Also, for text inside the image, such as axis labels, APA recommends a sans serif font between 8 and 14 points.
Numbering rules that catch people out
Number tables and figures separately. So your first table is Table 1, while your first figure is Figure 1.
Then number each series sequentially, in the order you mention them in the text. Use Arabic numerals throughout.
One rule surprises many authors. Avoid suffix letters such as Table 3a and Table 3b. Instead, combine those related tables into one.
Appendix items work differently. There, you label them with a letter and a number, such as Table A1 or Figure B2. Our guide on using appendices effectively explains what belongs in that section.
Writing titles and notes that work
A good title describes the content plainly. Keep it brief, and omit unnecessary articles.
Weak: Table 2. A Table Showing the Results Strong: Table 2. Participant Characteristics by Treatment Group
Notes sit below the item and explain anything the reader cannot infer. For instance, use them to define abbreviations, credit a source, or flag significance levels. Begin general notes with the word Note in italics, followed by a period.
Referring to them in your text
Never let a table or figure appear without introduction. Every one must be mentioned in the text first.
Refer to items by number, not by position. Write "as Table 3 shows," rather than "as the table below shows." Because layout shifts during typesetting, positional references break easily.
Also, do not simply repeat the data in prose. Instead, tell readers what the visual means. Point them to the pattern that matters.
Where to place them
APA allows two approaches. You can embed each item in the text, or you can place them all on separate pages after the reference list.
If you embed them, put each one after the paragraph that first mentions it. Never split a table across pages when you can avoid it.
Journals often override this entirely. Many ask for tables and figures in separate files at submission. Therefore, check the author guidelines before you format anything.
Image quality and file formats
Poor image quality delays production, so get this right early. Requirements vary, but journals commonly ask for at least 300 dpi for photographs and 600 dpi for line art, as AIAA's author guidelines illustrate.
A few practical rules help:
- Save photographs as TIFF, PNG, or high-quality JPEG.
- Save charts and diagrams as vector files or high-resolution PNG where possible.
- Avoid screenshots of graphs, because they rarely reproduce well.
- Never paste a low-resolution image and enlarge it.
Check legibility at final print size too. If the axis labels blur, the figure fails.
Reusing someone else's table or figure
Copyright applies to visuals, and many authors forget this. If you reproduce or adapt a published table or figure, you usually need permission from the copyright holder.
You must also add a full copyright attribution in the note. A standard citation alone is not enough for a reproduced visual.
Consequently, plan for this early. Permission requests take time, and some publishers charge a fee.
Common mistakes reviewers notice
- Numbering that skips or repeats after late edits.
- Captions that describe nothing, such as "Results."
- Vertical borders and boxed cells, which APA does not use.
- Data duplicated in both a table and the text.
- Inconsistent decimal places across a column.
- Abbreviations used in a table but never defined in the note.
- Positional references like "the figure above."
- Blurry images pasted from slides or screenshots.
Small errors like these accumulate. As a result, a reviewer starts to doubt the care behind your data.
Your pre-submission checklist
Run through this list before you submit:
- Every table and figure appears in the text first.
- Numbering runs sequentially, with tables and figures counted separately.
- Each number sits above the item, in bold.
- Each title sits below the number, in italic title case.
- Notes define all abbreviations and symbols.
- No vertical borders appear in any table.
- Decimal places stay consistent within each column.
- Images meet the journal's resolution requirements.
- You hold permission for any reproduced visual.
- The layout matches your target journal's instructions.
For the wider page setup, see our APA 7th edition formatting checklist and our guide to academic paper formatting rules.
Frequently asked questions
What is the difference between a table and a figure? A table presents information in rows and columns, usually numerical data. A figure is any other visual element, including graphs, charts, photographs, diagrams, and maps. Choose a table for exact values and a figure for patterns.
Where does the title go on a table in APA style? Put the table number above the table in bold. Then place the title one double-spaced line below the number, in italic title case. Any notes go underneath the table itself. Figures follow the same pattern.
How do I number tables and figures? Number them separately, using Arabic numerals, in the order you mention them in the text. Avoid suffix letters such as Table 3a; combine those tables instead. In appendices, use a letter and number, such as Table A1.
Do I need permission to reuse a published figure? Usually yes. Reproducing or adapting a copyrighted table or figure normally requires permission from the copyright holder, plus a full copyright attribution in the note. A standard citation alone is not sufficient.
What resolution do journals require for figures? It varies by publisher, but many journals ask for at least 300 dpi for photographs and 600 dpi for line art. Always check your target journal's author guidelines, since requirements and accepted file formats differ.
Should tables and figures go in the text or at the end? APA permits both. However, many journals require them in separate files or grouped after the references at submission. Check the author guidelines first, because journal instructions override general style rules.
Conclusion
Tables and figures deserve the same care as your prose. Number them consistently, title them clearly, and explain them properly in the text. Then check the journal's own rules before you submit.
Get these details right, and your data speaks clearly. Get them wrong, and reviewers question everything else.
If you would rather hand this over, PaperEdit's formatting services align tables, figures, and references to APA, MLA, Chicago, or journal-specific styles. Our proofreading services can polish the writing at the same time.