Preparing Figures and Tables for Journals

Figures and tables are often what reviewers see first, ahead of the written text, which means visuals set the first impression of a paper. Good ones are clear, self-explanatory, technically sound and honest. Here you will find advice on choosing between the two, numbering and captioning them, meeting the resolution and file formats journals expect, using colour accessibly, and following the image-integrity and permission rules that bind every author.

Figure or Table?

Choose a figure when the overall pattern, such as a trend, comparison or relationship, matters more than precise numbers. Choose a table when readers need exact values or want to look things up. Avoid showing identical data in both a figure and a table, and skip both when a single sentence can carry the information. Ask what the reader should take away, then pick the format that delivers it fastest.

Numbering, Captions and In-Text References

• Give figures and tables their own number sequences, following the order of first mention in the text.
• Mention each figure and table in the text, for instance “as shown in Figure 2”, ahead of where it appears.
• Make captions complete enough that each visual stands alone: say what it shows, the sample or conditions, and the meaning of any abbreviations and symbols.
• Observe the journal’s placement rules; IEEE style, for instance, puts figure captions underneath and table titles on top. Refer to IEEE format and APA format.

Designing Clear Figures

• Give each figure a single message. Strip out gridlines, 3-D effects and ornament that convey nothing.
• Label axes with both quantity and unit, such as “Time (days)”.
• Show variability through error bars, confidence intervals or individual data points, and state in the caption what they stand for.
• Choose readable fonts that stay legible after the figure is scaled down to column width.
• Keep panels uniform: use matching scales wherever comparison is intended, and label panels (a), (b), (c).

Image Resolution and File Formats

Resolution refers to pixels at the final printed size, and enlarging a small image cannot restore detail. Do not paste figures as low-resolution screenshots, and hold on to the original files, since journals often request them once a paper is accepted. Test a printout at actual column width before you submit to catch problems early.

Colour and Accessibility

• Pick colour-blind-friendly palettes, and never let a red–green contrast be the only difference.
• Combine colour with markers, line patterns or labels placed on the data, so the figure still reads well in greyscale.
• Keep enough contrast between text and its background.
• State the main findings in the text so readers are not reliant on colour alone.

Designing Clear Tables

• Head every column clearly and include units.
• Rely on horizontal rules alone, without vertical lines or shading.
• Line numbers up on the decimal point and keep the same decimal places for values that are comparable.
• Explain abbreviations and symbols in a note under the table.
• Create tables with your word processor’s table feature rather than as images, so they stay editable and screen readers can read them.

Image Integrity

Hold on to the raw, unprocessed images, as editors may ask for them. AI tools must not produce images that are presented as real data; consult the JMVRA AI content policy.

Permission to Reuse Material

Taking or adapting a figure or table from someone else’s publication normally requires the copyright holder’s consent, except when it was released under an open licence such as CC BY that lets others reuse it with attribution. Credit the source in the caption every time: “Adapted from Author (Year), licensed under CC BY 4.0.” Securing that consent falls to the author. Keep written confirmation of any permission alongside your submission files.

Checklist for Figures and Tables

1. NecessaryEvery visual contributes what the text cannot
2. Numbered and citedSequenced by first mention
3. Self-explanatory captionsSubject, sample and abbreviations covered
4. Technically soundResolution and format as the journal requests
5. AccessibleLegible without depending on colour
6. Honest and permittedNo manipulation, and reused items credited

Practical Tips for Polishing Figures and Tables Before Submission

Figures and tables are often what reviewers and busy readers look at first. These habits help you present results clearly and avoid avoidable technical queries from editors during production.

• Let each visual make one point. Before drawing anything, write the single message it should deliver in one sentence. If a figure needs several messages, split it into panels or separate figures so readers never hunt for meaning.
• Keep source files editable. Save the original spreadsheet, script or vector file behind every graphic. When a reviewer requests a changed axis or an extra group, you can regenerate it quickly instead of redrawing by hand.
• Test legibility at final size. Shrink your figure to the width of a printed column and check that labels, symbols and legends remain readable. Text that looks fine on a large monitor often becomes unreadable in the published layout.
• Print in greyscale as a check. Convert your figures to black and white once. If lines, bars or categories can no longer be told apart, add patterns, markers or direct labels so every reader can follow them.
• Read captions without the text. Ask a colleague outside your field to read only the caption and the visual. If they cannot state what was measured, how and why, rewrite the caption until it stands alone.

Treat every figure and table as a small standalone argument that must be clear, readable and traceable to its source data.

Questions Researchers Often Ask

In Summary

Select the right format for each message, number and caption all visuals, prepare files at the resolution the journal demands, use colour accessibly, and never edit images so as to change what they show. Figures and tables that are clear and honest help readers understand your findings, and trust them too.