How to Prepare Tables and Figures for Journal Submission

Tables and figures are essential components of many academic research papers. They help researchers present complex data, summarize findings, illustrate experimental results, and communicate information that may be difficult to explain through text alone.

However, preparing tables and figures for journal submission involves more than inserting charts, images, or spreadsheets into a manuscript. Academic journals often have specific requirements for formatting, image resolution, file types, captions, numbering, and accessibility.

A well-designed table or figure can improve the clarity of a research paper, while poorly prepared visual materials may lead to additional revisions or delays during manuscript processing.

Whether you are preparing a manuscript for an Elsevier, Springer Nature, Wiley, Taylor & Francis, or another academic journal, understanding these requirements can help you avoid common submission mistakes.

This guide explains how to prepare professional tables and figures for journal submission, including formatting standards, recommended file formats, image quality, captions, and practical preparation tips.

Why Tables and Figures Matter in Research Papers

Tables and figures help researchers communicate findings clearly and efficiently.

In many scientific and technical disciplines, research results involve numerical data, statistical comparisons, experimental measurements, diagrams, or visual observations.

Presenting this information entirely through paragraphs can make the manuscript difficult to read.

Well-prepared tables and figures can:

• • Present research findings in a structured format.
  • Help readers identify patterns and relationships.
  • Make statistical results easier to interpret.
  • Illustrate experimental procedures and research frameworks.
  • Support comparisons between variables or groups.
  • Improve the readability and presentation of a manuscript.

However, tables and figures should complement the main text rather than repeat information unnecessarily.

Each visual element should have a clear purpose and contribute to the reader's understanding of the research.

If you are preparing a manuscript and need assistance organizing its visual elements, Paperza offers Research Paper Formatting and Manuscript Preparation Services to help researchers improve document structure, table presentation, and journal-specific formatting.

Understanding the Difference Between Tables and Figures

Although tables and figures are often discussed together, they serve different purposes.

What Is a Table?

A table presents information in rows and columns.

Tables are particularly useful when readers need to examine exact numerical values, compare multiple variables, or review detailed research findings.

For example, a table may present demographic characteristics, experimental measurements, statistical results, or survey responses.

What Is a Figure?

A figure is a visual representation of information.

Figures may include:

• • Bar charts and line graphs.
  • Scatter plots and histograms.
  • Flowcharts and research frameworks.
  • Photographs and microscopy images.
  • Maps and geographical illustrations.
  • Technical diagrams and schematics.
  • Medical images and experimental illustrations.

The choice between a table and a figure depends on the information being communicated.

Use a table when exact values are important. Use a figure when the objective is to highlight patterns, trends, relationships, or visual observations.

1. Follow the Journal's Author Guidelines

The first step in preparing tables and figures is to review the target journal's instructions for authors.

Different publishers and individual journals may have different requirements concerning image resolution, file formats, dimensions, caption placement, and supplementary materials.

For example, one journal may require figures to be uploaded as separate files, while another may permit them to remain embedded in the manuscript during initial submission.

Before preparing your visuals, check the journal's requirements for:

• • Accepted file formats.
  • Minimum image resolution.
  • Figure dimensions and layout.
  • Table formatting.
  • Numbering conventions.
  • Caption and legend requirements.
  • Color image policies.
  • Supplementary data.
  • Accessibility requirements.

Do not assume that all journals published by the same company follow identical submission requirements.

Always prioritize the instructions of the specific journal to which you are submitting.

2. Use Clear and Professional Table Formatting

Tables should be easy to read, properly aligned, and consistent throughout the manuscript.

Avoid unnecessary decorative elements, excessive colors, and complicated layouts.

A professional research table should generally include:

• • A clear table number.
  • A descriptive title.
  • Appropriate column headings.
  • Consistent units of measurement.
  • Clearly aligned numerical values.
  • Explanatory footnotes where necessary.

Example of a Research Table

Table 1. Performance comparison of machine learning models

Note: The values above are illustrative examples, not results from an actual experiment.

The table uses clear headings and consistent numerical formatting.

For most journals, tables should be created using editable table tools rather than inserted as screenshots.

This allows publishers to adjust formatting during production and improves accessibility.

3. Number Tables and Figures Correctly

Tables and figures are usually numbered according to the order in which they are first mentioned in the manuscript.

For example:

• • Table 1, Table 2, Table 3.
  • Figure 1, Figure 2, Figure 3.

Each table or figure should be referenced in the main text.

Example:

Table 1 presents the performance comparison of the three machine learning models.

For a figure:

Figure 2 illustrates the proposed system architecture.

Avoid referring to a visual element only as "the table below" or "the figure above," because its position may change during journal production.

Some journals require separate numbering systems for supplementary figures and tables.

Follow the journal's conventions.

4. Write Clear Table Titles and Figure Captions

A title or caption should help readers understand the purpose of a table or figure without requiring them to search extensively through the manuscript.

Table Titles

Table titles are commonly placed above the table, although the required placement depends on the journal.

A good title should be concise and descriptive.

Weak title: Results.

Improved title: Table 2. Comparison of Model Accuracy Across Three Experimental Datasets.

Figure Captions

Figure captions are often placed below figures in the manuscript or supplied separately during submission.

A useful figure caption may explain:

• • What the figure represents.
  • The variables or measurements displayed.
  • The meaning of symbols and abbreviations.
  • The experimental conditions.
  • The meaning of error bars or statistical indicators.

Example:

Figure 1. Classification accuracy of three machine learning models across five evaluation datasets. Error bars represent standard deviations from repeated experimental runs.

A caption should accurately describe the figure without making unsupported claims.

5. Use Appropriate Image Resolution

Image resolution is one of the most important technical considerations when preparing figures.

Low-resolution images may appear acceptable on a computer screen but become blurry when resized or published.

Different image types often require different resolutions.

These are common publishing targets, not universal requirements. Some publishers specify different values.

Resolution should be evaluated at the intended final display size.

For example, a photograph measuring 1,800 pixels wide can support a width of approximately 6 inches at 300 dpi.

Simply changing an image's DPI metadata does not improve its underlying quality.

Researchers should export high-quality originals rather than enlarge small images.

6. Choose the Correct Figure File Format

Academic journals may accept several image file formats.

Common options include:

TIFF

TIFF is widely used for high-quality raster images, including photographs and microscopy images.

It can preserve image detail without the compression artifacts associated with heavily compressed JPEG files.

EPS

Encapsulated PostScript is a vector-based format traditionally used for diagrams, graphs, and illustrations.

Some publishers accept EPS, although others prefer PDF or other formats.

PDF

PDF can preserve vector graphics, text, and complex layouts.

It is useful for figures created in scientific plotting or illustration software when the journal accepts it.

JPEG

JPEG is commonly used for photographs.

However, repeated compression may reduce image quality.

PNG

PNG is useful for lossless raster images, screenshots, and some diagrams.

Not every journal accepts PNG for final production artwork.

The best format depends on the type of image and the journal's requirements.

Whenever possible, retain the original editable files used to create your figures.

7. Avoid Using Screenshots of Graphs and Tables

A common mistake is taking screenshots of charts from Microsoft Excel, SPSS, Python, MATLAB, or other analytical tools and inserting them into a manuscript.

Screenshots may produce low-resolution text, unclear labels, and inconsistent formatting.

Instead, export charts directly from the software used to create them.

For example:

• • Export vector-based charts as PDF or SVG when supported by the journal.
  • Export photographs as high-resolution TIFF or another accepted format.
  • Create tables using editable document or spreadsheet tools.

Using the original export function generally produces better results than taking screenshots.

Improve Your Research Visuals Before Submission

Preparing publication-quality figures can be challenging when a manuscript contains multiple charts, technical diagrams, statistical tables, and experimental images.

Paperza's Academic Figure Formatting and Research Data Presentation Services can support researchers with figure organization, chart formatting, table consistency, and manuscript presentation requirements.

All changes should preserve the original research data and accurately represent the study's findings.

8. Maintain Consistent Fonts and Labels

Figures should use readable fonts and consistent formatting.

Avoid using different font families, text sizes, and labeling conventions across figures.

Common considerations include:

• • Use clear, readable fonts.
  • Keep axis labels consistent.
  • Include units of measurement.
  • Avoid unnecessary abbreviations.
  • Maintain appropriate spacing.
  • Ensure that text remains readable after resizing.

For example, a graph showing temperature changes should clearly identify the axes.

X-axis: Time (minutes)

Y-axis: Temperature (°C)

Labels should communicate exactly what the data represents.

9. Use Color Carefully

Color can improve the interpretation of research figures, but excessive or poorly selected colors may reduce readability.

Researchers should use colors consistently and ensure that important differences remain visible when printed in grayscale.

Avoid relying on color alone to distinguish categories.

Consider combining colors with:

• • Different line styles.
  • Distinct symbols.
  • Patterns.
  • Direct labels.
  • Clear legends.

For accessibility, choose combinations that remain distinguishable for readers with common forms of color-vision deficiency.

Some journals may also charge for color figures in printed editions, so check the publisher's policy.

10. Present Statistical Information Accurately

Figures and tables frequently contain statistical information.

Researchers must ensure that all values, labels, and graphical representations are accurate.

Important considerations include:

Report Units Clearly

Every measurement should include the appropriate unit where relevant.

Explain Error Bars

If a figure includes error bars, explain whether they represent standard deviation, standard error, confidence intervals, or another measure.

Avoid Misleading Axes

Changing axis scales can affect how readers interpret differences between groups.

Use appropriate scales and clearly indicate nonzero baselines or axis breaks where necessary.

Report Statistical Significance Correctly

Symbols such as asterisks should be explained in the figure legend.

For example:

An asterisk indicates p < 0.05.

Only include significance indicators when supported by the actual statistical analysis.

Maintain Data Integrity

Do not alter images, remove observations, or manipulate charts in ways that misrepresent research findings.

Any permitted image adjustments should comply with the journal's research integrity policies.

11. Obtain Permission for Reused Figures

Researchers sometimes reproduce figures, tables, diagrams, or photographs from previously published work.

However, previously published materials may be protected by copyright or subject to licensing restrictions.

Before reusing a figure, check:

• • The original publication's copyright status.
  • The applicable license.
  • Whether permission is required.
  • Attribution requirements.
  • The target journal's reuse policies.

Some Creative Commons licenses permit reuse under specified conditions.

Other materials require direct permission from the copyright holder.

Simply citing the original source does not always provide permission to reproduce copyrighted material.

12. Prepare Multi-Panel Figures Properly

Multi-panel figures combine several related images or graphs into a single figure.

For example, Figure 3 may contain panels A, B, C, and D.

Each panel should be clearly labeled and arranged logically.

Example:

Figure 3. Performance evaluation of the proposed system: (A) training accuracy, (B) validation accuracy, (C) training loss, and (D) validation loss.

Ensure that all panels use appropriate scales, labels, and image quality.

When comparing images, maintain consistent magnification or clearly explain any differences.

Avoid overcrowding the figure with unnecessary details.

13. Check Tables and Figures Against the Main Text

Before submission, researchers should compare every table and figure with the information presented in the manuscript.

Check that:

• • All tables and figures are mentioned in the text.
  • Numbering is correct.
  • Captions match the visual content.
  • Numerical values are consistent.
  • Abbreviations are explained.
  • Units of measurement are accurate.
  • Statistical results agree with the reported analysis.
  • No figures or tables are missing.

For example, if the manuscript reports an accuracy of 94.2%, the corresponding table should not display 92.4% unless the difference is clearly explained.

Such inconsistencies can create confusion during peer review.

14. Understand Supplementary Tables and Figures

Some research studies generate more tables, figures, or datasets than can reasonably fit within the main manuscript.

Journals may allow authors to submit supplementary materials.

These can include:

• • Additional experimental results.
  • Extended statistical tables.
  • Supplementary figures.
  • Detailed research protocols.
  • Supporting datasets.
  • Additional methodological explanations.

Supplementary materials should be clearly labeled and referenced appropriately.

Some journals publish supplementary files largely as supplied by authors, so careful proofreading and formatting are important.

15. Complete a Final Technical Review

Before submitting your manuscript, conduct a final review of all visual materials.

Use the following checklist:

• • Every table and figure is necessary and relevant.
  • All tables and figures are numbered correctly.
  • Captions and titles are clear.
  • Figures meet the journal's resolution requirements.
  • File formats are accepted by the journal.
  • Text and labels remain readable at publication size.
  • Tables are editable where required.
  • All values and statistical indicators are accurate.
  • Permissions and attribution requirements are satisfied.
  • The manuscript references every table and figure correctly.

A final technical review can help identify issues before they delay the editorial process.

Need Help Preparing Your Manuscript for Submission?

Preparing a research manuscript involves more than writing the main text. Authors must also ensure that figures, tables, references, and supporting documents meet the journal's technical requirements.

Paperza provides Journal Submission Preparation and Academic Manuscript Formatting Services to help researchers organize their manuscripts and address submission requirements before sending their work to a journal.

Common Mistakes to Avoid

Several mistakes frequently occur when researchers prepare tables and figures for publication.

Using low-resolution images: Blurry graphics may require replacement during production.

Including too much information: Overcrowded figures can be difficult to interpret.

Using inconsistent formatting: Different fonts, labels, and layouts reduce professionalism.

Failing to explain abbreviations: Readers may struggle to understand the visual content.

Submitting screenshots instead of original figures: Screenshots can reduce image quality and editability.

Ignoring copyright requirements: Reusing previously published materials without appropriate permission may create legal and editorial problems.

Presenting misleading graphs: Inappropriate scales or altered images can misrepresent research findings.

Failing to follow journal instructions: Even well-prepared figures may require revision if they do not meet the target journal's specifications.

Frequently Asked Questions

What is the best image resolution for journal figures?

Many publishers recommend approximately 300 dpi for photographs, 600 dpi for combination artwork, and 1,000–1,200 dpi for line drawings. Always check the target journal's specific requirements.

Should tables be submitted as images?

Usually, editable tables are preferred. However, requirements vary by journal and submission stage.

Can I use Excel charts in a research paper?

Yes. Charts created in Microsoft Excel can be used in research papers, provided they are accurate, clearly labeled, and exported in a format and resolution accepted by the journal.

Should figure captions be above or below figures?

Figure captions are commonly placed below figures, while table titles are commonly placed above tables. The target journal's instructions take priority.

Can I use colored figures in Scopus-indexed journals?

Yes, many journals accept colored figures. However, color policies and potential printing charges vary by publisher.

Does Scopus have specific figure formatting requirements?

Scopus is an abstract and citation database, not a manuscript submission platform. Figure formatting requirements are established by the individual journals and publishers.

Can I reuse figures from another research paper?

Reusing previously published figures may be permitted under the applicable license or with permission from the copyright holder. Proper attribution is also required.

What software can I use to prepare research figures?

Researchers commonly use Microsoft Excel, Python, R, MATLAB, GraphPad Prism, Adobe Illustrator, Inkscape, and discipline-specific visualization software.

The best choice depends on the type of data and the journal's requirements.

Conclusion

Preparing tables and figures correctly is an important part of academic manuscript submission.

High-quality visual materials make research findings easier to understand, improve readability, and help authors communicate complex information effectively.

Researchers should prioritize clarity, accuracy, consistent formatting, appropriate image resolution, and compliance with the target journal's instructions.

By reviewing tables and figures carefully before submission, authors can reduce avoidable technical revisions and improve the overall presentation of their manuscripts.

Preparing your next research paper for journal submission? Explore Paperza's Academic Publishing and Research Support Services for professional assistance with manuscript preparation, formatting, and submission requirements.