How to add Page Numbers in Microsoft Word

This is a part of the tutorial “How to Create Professional Reports with Microsoft Word

Page numbers are generally added in the footer section of the document. Therefore the easiest way to add Page Numbers in Microsoft Word is to select a footer with page numbers when you adding footers to the document.

You can also insert page numbers directly to the document using the insert page number option described below. However, if your document already has a footer, that will replace by the page numbers.

When adding page numbers, the preface section of the document is numbered with Roman numerals. The main chapters are numbered with Hindu-Arabic numerals.

Adding Page Numbers to an Existing Footer

If you try to add page numbers to the existing footer directly using the Insert page number, all the footer details you already added will replace by page number.

To add page numbers without losing the existing content;

  1. Doble-click on the footer or header area to activate the header and footer sections.
  2. Place the cursor anywhere (except the Content control you already have contents) you want to add the page number.
  3. Click Page Number in the Header & Footer group of the Design tab.
  4. Click the Current Position and select an appropriate style. The page numbers are added to all the pages in the current section and to the linked sections.

The following animations demonstrate the above steps;

Adding Page Numbers (No existing header or footers)

If your document does not have existing headers or footers, you can add page numbers directly or with a new footer style.

Add page numbers directly

To add page numbers directly to your document;

  1. Click anywhere in the section you want to add a page number.
  2. Go to Insert tab
  3. Click Page Numbers in the Header & Footer group
  4. From the dropdown list, click the position you want to add page numbers and then select the appropriate style.

The following animation demonstrates how to add page numbers directly.

Add page numbers with Headers and Footers

Some of the Microsoft Word header and footer templates include page numbers. You can select headers and footers with page numbers when you add headers or footers to the document.

Go to the following post to learn about How to add Headers and Footers in Microsoft Word.

How to add Headers and Footers in Microsoft Word

Format page numbers

You may need to formate due to a number of reasons. Some sections of the documents need to use Roman Numerals, while some sections need to use Hindu-Arabic numerals. And also in some cases, you need to start page numbers with a specific number.

You need to use section breaks to add page numbers in different formats within the same document. You can learn more about section breaks from the following post.

How to Insert section breaks in Microsoft Word

Add Roman Numerals page numbers to the preface of the document

To change the number format;

  1. Double click the header or footer area to activate header & footer
  2. Make sure the “Link to Previous” option is disabled (Located in the Navigation group of the Design tab).
  3. Click Page Number in the Header & Footer group of the Design tab
  4. Click Format Page Numbers…
  5. Select Number format from the dropdown and click OK

Watch the following animation demonstrates the above steps.

Start page numbers at a specific number

To change the starting page number;

  1. Go to the page you want to have a different starting page number (it is recommended to make a new section starting from this page).
  2. Double click the header or footer area to activate header & footer
  3. Make sure the “Link to Previous” option is disabled (Located in the Navigation group of the Design tab).
  4. Click Page Number in the Header & Footer group of the Design tab
  5. Click Format Page Numbers…
  6. Click the Start at radio button in the Page Number Format dialog box.
  7. Change the number to your required starting number and click OK.

Watch the following animation demonstrates the above steps.

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