Adding Page Number in MS Word

What is Page Number?
Page number guides the reader to find any content in book or any other document. In MS word a user can automatically label each and every page with Page number. Here come how to insert page number in word document.
How to add Page number to your document?
  • Open file and go to Insert option
  • Jump to Header and Footer group (See Below Arrow No 2)
  • Click the page number Button
  • A drop menu will appear, select the location where you want to add page number;
    • Top of the page: In the header of the page
    • Bottom of the page: in the footer of the page (Recommended)
    • Page margin; in the margin side (left or right) of the page
    • and current position; Any where where you click the cursor on page even that in the center of the page out side of header or footer.

  • To insert Bottom of the page, click on it. you will see a list of different page number for mate and alignments of page number.
  • Select any one and click. page number will be inserted in your document effectively
Format the Page number
  • Double click on the page number that you have inserted in footer (Bottom) or double click the footer to activate it and select the page number.
  • Go to home tab and chose color, font, style, alignment and anything other that you want to customize.

Add page number X of Y to Word document

What is Page number X of Y Document.
If you want to show current page and total page of the book/document, then you can use this Page x of y feature. A user can insert it by two ways; from gallery and by inserting code from code field.

Inserting X of Y page number will replace the existing page number that if you already have inserted. the quick and fast way to insert page number X of Y is from page number gallery 


Insert X of Y Document from Page Number Gallery
Page Number gallery provide a user ready made page items ready to insert. Just follow these steps to insert X of Y page number.

  • Go to INSERT tab
  • Go to HEADER and FOOTER group
  • Click on Page Number
  • Select the location where you want to insert Page number; top, bottom, etc (Remember that page margin location does not provide this X of Y page number feature)


  • Scroll Down the gallery page until you find Page X of Y
  • You Will find three page number option (Left, Centre and right) in X of Y section. select according to you need and click on it.
  • Page X of Y will be inserted successfully.
  • Click Close Header and Footer Button or simply double click and where outside the header and footer area  .
 

Note: Inserting X of Y page number from Gallery will eliminate all the information from header or footer where you going to insert X of Y Page Number. How ever Inserting from code field will not erase header or footer information.

Insert Page Number X of Y Document from Code Field

Why We need to insert X of Y page number from Field Code

Inserting page number in header or footer from Gallery erases the all the information from header and Footer but if you don’t want to lose information already in a header or footer then use page FIELD CODE feature. The main benefit of field code is that you can customize the page number according to your need, you can insert as you like.
The following are the steps to insert X of Y page number from field code.
  • Double-click in the header or footer area to activate.
  • This double clicking will opens the Design automatically.
  • Select the position where you’d like to add the page numbers (Left, right or center).
    • In Urdu Composing, writer mostly uses center or left but in English composing Right and Center location is used.
    • To place your page numbers in the center, click Insert Alignment Tab in the Design tab, click Center, to insert left, click the left and to insert on right side, click right check box. See below

  • OK after selecting Position the next step is to insert Page number codes from text field
    We will insert page number in following format
Page 1 of 30 pages
 
In above format, there are 5 sections (Page 1 Of 30 page)
    • Page is the word that we will manually type
    • 1 is the current page number that we will insert by code
    • of is the word that we will type manually
    • 30 is supposed total number of pages
    • Pages is the word that we type manually.

Now in previous steps we have selected the position where we want to insert page number.

  • Type the word Page.
  • Press space to insert space.
  • Now go to Insert Tab.
  • Click Quick Parts and click on Field
  • Field code box will appear having all the codes. Show all codes by selecting All option from category field. See below
  • From field name find Page
  • Select format type and press OK. See below
  • Now type the word “of ” and the press space button to insert space.
  • Now we will insert the code for total numbers of the page, go to Insert Tab.
  • Click Quick Parts and click on Field
  • Field code box will appear having all the codes. Show all codes by selecting All option from category field. See below
  • From field name find NumPages  
  • Select format type and press OK. See below
  • At the end type the word ” Pages “
  • Page number X of Y has been successfully inserted. click anywhere outside the header and footer area.

Add different page numbers in Different Part of Document

Lets start how to insert different page numbers in different parts of a document.

To do this, first we need to break down  a document in to different parts. follow the steps below

  • Open File and go to Page Layout 
  • Go to Page Setup Group
  • Click Breaks
  • Select Next Page.
  • After clicking Next Page, your cursor will jump to next page, means your previous part of the documents has broken down.
  • Note: to check whether page has broken or no, Go to the Home tab, in the Paragraph group, choose Show/Hide ( ¶ ) to turn on the show the format marks.  if you can see Section Break Dotted line, it means you have successfully broke the section. (See below). if now the  repeat the process.
  • Choose the button again to turn off the display.
  • Now we have two pages (Parts), double click on the header of second page (Part) to activate the header footer section.
  • As you double click the header footer, Design Tab will be activated
  • After activating header footer section click on Link to Previous Button located in Navigation group of Design tab. (See Below). It means header and footer link to previous page has disconnected.

Note: follow 2 pictures will tell you whether previous section link has disconnected or not. Below left picture show Link to Previous Button is activated means both section has interlinked. Right picture shows Link to Previous button is deactivated mean there disconnected (There is not link between both of the sections)

                  
  • Now in header footer you can change the header page number font style colour heading or any thing that you want, insert the page number in second page while first page (Part) left black. You can customize both of the section separately, Add more thing in second part with different style that will nor affect first section (Page)
  • If you want to insert page number in other format that the first section, then go to INSERET.
  • click page number and select Format Page Number. See Below

 

  • Choose Number format to select the format for the numbering,
When you’re done, choose the Close Header and Footer, or double-click anywhere outside the header or footer area to close it.

Insert page number later in your document

Sometimes we insert the first page as cover page and the second page is like a table of contents or index or table of figure etc. and you want the 3rd page to show as “Page 1.”

To insert the page number later, first we need to break down  a document in to different parts. follow the steps below

  • Open File Go to Page Layout 
  • Go to Page Setup Group
  • Click Breaks
  • Select Next Page.
  • After clicking Next Page, your cursor will jump to next page, means your previous part of the documents has broken down.
  • Note: to check whether page has broken or no, Go to the Home tab, in the Paragraph group, choose Show/Hide ( ¶ ) to turn on the show the format marks.  if you can see Section Break Dotted line, it means you have successfully broke the section. (See below). if now the  repeat the process.
  • Choose the button again to turn off the display.
  • Now we have two page section, double click on the header of second Part to activate the header footer section.
  • As you double click the header footer, Design Tab will be activated
  • After activating header footer section click on Link to Previous Button located in Navigation group of Design tab. (See Below). It means header and footer link to previous page has disconnected.

Note: follow 2 pictures will tell you whether previous section link has disconnected or not. Below left picture show Link to Previous Button is activated means both section has interlinked. Right picture shows Link to Previous button is deactivated mean there disconnected (There is not link between both of the sections)

 
  • Now insert page number in second page, go to INSERT > Page Number > Top of Page (or any other location you want) and select page number style and click. (See below)
  • Now page number has been successfully inserted in header in second part of the document that has been broken (Page break).
  • Double click outside the Header and Footer area to close it.

Note: In first part there is no page number, you can leave as many blank pages as you want by pressing SHIFT + ENTER

Start page numbers Except 1

Sometime we insert some pages of indexes figures and etc and we want to insert page number not starting from 1 but from 4 or 5 or any other number. or if we have 2 documents of 50 pages of each and after completion first document we start the second and want to insert page number starting from 51 because it is the next consecutive page number.


Insert a page number with a value greater than 1
Follow these steps to insert page number greater than 1 (in above case 51)

  • Go to INSERT tab.
  • Choose Page Number, select the location (header or footer), and then choose a style in the gallery (Center, right Page X or etc.).
  • If you already have inserted page number that starts from 1 then double click the header footer area to activate it.
  • When you click it, Design tab will automatically open, select page number located on left side in Design Tab and then select Format page number.

 

  • Page format box will open
  • See the Page numbering option and click on Start at:  (See Below)

 

  • When you will click on it, the page number will be displayed automatically that you have inserted already. change it to any other number that you want, in above case type 51.
  • Click OK. 


Now you have done everything successfully. save the page and double click anywhere outside header and footer area to close it.

Remove Page Numbers from MS Word

Applies To: Word 2016 Word 2013 Word 2010 Word 2007

You can delete page number from your document in seconds, even that if you have many other attributes in header or footer like company name, contact, email, heading or etc. you can also remove page number from a part of your document instead of whole.

1. If you have Continuous Page Number with out of any page break or different page number then you can quickly remove it.

  • Go to INSERT tab
  • Jump to Header and Footer group.
  • Click on Page Number
  • then select Remove Page Number

  • Done, page number has been removed successfully.
 2. If you want to Remove Page Number from 1st page, then first you need to verify whether you have different first page number in your. to verify it, follow these steps
  • Double click the header and footer area to activate. or Go to Insert tab > Header > Edit Header, and in the Options group, check the selected settings
  • When you activate, Design tab will automatically show.

 

  • The above image show that you are using Different First Page option because this option is checked
  • Now activate the header or footer, where page number is located, click the page number, when it is highlighted, press the delete button from your keyboard. The required page number will be deleted from your document.

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