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Page Numbering Basics MS Word Tutorial
How to Add, Delete and Change Page Numbers

Free Online Microsoft Word Tutorials
MS Word 2010 - Formatting

* Insert a Page Number
* Format a Page Number
* Edit a Page Number
* Restart Page Numbering
* Delete a Page Number

You can easily add, format, move and delete page numbers in a document.  Using automatic numbering ensures that pages are correctly numbered regardless of whether pages are inserted or deleted in a document.

Test your MS Word skills with the corresponding FREE Online Multiple Choice
Page Numbering Basics Test



* Insert a Page Number

Page numbering does not only make a document look more professional it is also a great help when printing to ensure pages are in kept in the correct order.  You can insert anything from simple numbering to beautifully formatted page numbers that indicate how many pages are left in the document.

To insert a page number into a document:

1.  Position the cursor anywhere in the document for which you wish to insert page numbering.

2.  Click on the Insert tab on the Ribbon.

3.  In the Header & Footer group, click on the Page Number button.  This will expand a list of page nFree Microsoft Word Tutorial - Page Numbering Beginner - Insert a Page Number 1umbering options (circled in yellow in the screenshot below):

 

4.  Decide whether you wish the page number to appear at the top or bottom of a page and click on the relevant option: 'Top of Page' or 'Bottom of Page'.  This will open a gallery of page number formatting options. 

5.  To have a page number be centered at the bottom of pages, select Plain Number 2 (circled in yellow in the screenshot below):

Free Microsoft Word Tutorial - Page Numbering Beginner - Insert a Page Number 2


6.  A page number will be inserted into
the same position on every page of the document.

Experiment with using the options to insert a page number at the top of the page and bottom of page and the different formatting options contained in the gallery of each of these options.  Note what happens to the page numbering when you insert a new page (Ctrl+Enter) or delete pages from a document.




* Format a Page Number

When inserting a page number using the Insert Page Number function, the formatting may not exactly match your expectations.  You may wish to change the font type, size, color and paragraph spacing of page numbers to match the style or complement the formatting of the rest of a document.

To change the formatting applied to a page number:

1.  Double click in the footer or header region of the document. 

2.  Select the page number to format. 

3.  Apply the required formatting, for example change the font type, size or color using the options in the Font group under the Home tab on the Ribbon, or apply paragraph formatting using the options in the Paragraph group.

Any changes you apply to one page number will be applied to all page numbers in the document unless you have used special formatting such as a section breaks. 



* Edit a Page Number

Depending on the purpose of a document, page numbering may need to be numerals, Roman numerals or letters of the alphabet.  This is called the Number Format, not to be confused with applying formatting to a page number (which is described in the section above).

To change the Number Format of page numbers:

1.  Under the Insert tab on the Ribbon, click on the Page Number button in the Header & Footer group. 

2.  Select Format Page Numbers from the menu list.  This will launch the Page Number Format dialogue box (pictured below):

Free Microsoft Word Tutorial - Page Numbering Beginner - Edit a Page Number 1


3.  Click the drop down arrow next to the Number Format box and select the number format option you require from the gallery by clicking on the relevant item in the list.

4.  Press OK to accept the Number Format selection.  All the page numbers in the document will be updated to match the selected number format, unless formatting such as section breaks were used within the document.

It is prudent to scroll through a document and ensure page number format changes have been applied throughout.



* Restart Page Numbering

The Restart Page Numbering option becomes a very useful function when you work with multiple sections and intermediate to advanced formatting elements in a document.  However, it is still useful to know how to set the page numbering value or how restart page numbering for even a very simple document.  Say, for example, you wish the page numbering to skip the cover page of a document and start numbering from page one on the page after the cover page? 

Study the screenshot below:

Free Microsoft Word Tutorial - Page Numbering Beginner - Restart Page Numbering 1

The above is a screenshot of the first two pages of a document.  The cover page should not have a page number and the page containing the text should be numbered as page 1.

To insert page numbers starting at page 1 from the second page of a document (as per the example above), you need to do the following:

1.  Select the Header or Footer region of a document by double clicking in the header or footer region of any page in the document.  Alternatively, click on the Insert tab on the Ribbon, in the Header & Footer group click on the Header or Footer button and select Edit Header or Edit Footer (it makes no difference which) to activate the header or footer region of the document.

2.  Under the Header & Footer Tools contextual tab, look for the Options group (circled in yellow in the screenshot below):

Free Microsoft Word Tutorial - Page Numbering Beginner - Restart Page Numbering 2


3.  Tick the box for 'Different First Page'.

4. Position your mouse cursor in the footer or header region of the second page of the document and insert automatic page numbering by clicking on the Page Number button and selecting the page numbering type required.

5.  You will note that the inserted page number automatically starts numbering as page 2.  To reset this to start numbering from Page 1, select the page number.



6.  In the Header & Footer group, click on the Page Number button and select Format Page Number from the options.  This will launch the Page Number Format dialogue box (see screenshot below).

7.  Under the label 'Page Numbering', tick the radio button for 'Start at' and change the value to '1' in its corresponding box (circled in yellow in the screenshot below):

Free Microsoft Word Tutorial - Page Numbering Beginner - Restart Page Numbering 2

8.  Click OK to accept the change.  The page numbering will now skip the cover page and start numbering at page 1 on the page after the cover page.

* Delete a Page Number

Removing all page numbers from a document is even easier than inserting them. 

To delete page numbers:

1.  Double click anywhere in the body of a document.

2.  Under the Insert tab on the Ribbon, look for the Header & Footer group. 

3.  Click on the Page Numbers button and select 'Remove Page Numbers' from the list.

This will automatically remove all the page numbers in the document.

An alternative method of deleting page numbers is to double click the page number, select it and press Delete on your keyboard.  This will automatically delete all page numbers in the document unless section breaks were used to separate parts of the document.

Test your MS Word skills with the corresponding FREE Online Multiple Choice
Page Numbering Basics Test