Post by drcard on Sept 10, 2022 10:26:38 GMT -5
Control Page Numbering in Word
What
Instructions for various methods to specify how and which pages are numbered to allow page numbering situations not possible with the default choices Word presents.
Why
Want to start the page numbering on a specific page that is not the first or second page? Want different numbering for the Table of Contents and the text pages? Want the page number to always be on the right side with the title on the left margin or in the center? Want to restart the page numbering for each chapter? Want your page numbers to be unique and eye catching? If you wanted to do any of these page numbering styles read the instructions below.
How
The sections below are divided based upon different page numbering styles (how the page numbers will appear) with the instructions on how to achieve each style. The Top and Bottom margins must ≥ 0.7” to allow room for headers and footers to function properly.
Start page numbering on a specific page
In the Word document, go to the page that you want the page numbering to begin and place the cursor to the left of the first space on the page. The cursor needs to be against the left margin on the first line of the page.
Press and hold the Alt key down and press the P key and release both the Alt and the P keys and then press B once and then the O key once. This key combination (Alt + P, B, O) will insert a Continuous Break at the beginning of the page.
Press and hold the Alt key down and press the N key and release both the Alt and the N keys and then press H once and then press the Alt and E keys at the same time. This key combination (Alt + N, H, Alt + E) will select Edit Header and open both header and footer area for editing with the cursor flashing in the header and the Header & Footer tab in the ribbon above will be present and selected.
On the right side of the bottom line of the header is a box with Same as Previous. In the Header & Footer ribbon above, the Link to Previous button will be highlighted indicating that it is on. Click the Link to Previous button and the Same as Previous box will disappear and the header and footer are no longer linked to the previous pages. This allows the page numbering to start over from this page.
On the left side of the Headers & Footers ribbon click the dropdown arrow for Page Number and select top or bottom and the position you desire.
The page number that displays will be the old page number as if all pages were being counted. Click the dropdown arrow for Page Number again and select Format Page Numbers which will open the Page Number Format box. Click the radio button for Start at:, enter 1 for the start number, and click the OK button.
The page number in the header/footer will change to 1 and the numbering starts with this page and continues for all following pages.
Different page numbering for TOC and Text
The following instructions will apply only if the first page of the TOC (Table of Contents) is not the first page of the document.
Go to the first page of the TOC and follow the above Start page numbering on a specific page instructions to start the page numbering on the first page of the TOC.
After setting up the Format Page Number to Start at 1, click the dropdown arrow for the Number format: box and select the small Roman numerals (i, ii, iii…) or other format that will be different from your document page number numbers. Small Roman numerals for a TOC is a classic choice.
You will notice that this page numbering continues past the TOC and into the document.
Go to the first page of the document which is after the last page of the TOC and follow the above Start page numbering on a specific page instructions to start the page numbering on the first page of the document.
This time leave the Number format: at its default setting of regular numbers and Start at: 1 on the first page the text portion of the document.
Double click any text area to deactivate the header/footer edit mode and return to the document.
You can follow the above instructions to divide the text portion into sections (chapters) and each section can have its own page numbering.
When you insert a Break it creates a Section composed of all the pages between Breaks or between a Break and the beginning or ending of the document. The Sections are numbered 1, 2, 3, etc. Right click the Status bar (the bottom border of the Word window) and select Section to add it to the Status bar display. The left side of the Status bar will indicate which Section is currently displayed in the Word window.
Title to Left/Center and Page Numbers to Right
In the Word document select the Print Layout view which displays the ruler at the top of the document.
Press and hold the Alt key down and press the N key and release both the Alt and the N keys and then press H once and then press the Alt and E keys at the same time. This key combination (Alt + N, H, Alt + E) will select Edit Header and open both header and footer area for editing with the cursor flashing in the header and the Header & Footer tab in the ribbon above will be present and selected.
Note the distance from the left margin to the right margin indicated on the ruler. This is the editable width of the document. For example: an 8.5” document with 1” left and right margins will show 6.5” on the ruler from margin to margin.
Press and hold down the Alt key and press the H key and then release both keys. Press the P and then the G keys followed by pressing the Alt and T keys at the same time. This key combination ( Alt + H, P, G, Alt + T ) will open the Tabs box.
In the Tabs box, press the Clear All button. In the Tab stop position box enter the editable width of the document (6.5” in my example above) and press the Set button to add that tab to the list of tabs which it will be the only one. Under Alignment click Right. Click the OK button to close the Tabs box. This trick with the tab allows left and right justification on the same line.
With the cursor on the left margin enter the Title. Press the Tab key to move the cursor to the right margin (where the tab is).
In the Headers & Footers tab on the ribbon above, click the dropdown arrow for Page Number and select Current Position and select the first simple number displayed as the position of the number in the display doesn’t matter with the Current Position selection. You can always highlight the page number and change its font and font size.
If you want the Title on the left margin as it is now, you are finished and can close the header.
If you want the Title in the middle, move the cursor to the left margin just before the Title you entered. Use the space bar to enter spaces and move the Title to the center. Do not use the center justification button or you will mess up the page numbering position by the right margin.
Make the Page Numbers Eye Catching
Graphics can be used to make the page numbers eye catching and graphics, shapes, images, and other objects that can be inserted into a Word document can also be inserted into a header or footer. With a little adjustments these graphic can enhance your page numbering.
Set up the page numbering in the document so the page numbers are displayed. Double click the top or bottom margin to activate the header and footer for editing.
Select the Insert tab on the ribbon. Click the down arrow for Shapes. From the list select a shape that has space in the middle for a number to be placed such as or . Once the shape is entered and still selected press the Shift and F10 keys at the same time then press the W key once and then the D key once which select Behind the text as Text Warping. With the shape still selected, press the Shift and F10 keys at the same time followed by one press of the W key which will bring up the Warp Text menu again. Make sure Move with text is not checked.
With the shape selected move the shape behind the page number so the number is in the middle of the shape such as 1 . This addition of the shape only has to be done on the first page and the shape will be in the same place for all the following pages. Note: Shape images will not display in postings at this forum.
Another eye catching method for the page numbers is the use of Windows emojis such as 👉 2 for a page number.
Page X of Y Manually
On some versions of Word Page X of Y is not offered or if offered doesn’t seem to work. The following instructions are how to manually set up Page X of Y page numbering.
Double click the top or bottom margin to activate the header and footer edit mode with the cursor active in the header or footer you clicked.
Select the Home tab of the ribbon and from the Paragraph group select left, center, or right justification for the page number which after selecting will move the cursor to that location.
Type in Page followed by a space. Press Ctrl and F9 keys at the same time to insert a Field which will be highlighted and the cursor flashing. Press the Shift and F10 keys at the same time followed by pressing the E key which will open the Edit Field window. Scroll down the list in the box under Field names:, select Page, uncheck Preserve formatting during updates, and press the OK button to close the Field window and return to the header/footer with the current page number displayed with the cursor flashing just past the number.
Type a space followed by typing of followed by a space. Press Ctrl and F9 keys at the same time to insert a Field which will be highlighted and the cursor flashing. Press the Shift and F10 keys at the same time followed by pressing the E key which will open the Edit Field window. Scroll down the list in the box under Field names:, select NumPages, uncheck Preserve formatting during updates, and press the OK button to close the Field window and return to the header/footer with the total number of pages in the document displayed with the cursor flashing just past the number.
Double click anywhere it the text portion to deactivate the header/footer edit mode.
Modify Total Number Pages
The Page X of Y page numbering styles where the Y is the total number of pages in the document. If your page numbering did not start on the first page of the document such as after a title page and TOC. The total number of pages will not match the numbered pages and will end like Page 30 of 35 o0n the last page making the reader look for the missing 5 pages. To prevent this mismatch you need to modify the NumPages Field.
In the document double click the top or bottom margin with the Page X of Y to activate the header/footer edit mode.
Press the Alt and F9 keys at the same time to display the filed codes like this { NUMPAGES }.
Highlight this { NUMPAGES } Field code from bracket to bracket. Press the Ctrl and F9 keys at the same time to insert a Field into a Field which will look like this
{ { NUMPAGES } }
The cursor will be flashing between the first two brackets. Type = between these first two brackets and move the cursor to between the last two brackets. Type -# replacing the # with the number of pages skipped before the page numbering began. Example: the page numbering started on the 6th page so 5 pages were skipped and the # would then be 5. Following this example the Filed would look like this
{ ={ NUMPAGES } -5}
Press the Alt and F9 keys at the same time to toggle the field code and show the page numbers which will show that the total number of pages equals the total number of pages that are numbered.
Also included the pdf version of this article as the attachment.
Control Page Numbering in Word.pdf (129.06 KB)
What
Instructions for various methods to specify how and which pages are numbered to allow page numbering situations not possible with the default choices Word presents.
Why
Want to start the page numbering on a specific page that is not the first or second page? Want different numbering for the Table of Contents and the text pages? Want the page number to always be on the right side with the title on the left margin or in the center? Want to restart the page numbering for each chapter? Want your page numbers to be unique and eye catching? If you wanted to do any of these page numbering styles read the instructions below.
How
The sections below are divided based upon different page numbering styles (how the page numbers will appear) with the instructions on how to achieve each style. The Top and Bottom margins must ≥ 0.7” to allow room for headers and footers to function properly.
Start page numbering on a specific page
In the Word document, go to the page that you want the page numbering to begin and place the cursor to the left of the first space on the page. The cursor needs to be against the left margin on the first line of the page.
Press and hold the Alt key down and press the P key and release both the Alt and the P keys and then press B once and then the O key once. This key combination (Alt + P, B, O) will insert a Continuous Break at the beginning of the page.
Press and hold the Alt key down and press the N key and release both the Alt and the N keys and then press H once and then press the Alt and E keys at the same time. This key combination (Alt + N, H, Alt + E) will select Edit Header and open both header and footer area for editing with the cursor flashing in the header and the Header & Footer tab in the ribbon above will be present and selected.
On the right side of the bottom line of the header is a box with Same as Previous. In the Header & Footer ribbon above, the Link to Previous button will be highlighted indicating that it is on. Click the Link to Previous button and the Same as Previous box will disappear and the header and footer are no longer linked to the previous pages. This allows the page numbering to start over from this page.
On the left side of the Headers & Footers ribbon click the dropdown arrow for Page Number and select top or bottom and the position you desire.
The page number that displays will be the old page number as if all pages were being counted. Click the dropdown arrow for Page Number again and select Format Page Numbers which will open the Page Number Format box. Click the radio button for Start at:, enter 1 for the start number, and click the OK button.
The page number in the header/footer will change to 1 and the numbering starts with this page and continues for all following pages.
Different page numbering for TOC and Text
The following instructions will apply only if the first page of the TOC (Table of Contents) is not the first page of the document.
Go to the first page of the TOC and follow the above Start page numbering on a specific page instructions to start the page numbering on the first page of the TOC.
After setting up the Format Page Number to Start at 1, click the dropdown arrow for the Number format: box and select the small Roman numerals (i, ii, iii…) or other format that will be different from your document page number numbers. Small Roman numerals for a TOC is a classic choice.
You will notice that this page numbering continues past the TOC and into the document.
Go to the first page of the document which is after the last page of the TOC and follow the above Start page numbering on a specific page instructions to start the page numbering on the first page of the document.
This time leave the Number format: at its default setting of regular numbers and Start at: 1 on the first page the text portion of the document.
Double click any text area to deactivate the header/footer edit mode and return to the document.
You can follow the above instructions to divide the text portion into sections (chapters) and each section can have its own page numbering.
When you insert a Break it creates a Section composed of all the pages between Breaks or between a Break and the beginning or ending of the document. The Sections are numbered 1, 2, 3, etc. Right click the Status bar (the bottom border of the Word window) and select Section to add it to the Status bar display. The left side of the Status bar will indicate which Section is currently displayed in the Word window.
Title to Left/Center and Page Numbers to Right
In the Word document select the Print Layout view which displays the ruler at the top of the document.
Press and hold the Alt key down and press the N key and release both the Alt and the N keys and then press H once and then press the Alt and E keys at the same time. This key combination (Alt + N, H, Alt + E) will select Edit Header and open both header and footer area for editing with the cursor flashing in the header and the Header & Footer tab in the ribbon above will be present and selected.
Note the distance from the left margin to the right margin indicated on the ruler. This is the editable width of the document. For example: an 8.5” document with 1” left and right margins will show 6.5” on the ruler from margin to margin.
Press and hold down the Alt key and press the H key and then release both keys. Press the P and then the G keys followed by pressing the Alt and T keys at the same time. This key combination ( Alt + H, P, G, Alt + T ) will open the Tabs box.
In the Tabs box, press the Clear All button. In the Tab stop position box enter the editable width of the document (6.5” in my example above) and press the Set button to add that tab to the list of tabs which it will be the only one. Under Alignment click Right. Click the OK button to close the Tabs box. This trick with the tab allows left and right justification on the same line.
With the cursor on the left margin enter the Title. Press the Tab key to move the cursor to the right margin (where the tab is).
In the Headers & Footers tab on the ribbon above, click the dropdown arrow for Page Number and select Current Position and select the first simple number displayed as the position of the number in the display doesn’t matter with the Current Position selection. You can always highlight the page number and change its font and font size.
If you want the Title on the left margin as it is now, you are finished and can close the header.
If you want the Title in the middle, move the cursor to the left margin just before the Title you entered. Use the space bar to enter spaces and move the Title to the center. Do not use the center justification button or you will mess up the page numbering position by the right margin.
Make the Page Numbers Eye Catching
Graphics can be used to make the page numbers eye catching and graphics, shapes, images, and other objects that can be inserted into a Word document can also be inserted into a header or footer. With a little adjustments these graphic can enhance your page numbering.
Set up the page numbering in the document so the page numbers are displayed. Double click the top or bottom margin to activate the header and footer for editing.
Select the Insert tab on the ribbon. Click the down arrow for Shapes. From the list select a shape that has space in the middle for a number to be placed such as or . Once the shape is entered and still selected press the Shift and F10 keys at the same time then press the W key once and then the D key once which select Behind the text as Text Warping. With the shape still selected, press the Shift and F10 keys at the same time followed by one press of the W key which will bring up the Warp Text menu again. Make sure Move with text is not checked.
With the shape selected move the shape behind the page number so the number is in the middle of the shape such as 1 . This addition of the shape only has to be done on the first page and the shape will be in the same place for all the following pages. Note: Shape images will not display in postings at this forum.
Another eye catching method for the page numbers is the use of Windows emojis such as 👉 2 for a page number.
Page X of Y Manually
On some versions of Word Page X of Y is not offered or if offered doesn’t seem to work. The following instructions are how to manually set up Page X of Y page numbering.
Double click the top or bottom margin to activate the header and footer edit mode with the cursor active in the header or footer you clicked.
Select the Home tab of the ribbon and from the Paragraph group select left, center, or right justification for the page number which after selecting will move the cursor to that location.
Type in Page followed by a space. Press Ctrl and F9 keys at the same time to insert a Field which will be highlighted and the cursor flashing. Press the Shift and F10 keys at the same time followed by pressing the E key which will open the Edit Field window. Scroll down the list in the box under Field names:, select Page, uncheck Preserve formatting during updates, and press the OK button to close the Field window and return to the header/footer with the current page number displayed with the cursor flashing just past the number.
Type a space followed by typing of followed by a space. Press Ctrl and F9 keys at the same time to insert a Field which will be highlighted and the cursor flashing. Press the Shift and F10 keys at the same time followed by pressing the E key which will open the Edit Field window. Scroll down the list in the box under Field names:, select NumPages, uncheck Preserve formatting during updates, and press the OK button to close the Field window and return to the header/footer with the total number of pages in the document displayed with the cursor flashing just past the number.
Double click anywhere it the text portion to deactivate the header/footer edit mode.
Modify Total Number Pages
The Page X of Y page numbering styles where the Y is the total number of pages in the document. If your page numbering did not start on the first page of the document such as after a title page and TOC. The total number of pages will not match the numbered pages and will end like Page 30 of 35 o0n the last page making the reader look for the missing 5 pages. To prevent this mismatch you need to modify the NumPages Field.
In the document double click the top or bottom margin with the Page X of Y to activate the header/footer edit mode.
Press the Alt and F9 keys at the same time to display the filed codes like this { NUMPAGES }.
Highlight this { NUMPAGES } Field code from bracket to bracket. Press the Ctrl and F9 keys at the same time to insert a Field into a Field which will look like this
{ { NUMPAGES } }
The cursor will be flashing between the first two brackets. Type = between these first two brackets and move the cursor to between the last two brackets. Type -# replacing the # with the number of pages skipped before the page numbering began. Example: the page numbering started on the 6th page so 5 pages were skipped and the # would then be 5. Following this example the Filed would look like this
{ ={ NUMPAGES } -5}
Press the Alt and F9 keys at the same time to toggle the field code and show the page numbers which will show that the total number of pages equals the total number of pages that are numbered.
Also included the pdf version of this article as the attachment.
Control Page Numbering in Word.pdf (129.06 KB)