How to add page numbers in Word: every option

Page numbers are essential in longer documents. Whether you are writing a report, creating a manual or recording your memoirs, page numbers help readers find their way and locate specific pages again. In this article we explain every way to add page numbers in Microsoft Word, from simple to advanced.

Why page numbers matter

Page numbers serve several purposes in your document:

  • They help readers navigate long documents
  • They make it possible to refer to specific pages
  • They are essential for a table of contents
  • They give your document a professional look
  • They are indispensable when you print pages and put them back in order

Adding simple page numbers

The quickest way to add page numbers works like this:

Step 1: Go to the Insert tab

Open your document and click the Insert tab in the ribbon at the top of the screen.

Step 2: Click Page Number

In the Header & Footer group you will find the Page Number button. Click it to open a menu.

Step 3: Choose a position

You can choose from several positions:

  • Top of Page: page numbers go in the header
  • Bottom of Page: page numbers go in the footer
  • Page Margins: page numbers go in the side margin
  • Current Position: the number appears where your cursor is

Step 4: Select a style

After choosing a position you will see several styles. Click the style you like. The page numbers are added to your entire document right away.

Double-click anywhere in the body text of your document, or click Close Header and Footer in the ribbon. Your page numbers are now active.

Formatting page numbers

The default page numbers are functional, but you can fully customize them to your liking.

Changing the font and size

Double-click the header or footer to edit it. Select the page number and use the normal formatting options: font, size, color, bold or italic. Anything you can do with normal text, you can also do with page numbers.

Adjusting the alignment

You can align the page number left, right or center. Select the number and click the alignment button you want on the Home tab.

Adding text

You can type text before or after the page number. For example: "Page 5" or "- 5 -" or "Page 5 of 20". Simply type the text you want next to the page number field code.

Starting with a different number

Sometimes you don't want to start at 1, for example when the first pages contain an introduction numbered in Roman numerals.

Changing the starting number

  1. Go to Insert - Page Number
  2. Click Format Page Numbers
  3. Under Page numbering, select Start at
  4. Enter the starting number you want
  5. Click OK

The numbering now starts at the number you chose.

Skipping the first page

Many documents should not have a page number on the title page. This is easy to set up.

Different First Page

  1. Double-click in the header or footer
  2. The Header & Footer tab appears in the ribbon
  3. Check: Different First Page
  4. The page number on the first page disappears automatically

Note: the numbering still counts the first page. Page 2 stays page 2. If you want page 2 to be numbered as page 1, combine this with the setting to start at 0.

Different numbering for odd and even pages

When printing double-sided, you may want the page numbers to always be on the outside: on the left on even pages and on the right on odd pages.

Setting up different odd and even pages

  1. Double-click in the header or footer
  2. Check: Different Odd & Even Pages
  3. Go to an even page and place the number on the left
  4. Go to an odd page and place the number on the right

Word applies this automatically to all pages.

Using sections for different numbering

Sometimes you need different numbering within one document. For example, Roman numerals for the table of contents and regular numbers for the rest.

What are sections?

Sections are independent parts of your document. Each section can have its own settings for headers and footers, page numbering, margins and more.

Inserting a section break

  1. Place the cursor where the new section should start
  2. Go to Layout - Breaks
  3. Under Section Breaks, choose Next Page
  4. A new section has now been created

By default, headers and footers are linked to the previous section. To break this link:

  1. Double-click in the header or footer of the new section
  2. Click Link to Previous in the ribbon to turn it off
  3. You can now set the numbering independently

Using Roman numerals

  1. Go to the section where you want Roman numerals
  2. Choose Insert - Page Number - Format Page Numbers
  3. Under Number format, choose Roman numerals (i, ii, iii or I, II, III)
  4. Set the numbering to start at i or I
  5. Repeat for the next section, but with Arabic numerals (1, 2, 3)

Page numbers with the total number of pages

A popular format is "Page X of Y", where Y is the total number of pages.

Inserting Page X of Y

  1. Go to Insert - Page Number
  2. Choose the position you want (top or bottom of the page)
  3. Scroll down through the styles
  4. Choose a style with "of" in its name

Or build it yourself:

  1. Double-click in the header or footer
  2. Type: Page
  3. Go to Insert - Page Number - Current Position - Plain Number
  4. Type: of
  5. Go to Insert - Document Info - Field
  6. Choose NumPages and click OK

Removing page numbers

Want to remove the page numbers? That's easy:

  1. Go to Insert - Page Number
  2. Click Remove Page Numbers

All page numbers are removed from the entire document at once. Note: in documents with sections you may need to do this for each section.

Troubleshooting

Sometimes page numbers don't work as expected. Here are solutions to common problems.

Page numbers don't appear

Check that you haven't accidentally chosen a white font in the header. Select the area and make the text black.

Numbering jumps or starts over

Your document probably contains section breaks. Check whether the link to the previous section is still intact, or set the numbering manually for each section.

The first page still shows a number

Check that Different First Page is checked. Keep in mind that this setting applies per section.

Numbers disappear after editing

Headers and footers can be sensitive. Use Undo (Ctrl+Z) if something goes wrong, and work carefully in the header or footer.

Tips for professional documents

Tip 1: Be consistent

Choose one style and position for page numbers and stick with it throughout the document. Changing positions confuse readers.

Tip 2: Keep it simple

For most documents, a simple number at the bottom of the page is enough. Advanced settings are only needed for complex documents.

Tip 3: Check before printing

Look at your document in Print Preview before you print. Check that all page numbers are correct and readable.

Tip 4: Create a template

If you regularly create documents with the same layout, save an empty version as a template. That way you don't have to set up the page numbering again every time.

Keyboard shortcuts

A few handy keyboard shortcuts for working with page numbers:

  • Alt+Shift+P: inserts a page number field at the cursor position
  • Double-clicking the header or footer: opens editing mode
  • Escape: closes header or footer editing

Frequently asked questions

How do I get page numbers centered at the bottom of every page?

Go to Insert, click Page Number and choose Bottom of Page. Then select one of the centered options, such as Plain Number 2. The page number now appears centered in the footer of every page. You can still adjust the formatting by double-clicking the footer.

Can I have different page numbering in the same document?

Yes, you can do this with sections. Insert a section break via Layout and choose Breaks. Then break the link to the previous section in the header or footer. You can now choose a different number format for each section, for example Roman numerals for the preface and Arabic numerals for the main text.

Why does my numbering keep restarting at 1?

This happens when your document contains multiple sections and the numbering has been set to restart in each section. Go to each section, choose Format Page Numbers and select Continue from previous section instead of Start at. The numbering will then run continuously across all sections.

How do I add page numbers to a PDF I opened in Word?

When you open a PDF in Word, it is converted into an editable document. Add page numbers as you would in any Word document: via Insert and then Page Number. Keep in mind that the conversion from PDF to Word is not always perfect, so check the layout before you save the document or export it to PDF again.