Working with Page Numbering in Word 2007
March 27th, 2008 | by Loren |Inserting Page Numbers
There are two ways to insert page numbers in Word, either as Building Blocks or as field codes.
Page numbers are part of the Building Blocks of Word: what that really means is that there are a number of pre-formatted, pre-positioned page numbers to use. The gallery of page numbers in found on the Insert tab, Header & Footer group, Page Number or if you’re in a header or footer, through the Header & Footer Tools tab, Headers & Footer group, Page Numbers. Choose the position on the page you want the page number (Top, Bottom, Margins, or Current Position), look through the gallery of page numbers for that position, and click on the one you want to use. It will immediately be inserted into every page in the document.
If nothing in the gallery meets your needs, you want to insert custom page numbers.
How to Insert a Custom Page Number
Go to Insert group, click Quick Parts, then click Field. In the Field box, change the Categories: to Numbering and under Field Names: choose Page, then OK. This inserts just the current page number into the document. If the page number will have text before or after it, remember to space between the code and any text. The other numbering code you might use would be the NumPages field, which displays the total number of pages in the document. You can find it also in the Field box, change the Categories: to Document Information and under Field Names: choose NumPages. Both these codes will automatically update if the number of pages in the document increases or decreases.
Controlling Page Numbering
You have a title page, and want the page numbering to start at 1 on the following (second) page.
On the ribbon click Page Number, then Format Page Number. In the Page Numbering section, change the Start at: to 0.
What if the page numbering is showing on the first page and you don’t want it to.
The page numbering is in a header or footer, so you need to edit the header or footer to fix this. Either double-click the header or footer, or go to the Header or Footer button, choose Edit; this should open the Header & Footer Tools tab at the top of the screen. In the Design tab, Options group, check Different First Page.
How to Change Numbering Partway Through a Document.
Page numbering can be controlled by section breaks. You need to insert at least one section break to make this happen. Each time you insert a section break, the numbering can restart. If you already have a page break at that point, you can delete it and replace it with this Next Page Section Break.
Go to last position on the bottom of the page before the page where the new numbering will start. In the Page Layout tab, Page Setup group, click Breaks and under Section Breaks click Next Page. (You cursor will be at the top of the “next page” – if it is blank, you might need to delete a time or two to bring any existing text back to the top of the page. Or use your Show/Hide Paragraph marks to see what’s keeping the text from showing.)
Now to tell the numbering to start the way you want: go to the Insert group, Header & Footer, Page Number, Format Page Number. Change the Start at: number to one or the number of your choice. If you need to restart or control numbering later in the document, you’ll need to insert another section break.
How to Modify the Color of a Graphic Page Number
Remember that headers and footers appear grayed out, so use Print Preview to get an accurate idea of how it will print.
You can change the colors through the Page Layout tab, Themes, group, Theme colors is one way, but it may change the color of other graphic content you may have in the document. Another way is to right-click on the graphic, choose Format AutoShape, in Colors & Lines you can change the fill color. It will change on all the page numbers, regardless of section breaks. Changing the Theme colors will not have any effect on it once you’ve changed it manually.
How to Remove Page Numbering.
Insert tab, Header & Footer, Page Number, Remove Page Numbers.
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32 Responses to “Working with Page Numbering in Word 2007”
By farhan on Jan 29, 2010 | Reply
very useful
By Sanet on Jan 25, 2010 | Reply
How can i only have my leterhead design only on the first page and not on the rest of all my pages?
By Mordecai on Jan 19, 2010 | Reply
How do I change the template to include page numbers?
By ACD on Jan 18, 2010 | Reply
Hey, also working on a thesis here. If you still haven’t figured it out, you want to break your document into sections and then unclick the “Link to previous section tab” which is clicked by default.
http://office.microsoft.com/en-us/word/HP012264861033.aspx#5
By Sherry on Jan 6, 2010 | Reply
I have a very large existing Word 2007 document that we have inserted continuous section breaks in order to set up 2 column text, in between 1 column text often on same page.
Prior to inserting the 2 column sections, the page numbering worked fine and pulled into our TOC when we updated fields. But the problem we have now that has not been resolved: The page numbering starts over after each new section with page 2. The footers are linked to the Previous Section, but I’ve noticed that when you enter a Section Break, the Footer section #s are not staying sequential; they are jumping from say 3 to 5 or from 8 to 13 for no obvious reason. When codes are visible, there are no extra section break codes found to account for the jump by 4 sections?
If #13 is linked to the previous section, is it looking for #12 that does not appear to exist, instead of #8 which is the last visible section?
I’ve read that you can select under Advanced Options a different “like” mode for compatability going to a 2003 or 97 version to mimic the older versions?
Making tables instead of columns was suggested, but this does not visually read the way needed.
By alex on Dec 18, 2009 | Reply
I Have the same problem as Kevin
By Hetal on Dec 11, 2009 | Reply
Hi,
I have written a long document in word 2007. There are some tables in excel 2007. There is introductory part in the document. I want to have table of contents for these documents in the following manner
Table of contents
Introductory Part A ……….i
Introductory Part A ……….ii
Main document word ………..1
Main document word ………..2
main document excel………..3
Main document word ………..4
Main document word ………..5
I used page break & could started the numbering form 1 after i,ii,iii series. But in table of contents the page number displays from 1 & not i,ii,iii
How can I create table of content? How can I include excel topic & page number in TOC
By Darlene on Dec 3, 2009 | Reply
Hi!
I just completed an “advanced” Word course, and the instructor couldn’t answer the following question – so I’m hoping someone here has the solution!
In a large document, we have used section breaks to divide into different sections. We want to have each different section number “X of Y” with Y being the number of pages in that section. My solution has been to restart “X” numbering from “1″, and then manually override “Y” (which keeps showing the total number of pages in the document), by just typing in the actual number of pages in that section. It works great – but would be easier to have it all automatic!
Is there anyway we can get Word to automatically generate “Y” for a specific section only?
Thanks!
By Jacob on Nov 5, 2009 | Reply
Can anyone answer Wendy’s or Mark’s question? It seems impossible to find the answer, because I am having the same issue. I googled, binged, yahooed, jeeved, etc. but can’t find how to have a page number that is A-1 appear as A-1 in the TOC without marking them. I tried playing with the “chapters” but it always used a different letter than what I want and it will put it on the wrong side of the number, and it doesn’t start over with each section. Thank you.
By Nzaku on Oct 17, 2009 | Reply
So I am writing this long document in Word 2007 with a number of sections breaks. In the first sections, the page numbers are i, ii, iii, etc. Then the main document starts with page numbers 1, 2, 3, …. I inserted landscape page layout in a few pages in the main document because of some large tables through Section Breaks. The problem is that page numbering starts at page 1 for each new section that I inserted in the main document. I would like the page numbers to be continous in the main document but not break each time I insert a landscape page layout. How can I do that without affecting my initial sections?
Thanks.
Nzaku
By Brian on Sep 3, 2009 | Reply
When I click the Insert tab, and then the Page Number, if I hover my mouse over any of the options from the drop down menu – Top of Page, Bottom of Page, Page Margins, or Current Position – a little window opens to the right that reads: “Save selection as ‘…’”. In the case of Bottom of Page is reads “Save selection as Page Number (Bottom).” I have no idea what to do.
By Loren on Jul 18, 2009 | Reply
Hi Kenneth – It sound like you’re very close to getting Word to do what you want. To move the page numbers to different positions, you could insert a page break between those pages. Then change the header or footer “Save a Previous” property, and insert the new location page number.
Good luck!
By kenneth on Jul 18, 2009 | Reply
I am working on a thesis…. Here’s what I want to do…. Cover page no number. First page, page one centered at the bottom of the page. Every other page number in the upper right hand corner of the page. So I guest my question is how do I change page number positions within the document?
I understand how to accomplish no page number on the cover and starting with page 0 to get page one on the second page of the document. I even get how to put it at the bottom of the pages with page number / bottom of the page/ select the middle. But that will put all subsequent page numbers in the same position… How do I change it? Help please!
Thanks, KP
By Wendy on Jun 22, 2009 | Reply
I used this technique to number my pages Tab 1-1, Tab 1-2, Tab 2-1, Tab 2-2, etc.
However, now if I need to Update the Table of Contents, it only uses the inserted page number (“1″ “2″ “1″ “2″) and does not pick up on the Tab 1- or Tab 2- text I inserted. Is there a way to pick up that text for the Table of Contents?
By Leho on Apr 21, 2009 | Reply
I just followed Your instructions how to change numbering and it worked… but in his own way – numbering started from page 1 to 4 and from page 5 it started again from 1.
But my wish is to leave first 4 pages without page numbers and start numbering from page 5 with 1, 2 etc
By Mark on Apr 17, 2009 | Reply
Preparing a report and have section breaks in appropriate spots. However, page numbering and footer is linked as “Same As Previous”
Also…want TOC page numbers to read as ES-1, ES-2, etc…How do I do that?
By Loren on Feb 24, 2009 | Reply
Hi pbhatta – what you could do is turn on Different Odd & Even Pages, and then create two headers or footers, one with the page number on the left, the other on the right.
You can find the feature by activating the header or footer, and look in the Header & Footers Tools, Options group.
For aligning the page numbers either left or right, try using the Insert Alignment Tab, found in the Position group. If the margins change in document, it will move the page numbers accordingly.
Hope that helps, good luck!
By pbhatta on Feb 24, 2009 | Reply
Hey, how do you have different page nos. on different sides on each subsequent page in word 2007. Word 2003 had this feature of having page nos either inside or oustide. This means that you would have ‘1′ on the left side on the 1st page, ‘2′ on the right side on the 2nd page and so on. How do u do that in word 2007?? Please help.
By Sumit on Jan 15, 2009 | Reply
Hi,
In my word document, I have used couple of section breaks but the page numbering is continuous (bottom center of each page). Up to page 99 everything is in portrait, now next three pages (100,101,102), I have figures which I have to put in landscape format. I used section break to make these next three pages in landscape format, but page number is still coming bottom center, which is actually when printing is coming right hand side center. I need to bring the page number for these three pages at bottom center.
How can I do this?
Thanks in advance
Sumit
By Loren on Dec 5, 2008 | Reply
Here’s what you want to do, Roger: when you open the Footer (Insert tab, Header & Footer group, click Footer button, choose Edit Footer) click the Insert tab, in the Text group, click Quick Parts, then Field…
Change the Category to Document Information, and select the FileName field. Check the Add path to filename box to include it. OK to finish.
Now, push your tab key two times, it will move your cursor to the center, then to the very right side.
To insert the current page number, in the Header & Footer Tools, Design tab, Header & Footer group, click Page Number, then Current Position, then click on Plain Number.
Push your spacebar once then type “of” then space again. Now click the Insert tab again, in the Text group click Quick Parts, Field… The Category should still be Document Information, click NumPages, then click OK to finish.
Hope that helps!
By Roger on Dec 5, 2008 | Reply
I am trying to have my footer show two things. One is the filename & path on the left hand side, which I have pretty much figured out. Second I want page numbers on the right reading as “1 of 4″. I have only been able to come up with a single digit.
By Chris on Nov 30, 2008 | Reply
Just wanted to say thanks for this article… I was pulling my hair out trying to remove page numbers from chapter start pages in my thesis, after the document was completely written. This easily solved my problem and my sanity (at least temporarily).
Thank you!
By Loren on Nov 18, 2008 | Reply
Thanks for the excellent question, SupportAnalystAM. Here’s what to do: go to the Page Layout tab and open the Page Setup dialog box (click the little symbol to the right of words Page Setup). In the Layout tab of the Page Setup box, there is a Section start option: choose Odd page from the list, and change the Apply to: to Whole document to have it affect all the existing section breaks.
Hope that works for you!
By SupportAnalystAM on Nov 18, 2008 | Reply
I would like to force all the chapters to begin on an odd-numbered page. How do I do that? I have each chapter divided with Section Break/Next Page so I can number according to chapter (1-1, 1-2, 1-3, 2-1, 2-2, etc.) I just can’t figure out how to force the start of the new chapter to start on an odd page. Please help. Thanks!
By Loren on Oct 19, 2008 | Reply
Hi Jennifer – to create a Jennifer 1 page number, first go into the header or footer to the position where you want it to appear (left, right or centered). Type in the name, then space once after it (so the name doesn’t end up right next to the number). Then, in the Header & Footer Tools tab, in the Header & Footer group, click Page number, Current Position, Plain Number.
That should do it. Hope this helps Jennifer, and thanks for the question!
By Jennifer on Oct 18, 2008 | Reply
How do you insert a page number in Word with your name? for example:
Jennifer 1
By Loren on Oct 12, 2008 | Reply
Hi Norman – here’s the steps to interrupt and restart your page numbers, based on your example’s page numbering. You might want to Zoom out to where you can see pages 14, 15 & 16 all at once to make it easier to move from page to page.
Hope this helps, Norman. Good luck!
By Norman Gelb on Oct 12, 2008 | Reply
How can I remove the number from a blank page in a long document, yet continue with the numbering uninterrupted subsequently. When I try deleting that number, all page numbers in the document are deleted.
For example, I would like page 15 to be blank and without the number 15 showing. And I would like the next page, which is not blank, to be numbered 16 and thus forward (17, 18, 19, etc) with the numbering.
Instead, I have found, when trying to get things sorted, that page 16 is now numbered as page 1, starting all over again.
Help!
By Neal on Sep 16, 2008 | Reply
Hello Kevin
I need number a Word 2007 document in the following manner
Cover page – no number and I don’t want to use the default Word cover page
Section A….i, ii, iii, iv etc
Section B Page 1 of 55
I can do most of this but in section B it numbers 1 to 63. i.e. it includes the title page and section a pages.
How can I sort this out
All the best
Neal
By Loren on Sep 6, 2008 | Reply
Hello Kevin & Irshat – I haven’t directly had to fix this for anyone, but the MS solution to troubles with any of the galleries is to delete or move the building blocks file to a different folder (like the Desktop), so Word will generate a new one. (Page numbering is part of the building blocks.) The path to the building blocks file is:\Application Data\Microsoft\Document
C:\Documents and Settings\
Building Blocks\1033 and the file name is Building Blocks.dotx. (Note that there is another file with that same name where the path starts with Program Files. That file should not be deleted.)
Please leave a comment if this does or doesn’t resolve the problem for you. Thanks for stopping by.
By Irshat on Sep 5, 2008 | Reply
I have the same problem!
By Kevin on Aug 28, 2008 | Reply
what if the remove page numbers button is greyed out?