Tag Archives: page numbers

Add Page Numbers In Word 2013

Adding page numbers to your Word 2013 document is one of the more common tasks you are likely to perform. Thankfully, adding them is a doddle and there is room for a little customisation too.

The Typical Page Number

The usual place for a page number to appear is at the bottom of your document, beneath the content. You can get such a page number by going to the Insert tab > Page Number (in the Header and Footer group) > Bottom of Page, and then select from the gallery. The gallery is actually quite large and offers different positions and styles of page numbers.

Insert Page Numbers

Click to enlarge

When you select the style you want, the page number will appear on every page of your document, incrementing automatically from one page to the next. The footer area (if that is where you chose to put the page number) remains open for you to make adjustments; you can style the number differently, add more text, even add a picture etc. To close down the footer area, double click in the main document.

If you decide to change the footer, double click in the footer area to open it up for editing and make your changes.

Customised Page Numbers

Regardless of how avant garde you are, your page numbers are going to appear in either the header or the footer of the document. Even though we are avant garde ourselves, we are going to choose the footer for our page numbers, for illustrative purposes. The process for adding page numbers to the document header is very similar.

Double click in the footer area to open it up for editing.

Footer Area

At this point we can add absolutely anything we want, including text, images, SmartArt, tables, etc. Anything you can add to the main area of your document, you can add to the footer. But we are interested in adding page numbers so try and stay focused.

We need a number, but not just any number. If you type in a number, for example “1”, that will work perfectly for page 1 – but no other page. We need to add a system variable. We need to add what Word 2013 knows as a Page Number. So, make sure you are on the Insert tab and click on Quick Parts (in the Text group) > Field, type in “page” to position the list and select “page”. Click OK.

Page Field

Now the page number appears on every page, and its value is correct. We can select this number and style it as we wish. For example, we could change the font size and text alignment very easily. All the styling features we have in the main document are at our disposal. Really. Go ahead and colour the page number red. Go on.

Headers And Footers In Word 2013

A header appears at the top of each page of a Word document, and a footer appears at the bottom of every page. They both lie outside the main editing area of a document and you can’t amend them simply by accident. You have to take a very deliberate action to insert or change them.

Headers typically contain information like the title of your document or the company you work for, whereas footers often contain page numbers. It’s up to you what you put there though.

Adding Headers And Footers To A Document

If you want to quickly add or amend a header, double click in the header area. This area is above the main editing area of the document:

Double Click Header

It’s pretty obvious once the header is open for editing because the main content of the document goes a little transparent, it becomes protected, and you can start typing out your header. You can style the content in the header, just like the rest of the document, and you can insert images, etc.

Header Area

To close down the header and return to the document, double click anywhere outside the header.

The same process is used to edit the footer: double click in the footer area, add some text, images, etc, and then double click in the main document area.

Alternatively, you can use the ribbon to open up the header: go to the Insert tab and click Header in the Header & Footer group.

Ribbon Header

If you use this method, you can choose a pre-made header template to insert; on ethat is already styled for you. Just click on the one you want to insert. If you insert a header this way, you can still edit it by double clicking in the header area.

Whilst you are editing the header, you will notice the Header & Footer Tools tab appear in the ribbon. Here, you can control header related properties, like whether the first page of your document has a different header, whether odd pages have headers that are different to even pages etc. You can also clos the header by clicking on the big red “X” to the right of the tab.

Add Page Numbers To A Word Document

Adding page numbers to a Word document is a common task. You can add them quickly and easily by going to the Insert tab, then click on Page Number in the Header & Footer group.

Insert Page Numbers

Usually page numbers are displayed at the bottom of the document, but not always. Hover over the option that you need, and you will find an appropriate gallery of options from which to select.

Page Number Gallery

You can amend the footer added this way by double clicking in the footer area.

A common task to perform once you’ve added page numbers is to change their position. Open up the footer (or header, if that’s where you added them), place the cursor where the page number is and then select the text alignment option you need (Home tab > Paragraph group).

Text Alignment Options

Start Page Numbering On Page 2

Sometimes, you don’t want the first page to have a page number. The first page might be a cover page or have something on it like a table of contents. It’s common to have the page number suppressed on the first page and to have page numbering start on page 2.

If you have already added page numbering to your Word 2013 document, and you then add a cover page, the page numbering is automatically suppressed on the cover page and page numbering starts on page 2. This is what you want. But what if you are amending a document that has the cover page already numbered? You want to remove the page number from the cover page and have page numbers visible on all subsequent pages with page numbering starting at 2.

To do this, make the document’s footer editable by double clicking in the footer area. Go to the Design tab within Header & Footer Tools and make sure that Different First Page is checked.

Different First Page

Double click in the document away from the footer area to return to document editing mode and you should see that the page number from the first page (your cover page) has been removed, and all subsequent pages are numbered. If this didn’t work, it may be that the following has happened.

Beware: even with Different First Page checked, you can still add a page number to the first page by making footers editable (double click in the footer area), place the cursor in the footer area of the first page, go to the Design tab within Header & Footer Tools and click Page Numbers, and select a Bottom of Page layout.

First Page Footer

If you are editing a document where this has happened (Different First Page is checked but the first page is still numbered), then simply delete the page number from the first page.

Note that the above procedure still holds true if the page numbers are present in the header. In this case, just double click in the header area and start editing there.