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A lot of people want to use different page numbering schemes in different parts of their documents. And a lot of people want to use "page x of y pages" page numbering in their documents.
Sometimes, people want to use "page x of y pages" page numbering in just a part of their documents.
It all gets down to linking--or unlinking.
If your sections are not linked, you can use a different numbering scheme in each section. You can use i, ii, iii in one section and page x of y pages in another section.
The Header and Footer galleries include some page x of y pages numbering formats. Or you can use field codes to do it yourself.
But first, click where you want to begin the page x of y pages numbering.
Click the Page Layout tab, and then click Breaks and click Next Page under Section Breaks.
Now you have a new section. Double-click in the header or footer (wherever you want to put your page number), and then click Link to Previous to unlink your new section from all the preceding pages. If Link to Previous is not orange, you're ready to go.
If Link to Previous is orange, you're still linked, so be sure to click it.
Now, you can click Page Number, click Top of Page or Bottom of Page or Current Position, and then scroll down until you see Page X of Y.
Click the page number option that you want to use. It will look something like this:
If you want one more thing in your header or footer, such as the document title or your name, skip the gallery and use field codes.
You still want a new section, and you still want to be sure that it isn't linked to the previous pages in your document.
Now, if you're still in the header or footer, press TAB until the cursor is where you want the page number.
Type the word page and a space, then click the Insert tab, click Quick Parts, and click Field. Use the Page and NumPages fields to get the page number and the total number of pages. You can also use the step-by-step instructions.
Now you have your page x of y pages numbering. It looks something like this:
(I turned on field code shading so that you can see where the field codes are.)
If you want to use a different numbering format later in the document, be sure to add another section break and to unlink that section.
And if you know right from the start that you want to use different numbering formats, insert those section breaks and unlink them first. That way, you can be sure to get the right numbers where you want them.
For all the details of page numbering and headers and footers, see Add or remove headers, footers, and page numbers.
-- Joannie Stangeland
I hear your frustration, and I've forwarded your comment about page x of y pages to the software development team.
As for the ribbon, it takes some getting used to. To help with that, you can try the interactive guides (office.microsoft.com/.../learn-where-menu-and-toolbar-commands-are-in-office-2010-and-related-products-HA101794130.aspx) and mapping workbooks (office.microsoft.com/.../CL101817133.aspx), and more getting-started information (office.microsoft.com/.../getting-started-with-word-2010-HA010370239.aspx) to help you get acclimated. And in Word 2010, you can create your own tabs and groups with the commands you use most often (blogs.office.com/.../make-it-yours-customizing-the-word-ribbon.aspx).
I've been using Ms. Office since ... forever, and page numbering, etc. in Office 2010 has got to be the most ridiculous setup ever invented! And what ever happened to Insert>Page Number, which allowed basic numbers to be inserted in any position on a page with just one click of the mouse?!!!
... and while I am on a rant; has anyone opened a doc., created in a earlier version of Office, and tried to format or edit the footer in Office 2010? AArrgghhhh!!!!
You can still insert page numbers that way by clicking Page Number (on the Insert tag) and then clicking the location that you want. This works well if you aren't planning to add other information.
If you're having problems with earlier versions, can you tell us specifically what goes wrong?
HI! Thanks for your reply: Firstly, page numbering works fine if I click the silly icon and settle for whatever template I choose. However, my documents from earlier versions (Word 2003) already have information (centred) in the footer (3 lines Verdana 9pt). ... opening them in 2010 and inserting Page Number (right align) obliterates the information and inserts a Page number ... I need both!... I've Cut the info then inserted Page Number and Pasted the info in afterwards ... but then the layout gets messed up because the page number pushes the first line of the text back towards the left margin... I've also tried setting Tabs .. with some success ...it works as long as I don't convert the docs to 2010 before saving ------ Also, after converting my documents to 2010, and printing, half of the text in the bottom line is missing from the footer and I have to change the "Footer from Bottom 1.25cm" (default) to 1.5cm which works but leaves me with a very large margin on the end of my previously perfect 2003 docs. This was never a problem in any other versions but now I don't have any control over what I want to do anymore - it is all too automated and pre-set. (Please note: I am using European A4 size paper and making all necessary changes from default sizes (US Letter, etc.). All suggestions gratefully appreciated.
With documents from previous versions, try using field codes (Insert tab, Quick Parts, Field). You can find information for that under the "Wait! There's more" heading in the post above.
Regarding your recommendation: I counted at least 10 steps to do what previously took a maximum of 3-4 steps! How is that progress?
To quote an earlier post:
"The "picture", "gallery", etc. concept may be great for those who can't read but simple word phrases in previous versions are more conducive to the literate. It seems to me that for professionals who have jobs to do efficiently and with "time is money" in my mind, the older versions are better. I certainly will tell my colleagues to stay away from 2010 unless they have time and money to waste."
People who can't read are never going to use Office 2010 so what is the point in catering for an imaginary client? I only wish I was being paid by the hour!
Thank you for your comments. I'm forwarding all of these to the product engineers.
Note that the idea behind the galleries wasn't to reduce the need to read but to provide some pre-designed elements that would work together (for example, matching headers, footers, and cover sheets) that could provide documents with a polished look--easily. But, as you note, some things were made harder.
Hi Joanne, thank you for your efforts. I can appreciate that product engineers are a brilliantly minded and artistically creative bunch of professionals and I have no doubt your many clients appreciate the additions, advancements and improvements they make to new products. However the old adage “If it ain’t broken … etc.”, still holds true today! Yes, great… provide matching designs for the less artistic among us, myself included, but please use them as a separate added extra, rather than something which crosses over, or conflicts with, what previously worked to perfection. Ideally, IMHO, it should be mandatory for all product engineers to do a six month stint in a busy real-live office situation before they are let loose to allow their creative juices to run wild. ;-) Thanks again.
Thanks for this article. The magic line in this article for me was "If you want one more thing in your header or footer, such as the document title or your name, skip the gallery and use field codes. " Once I found the field codes, I fumbled through and was able to find the "Pages" and "NumPages" fields to create the Page X of Y footer.
It really was a lot simpler in 2003. I was having a hard time getting both a document title and a Page X of Y in my footer using Word 2010 until I read this post. I kept trying to find what I needed in the "Page Numbers" button, but that button in 2010 only has galleries! I don' t know why, because once you choose a gallery, you have the option to add in any kind of date and time you'd like with a button. Their should be a similar "Page numbers" button that would allow you to add in any kind of page number you can dream of!
Overall, though, I like Office 2010. This page number thing seems like a small oversight in a largely improved program. Thanks for passing our comments to the software design team.
I need clear streight forward instructions on how to place a header in the upper right corner inside the margins that read Page X of Y ie; Page 2 of 10
You can use the instructions in this post for adding the page number, but apply it to your whole document instead of using a different header for each section. Or you can find instructions here: office.microsoft.com/.../add-or-remove-headers-footers-and-page-numbers-HA010372690.aspx (scroll down to the section titled "Add a custom page number that includes the total number of pages."
I have a problem in that, on a four-page letter, the pagination of my letters show on the screen, on page two, "Page 2 of 4", on page three, "Page 3 of 4", and on page four, "Page 4 of 4". However, when the same pages actually print, they print out, on page two as "Page 2 of 2", and on page three as "Page 3 of 3" and on page four as "Page 4 of 4".
Please assist me in fixing this in WORD 2003. Thank you, Bear.
Let me join the chorus. My first version of Word came on 5.25" floppies, so I've been using it a while. It's all nice and good to say set everything up beforehand, but sometimes your work takes you in directions you don't expect. Here is my situation - I've got a 75 page document that has a section break at the end of the table of contents. The first page of my document is Page 0. At page eleven, with no page or section break to be found, the footer section changes to section 2 and restarts numbering at Page 1 (at least it starts at 1 and not 0). This continues until page 33 (or 43, depending upon how one actually counts pages), at which time I switch from portrait to landscape orientation and page numbering reverts to Page 1 (I don't want that).
I have all linked all sections to previous. I have unlinked all sections to previous. I have removed, added, updated, Googled (I refuse to Bing as my little protest against Microsoft) and said two prayers - one to find an answer and one to ask forgiveness for the language my frustrations have generated.
This is a six week, multi-million dollar project that is complete except for page numbers - do you realize how ridiculous that is?
Would it be that hard to add the following functionality:
1) Place your cursor in the location where you want the book mark
2) Ask the page number to begin with
3) Number each page sequentially from thereon, until the user selects a page number, right clicks and selects an option that says reset page numbering from this point forward - and goes back to item 2 above.
Adding simple page X of Y capability should require the programming skill of a 7th grader - and that's for the MS developers, not users. Simply insane.
And Joannie, I realize this is not your fault.
OK, I have found my answer, but the fact it took so long and generated such frustration in a very tech-savvy user should be indicative of how non-intuitive this program is. Still, I apologize for my rant.