by the numbers
If you’re only typing a one or two page memo, you probably don’t have to worry
about numbering. But if you’re putting together a report for colleagues with
dozens of pages or several chapters, numbering is definitely something you
should get a handle on.
This article will look at how you can quickly add page numbers, as well as line
numbers — everything you need to know to prepare organized documents.
To add basic page numbers to a Word document, select Insert > Page Numbers from
the menu to display the Page Numbers dialog box. Click the Position list arrow
and select where you want the page numbers to appear—in the header at the top of
the page, or in the footer at the bottom.
Next, click the Alignment list arrow and select how you would like the numbers
to be horizontally aligned on the page. As you select different alignments, the
Preview area changes to show you how your document will look. Click the “Show
number on first page” check box to remove the check mark if you don’t want the
first page to have a number—this is useful if the first page is a title page.
By default, the pages will be numbered with regular numbers, but you can also
use letters or roman numerals. To change the number format, double-click one of
the page numbers to display the Header and Footer toolbar. Click the Format Page
Number button, then click the Number format list arrow and select a different
The Header and Footer toolbar also contains buttons for adding the total number
of pages in the document, the current date, and the current time.
Page numbering with chapters
If your document has chapters, you can set up the page numbers to include the
chapter number as well. First, you need to create a document with chapters by
selecting Format > Bullets and Numbering from the menu. Click the Outlined
Numbered tab and click the Chapter 1 option (bottom right option). Click OK to
insert a Chapter 1 heading.
Continue creating your document, using the dialog box to add additional chapter
headings and more secondary levels of headings, as desired. To add the chapter
number to the page numbers, double-click an existing page number to display the
Header and Footer toolbar. Click the Format Page Number button, and click the
“Include chapter number” check box. The chapter number is added to the page
Besides numbering the pages in your document, you can also number individual
lines. Line numbers appear in the left margin and make it easy for you to direct
readers to very specific parts of a document.
View line numbers in a document
You can choose to number every line, or to number different intervals. To start,
make sure you’re viewing the document in Page Layout view and if you want to
number only a portion of the document, select the text you want to number.
Next, select File > Page Setup from the menu, and click the Layout tab. If
you’re not numbering the whole document, click the “Apply to” list arrow and
select Selected Text.
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Then, click the Line Numbers button to make the Line Numbers dialog box appear.
Click the “Add line numbering” check box and click the “Count by” arrows to
select the numbering interval you want to use. For example, if you want to
number every line, leave 1 selected. To number only every five lines, select 5.
Finally, select a numbering option. This option tells Word if it should start
over the numbering sequence on every page or section, or if you want the lines
to be numbered continuously throughout the entire document. Click OK.
The following screen shot(s) illustrate
this article. Click on
one for a larger view.
View Line Numbers in Action
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