Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Two Page Numbering Schemes in the Same Document.
Written by Allen Wyatt (last updated November 4, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021
Depending on your needs, you may want to create two independent page-numbering systems within the same document. This is not unusual, particularly in technical documents. For instance, in the header of each page you may want to show something like 'Page 2 of 7,' which means you are on the second page out of seven in the current section. On the footer of the same page, you may want something like 'Page 34,' which means you are on the thirty-fourth page of the entire document.
It doesn't work to just specify that the numbering in headers restarts at 1 in each section and the numbering in the footers continues from the previous section. While you can independently link headers and footers with their counterparts in the previous section, you cannot do that with page numbering. Page numbering is handled on a section-by-section basis; you set it once for each section, and it affects the page numbers used in all headers and footers for that section.
Since page numbering is a section attribute, you cannot have two distinct numbering schemes in the same section. Word does not provide fields that you can use for such a purpose. These are the only page number fields provided by Word:
Using these fields, it is impossible to develop two numbering systems, because the PAGE field is the only field that represents an actual count that increments with each page.
Those familiar with fields may also think about using the SEQ field. This field is very useful for many purposes, but directly counting pages is not one of them. You cannot use a SEQ field in your header or footer. Doing so results in an error indicating that the SEQ field can only be used in the main document.
This means that you need to actually come up with some way to run two independent counters. One counter will serve as the page number within the current section, and the other will serve as the page number for the entire document. There are several ways that you can tackle this problem, but the solutions tend to be rather involved. I'll describe just one possible solution here, using the following general steps:
Page {page} of {pageref {section \* Alphabetic}}
{= {pageref A} + {page}} of {numpages}
{= {pageref A} + {pageref B} + {page}} of {numpages}
This may seem like a lot of work, but there is currently no way around it in Word.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (12609) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Word here: Two Page Numbering Schemes in the Same Document.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
Enter a page break in Word, and that page break may not appear on the screen as you expect it to appear. This has to do ...
Discover MoreDo you need to add page numbers that include, as well, a chapter number? It's relatively easy to do, as described in this ...
Discover MoreFiguring out how you want the text in your document to appear on the printed page can sometimes be a bit perplexing. Word ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2024 Sharon Parq Associates, Inc.
Comments