Word Inserting Page Numbers

Inserting page numbers in Word.

Page numbers in documents are necessary for items such as research papers, manuals, books and other items. Word has several methods for inserting page numbers. Key commands for inserting page numbers in Word are Alt i u and then use of up and down arrow keys and Tab to set where you want the page numbers. You can do things such as have Roman Numerals in the Introduction and Table of Contents parts of your document, and standard Cardinal Numbers for the rest of the document. Another method for inserting page numbers in Word is to use the "INSERT" tab of the Word ribbon. You can key command directly into the Page Number area of the "INSERT" tab area by tapping Alt n and then typing the letters n u. A menu appears for you to make your selections. You can use the long approach for the ribbon if you forget the key commands. Hit the Alt key one time. Right arrow to the "INSERT" tab of the ribbon. Down arrow one time. Hit the Tab key until you hear "Page Number." Hit Enter and a menu with six items will appear. Down arrow through the menu items and use the right arrow key on the first four times, then down arrow in the sub menu and hit Enter on what you want. On the last two items you will need to hit the Enter key one time.

Try the following to develop your skills for inserting page numbers in Word.

Alt i u Method

1. Open Word.
2. Hit the Alt key one time and then type the letters i u
3. You are now in the Position combo box of the Page Numbers dialogue box, and are on the "Bottom of page (footer) item." Down arrow one time and then up arrow one time and you will be on the "Top of Page (header) item. Use your up or down arrow key to select with of these two you want to use--DO NOT HIT ENTER!
4. Hit the Tab key one time and you will be in the "Alignment" combo box.
5. Down arrow one time and a menu of five items appears--the items are from top to bottom, "Left Center Right Inside Outside."
6. Use your up or down arrow to select the page number alignment--DO NOT HIT ENTER!
7. Tab one time and you will be in a check box for "Show number on first page." This box is already checked. If you do not want to show the page number on the first page, hit the space bar one time. You can put the check mark back in by hitting the space bar a second time--DO NOT HIT ENTER!
8. Hit the Tab key one time and you will be on a button titled "Format."
9. Hit the space bar one time on the "Format" button.
10. You are now in the "Number Format" combo box of the "Page Number Format" dialogue box.
11. Hit the down arrow key one time and a list of six page numbering options appear--you can set items such as using Cardinal numbers, lower case Roman Numerals, upper case Roman Numerals, and others--DO NOT HIT ENTER!
12. Hit the Tab key one time and you are on an unchecked box titled "Include chapter number." Normally you will not use this for standard papers, but we will pretend that you are writing a book.
13. Hit the space bar one time on the check box titled "Include chapter number. Two combo boxes just opened.
14. Hit the Tab key one time to move to the first combo box titled "Chapter starts with style." You will hear "Heading 1".
15. Hit the down arrow key one time and you will once again hear "Heading 1". Down arrow through other list items ranging from "Heading 1" through "Heading 9"--DO NOT HIT ENTER!
16. Hit the Tab key one time to move to the "Use separator" combo box.
17. Hit the down arrow key one time and a list of four items comes up. The items are from top to bottom, "Hyphen Period Colon Dash". Use your down arrow key to select one of these items--DO NOT HIT ENTER!
18. Hit the Tab key one time and you will be in the "Page numbering" area, and on a radio button titled "Continue from previous section"--DO NOT HIT ENTER!
19. Down arrow one time and you will be on the second radio button titled, "Start at"--DO NOT HIT ENTER!
20. If you past your Introduction and Table of Contents, type a number for the starting page number. or use your up arrow key to select the number.
21. Hit the Enter key one time and you will close this box and be taken back to the "Page Numbers" dialogue box.
22. Hit the Enter key again and your page numbering will be set.

NOTE: In manuals, research papers, etc. you will very likely have a title page with no page number, then a Table of Contents, the Introduction, and finally the body of the paper. The above method allows you to start with one type of numbering, and then switch to another numbering method after the Introduction--you teacher or employer should give you the specifications for papers, manuals or books that you write.

NOTE: If you want to set up page numbering for items such as headings in your document, you will need to have headings. You use headings for items such as chapters, sub chapter items, and to organize items such as terms--it is really up to you as the writer to determine where and how you want to place headings. You also have to have headings if you want to make a Table of Contents. Here are three common heading creation key commands:

1. Control Alt 1 for Heading 1
2. Control Alt 2 for Heading 2
3. Control Alt 3 for Heading 3

After you create and type your heading, hitting the Enter key one time will take you back into standard typing mode.

If you are using ZoomText the Heading key commands will not work. You will need to use the HOME tab of the Word ribbon.

The key command for quickly setting a Table of Contents from the ribbon is Alt s t A list comes up--the first two items do an auto creation, and the third item is for manual setup. To get to this same area using the ribbon, move to the "REFERENCES" tab of the Word ribbon, down arrow one time and tab the Enter key one time (the Table of Contents icon is on the very left side of the "REFERENCES" ribbon). Remember to be near the beginning of your document on a blank page to insert the Table of Contents.

Ribbon Method

You can get to the "Page Number" icon on the Word ribbon by either using the Alt n n u key command sequence, or by hitting the Alt key one time, right arrowing to the "INSERT" tab of the Word ribbon, down arrowing one time, and then tabbing to the "Page Number" icon.

1. Open Word.
2. Move to the INSERT tab "Page Number" icon.
3. Hit the Enter key one time. A list of six items appears. THe first four items on the list have sub menus, so you will need to use your right arrow to open the sub menu of your choice.
4. In the sub menu you have selected, down arrow or Tab to the item you want.
5. Hit the Enter key one time.
6. Move back to the INSERT tab "Page Number" icon.
7. Hit the Enter key one time.
8. Down arrow to the "Format Page Numbers" item.
9. Hit the Enter key one time and you will be on the same "Page Number Format" dialogue box that you used in numbers 8 through 21 of the above "Alt i u" key command lesson.
10. Use your Tab and arrow keys to set up your page numbering in the "Page Number Format" dialogue box.
11. Hit the Enter key one time and you will be back in your document with your page numbering set.
12. Move back to the INSERT tab "Page Number" icon.
13. Hit the Enter key one time.
14. Down arrow to the "Remove Page Numbers" (last on the six item list) and hit the Enter key one time to remove page numbering.

NOTE: In manuals, research papers, etc. you will very likely have a title page with no page number, then a Table of Contents, the Introduction, and finally the body of the paper. The above method allows you to start with one type of numbering, and then switch to another numbering method after the Introduction--you teacher or employer should give you the specifications for papers, manuals or books that you write.

NOTE: If you want to set up page numbering for items such as headings in your document, you will need to have headings. You use headings for items such as chapters, sub chapter items, and to organize items such as terms--it is really up to you as the writer to determine where and how you want to place headings. You also have to have headings if you want to make a Table of Contents. Here are three common heading creation key commands:

1. Control Alt 1 for Heading 1
2. Control Alt 2 for Heading 2
3. Control Alt 3 for Heading 3

After you create and type your heading, hitting the Enter key one time will take you back into standard typing mode.

If you are using ZoomText the Heading key commands will not work. You will need to use the HOME tab of the Word ribbon.

The key command for quickly setting a Table of Contents from the ribbon is Alt s t A list comes up--the first two items do an auto creation, and the third item is for manual setup. To get to this same area using the ribbon, move to the "REFERENCES" tab of the Word ribbon, down arrow one time and tab the Enter key one time (the Table of Contents icon is on the very left side of the "REFERENCES" ribbon). Remember to be near the beginning of your document on a blank page to insert the Table of Contents.

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