We’ve shown you how to add “Page X of Y” to a header of footer of large spreadsheets in Excel. The same thing can be done in Word for longer documents. It’s a bit different than in Excel, so read on to find out how.

There are two ways to add “Page X of Y” to a header or footer in Word. The easiest way is to use the Page Number gallery. However, using the Page Number gallery replaces any content you already have in your header or footer. If you currently have content in your header or footer and you want to add “Page X of Y” to that content, you can use field codes. We’ll show you both methods.

NOTE: When we say to type something in this article and there are quotes around the text, DO NOT type the quotes, unless we specify otherwise.

Using the Page Number Gallery

To insert “Page X of Y” using the Page Number gallery, click the “Insert” tab.

In the “Header & Footer” section, click “Page Number” and move your mouse over either “Top of Page” or “Bottom of Page” in the drop-down menu. A list of readymade page number styles displays. Scroll down to the “Page X of Y” section and select one of the “Bold Numbers” styles, depending on whether you want your page numbers left-, center-, or right-aligned.

The page number and total number of pages are added to the header or footer.

Note that the page numbers are bold. If you don’t want the page numbers to be bold, select the text and click “Bold” in the “Font” section of the “Home” tab.

Using Fields

If you already have content in your header or footer and want to add “Page X of Y” without replacing that content, you can add page numbers using fields. To do so, open the header or footer and place the cursor where you want to insert “Page X of Y”. Type “Page” and a space.

Click the “Insert” tab.

In the “Text” section, click the “Quick Parts” button and select “Field” from the drop-down menu.

The “Field” dialog box displays. In the “Field names” list, scroll down and select “Page”. You can change the format of the page number by selecting an option in the “Format” list, but we’ll accept the default format. Click “OK”.

The page number of the current page is inserted at the cursor. After the page number, type a space, then “of”, then another space.

Click the “Quick Parts” button in the “Text” section of the “Insert” tab again and select “Field” from the drop-down menu. This time, select “NumPages” in the “Field names” list. Accept the default values for “Format” and “Numeric format” and click “OK”.

The page number and total number of pages are inserted at the cursor in your header or footer.

Get more information on how to add page numbers, omit the page number on the first page of a document, or start a new section on an odd page number in Word.

Lori Kaufman Lori Kaufman
Lori Kaufman is a technology expert with 25 years of experience. She's been a senior technical writer, worked as a programmer, and has even run her own multi-location business.
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