Insert Two Page-Numbering Schemes in A Word Document
Insert Two Page-Numbering Schemes in A Word Document
Applies to Microsoft Word 2002 Sometimes just one set of page numbers isn't enough. If you've combined two documents into one, or included a preface, introduction, or table of contents in your document, then you might want two page-numbering schemes. In Word, you can use one scheme to number the pages per section type, and another to count the total number of pages in your document. For example, the illustration below shows a five-page document containing two sections, each of which is numbered separately from the total number of pages in the document.
Five page document with two sections. Page 2 of section one in the five-page document. Page 1 of section two in the five-page document. When you insert a page number in your document (which, behind the scenes, actually inserts the PAGE field code in the header or footer of your document), Word displays either the number of the pages within the section or the number of the page within your entire document, but does not display both. Basically, Word contains no built-in method for applying two page-numbering schemes in a single document. One easy solution is to insert field codes through the Header and Footer. This article provides two ways of doing this a quick method, which requires you to update page numbers in the field code if you revise your document, and a more technical method, which automates the entire process. First, it will help to get a better understanding of how page numbering works in Word.
To display page numbers per section in your document 1. On the View menu, click Header and Footer. 2. If you want to place page numbers per section in the footer rather than the header, click the Switch Between Header and Footer button.
3. On the Formatting toolbar, choose the alignment option you want. 4. To insert page numbers, click the Insert Page Number button. 5. To start numbering at page 1 for the first section in your document, click Format Page Number, in the Start at check box, enter 1, and then click OK. 6. To start numbering at page 1 for each consecutive section, click the Show Next button, and then repeat step 5. 7. To display page numbers per section if the PAGE field is displayed in your document, press ALT+F9. To display the total number of pages in your document For Word to recognize brackets as field codes, you must enter brackets by pressing CTRL+F9 on the keyboard. You cannot copy and paste the field-code syntax provided in these procedures directly into your document. 1. On the View menu, click Header and Footer. 2. With the pointer in Section 1 of either the header or footer (wherever you want the global page numbering to appear), on the Formatting toolbar, click the alignment option you want. 3. Enter the following in the first section of your document by pressing CTRL+F9 on your keyboard: Page { PAGE } of { NUMPAGES } and then click the Show Next button to move to the next section of your document. 4. To make the page numbers continue from the first section of your document, add the number of pages contained in the previous section to the PAGE field code. For example, if the first section contains 4 pages, then the field code in the second section would be: Page { = { PAGE} + 4 } of { NUMPAGES }. Note To add the number of pages contained in the previous section to the PAGE field code, you will first need to delete the { PAGE } field code. 5. Repeat step 4 for each section in your document after the first section. Keep in mind that the number of pages you add to the formula increases with each new section. For example, if the first section contains 4 pages, and the second 8 pages, then the field code in the first header of the third section would be: Page { = { PAGE} + 12 } of { NUMPAGES }. Additionally, if you revise the document so that the number of pages changes, you will need to adjust the number in the field code accordingly. 6. Click Close on the Header and Footer toolbar, and then press ALT+F9 to display your global numbering scheme. 7. To ensure that your page-numbering scheme is correct, on the View menu, switch between Page Layout and Normal views. This will refresh all field codes.
Note If you do not want to display document numbers in the "x of y" format, simply delete everything except the PAGE field. The result in the first section's header would then look like { PAGE }, and in subsequent sections would take the form of { = { PAGE} + 4 }, and so on.
Note The \r is followed by the number zero, and the \h switch formats the fields as hidden. 2. Place the following field codes at the beginning of each section after the first section, again without creating any space between the pointer and any text you may have in each section: { SEQ variable2 \h \r { ={ SEQ variable1 \c } } } { SEQ variable1 \h \r { ={ SectionPages }+{ SEQ variable2 \c } } } On the View menu, click Header and Footer. If you want to insert total page numbers in the footer rather than the header, click the Switch Between Header and Footer button. To return to header or footer in section 1 of your document, click the Show Previous button until you reach the first page of your document. In the header or footer where you want total page numbers to display, type the following:
3. 4. 5. 6.
Page { ={ SEQ variable2 \c }+{ Page } } of { NumPages } 7. On the Header and Footer toolbar, click Close, and then press ALT+F9 to display your global numbering scheme. 8. To ensure that your page-numbering scheme is correct, on the View menu, switch between Print Layout and Normal views. This will refresh all field codes.