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Technology Tip of the Week - November 28, 2006
 

Adding Page Numbers in MS Word

Page numbers make documents much easier to organize and clearer to readers. Adding page numbers in Word can be a little tricky but once you understand the process, you'll wonder how you did without this feature. To add your basic page numbering:

  1. Open your document in MS Word
  2. On the View menu, click Header and Footer
  3. The header on the page that your cursor is on will appear. If you want to have your page numbering in the footer instead, click on the Switch between header and footer button to jump down to the footer
  4. On the Header and Footer toolbar, do one of the following:
    • To add basic page numbers, click Insert Page Number button Button image
    • If you want to get fancier and have each numbered page display as "Page X of Y" page numbers, click Insert AutoText option and then click Page X of Y from the list.
       

      Note:  The page number is automatically inserted and aligned on the left margin of the header or footer. To move the page number to the center or to the right margin, click in front of the page number, and then press the TAB key.

  5. Click Close on the Header and Footer toolbar to return to the body of your document. Your page numbers will now appear on your pages and will automatically update as you make changes to your document. Nifty, huh?

Now some of the tricks that get you around some pesky numbering issues.

Suppose you want to leave the cover page blank with no page number showing. To make this happen:

  1. On the Insert menu, click Page Numbers.
  2. Select or clear the Show number on first page check box. (You can also do this same function under File-Page Setup - Layout, whichever is easier for you.)

Now let's get a little more complicated. Suppose you want the first few pages of the document (Table of Contents, Acknowledgements, etc.) to have Roman numerals, but then you want the main document to switch to Arabic numbers, starting over with page 1). Ah, now it gets interesting! The trick to handling different page numbering schemes in a document is to use section breaks. Each section can then be formatted separately.

To insert a section break:

  1. Click at the bottom of the last page of a section (for instance, the bottom of the Table of Contents).
  2. On the Insert menu, click Break...
  3. Under Section break types, click next to Next Page. You will notice in the status bar at the bottom of the Word window, it will now read "Sec 2)

To start a different numbering scheme in the section (for example, page 1 as an Arabic number):

  1. Click on the first page of the new section
  2. Click on View - Headers and Footers
  3. Click in either the Header or the Footer of the page, depending on where you want your numbers to go
  4. This step is very important! Click on the Link to Previous button Button imageto deselect it. This is the most critical step since you want to break the continuity from the previous section. If you don't do this, your pages will keep renumbering the whole document with each change you make. Very frustrating!
  5. Click on the Insert Page Number button Button imagefrom the toolbar. (Again the page number will appear in the bottom left corner of the page. To move it to center, press the Tab key once. To move it to far right of the page, press the Tab key twice.)
  6. Click on the Format Page Number button from the toolbar . Here is where you can change the style of the numbering by clicking on the down arrow next to the Number format: (1,2,3; i, ii,iii; a, b c) and also restart the numbering by selecting Start at: and typing in the page you want to start from (for example: 1) in the first section.
  7. Click Close on the Header and Footer toolbar to return to the body of your document.

All the pages of this section will follow the numbering scheme you've used automatically. A thing of beauty!

Note that you will not see the page numbers in Normal View or Web Layout View. They only appear in Print Layout View or in Print Preview.

If you'd like to watch a whole video lesson (with audio explanation) on using Headers and Footers, see Microsoft's tutorial at: http://office.microsoft.com/training/training.aspx?AssetID=RC010216611033

For more help with these features, please contact one of the IT Instructional Support team (Norm Grant, Gene Grande or Linda Beith) or faculty mentors Tony Basilico or Kathy Beauchene.

Website of the Week

Dragon Naturally Speaking software - No more typing!

If you are someone who wishes they'd taken typing in high school this product is for you! Dragon Naturally Speaking (the most popular of the voice recognition software products) will convert your spoken word directly into text on your computer. All you need is the software and a microphone for your computer. Since the holidays are coming, this may be a good hint to drop to family in order to save your poor fingers in the coming year. For more information on this product see: http://www.nuance.com/naturallyspeaking/home/.  The pricing on the product website is retail however the CCRI Bookstore can order the software for a reduced academic price (right now only $33.50!). The Warwick CIT also has a copy loaded for your review.

This software is pretty user friendly, however if you are nervous about learning how to use Dragon Naturally Speaking on your own, you're in luck! Our  Administrative Office Technology program actually teaches a 1-credit course using this software called Speech Recognition Software - OFTD 1180. Check CCRI's Available Courses schedule (http://www.ccri.edu/availablecourses.shtml) for a section that fits your needs.

Feel free to post your thoughts or opinions of this site in the Teaching Forum message board.

These tips are provided by the Department of Information Technology instructional support team. If you have any questions on these tips, or wish to offer your own, please feel free to contact Linda Beith at lbeith@ccri.edu or call 825-2487. View an archive of past technology tips at http://it.ccri.edu/Training/Tips/tip_week.shtml.

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