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Pagination & Page Breaks in MS Word Document (Quick Visual Guide)

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Have you ever found yourself staring at chunks and chunks of content in a document and you wonder just how much content is there? For many people, when this happens, they will scroll, and scroll and then some more until they reach the end of the document. There is a simpler way to figure out how long a document is, just check the number of pages. If the author of a document is considerate, they will have paginated the document and you can easily navigate back and forth as well as know how many pages are in the document.

Is this something new to you? No worries, by the end of this article you will find yourself fluidly talking about and using pagination and probably wondering why you had never used it before when creating Word documents.

What is Pagination in Word?

Note that the word “pagination” refers to pages. It is believed to have originated from either Latin or French and was in connection to systematically adding page numbers to a book. When we talk about pagination in Word, it is just about the same thing but the difference is that the original action had to do with hardcopy books and documents but in Word, we are dealing with digital documents.

Word like any other Word processor was intended for print as the final copy. Because of that, there is an automatic numbering of pages especially when you want to print. That numbering of pages is pagination.

So, the action of marking pages using figures in an orderly manner that creates breaks within the content and makes it easier to locate a section of content within a document is called pagination.

How to do Pagination?

You may have already noticed that when you are using Word, there is an automatic display of pages. It will show you the number of pages in that document and which page you are on.

If your only reason for pagination is to keep track of the number of pages your document has and which page you’re on, then you do not have to do anything because this is done automatically.

However, if you want the page numbers to appear on the pages, then you need to do your own pagination. The great thing about this is you can even customize the way the numbers appear. You can have them in Roman numerals, letters, let them appear at the top or the bottom, and so on.

So, let’s get started with how to add pagination in Word if you are doing this on your own.

This is an easy procedure that can be performed in just a few clicks.

Click1: Click Insert.

Click 2: On the dropdown menu that appears, click Page Number. This will reveal another dropdown tab with options to determine where you want the page number to be. You can hover over the option you prefer.

Click3: On the menu that appears next to the position you prefer, click on the preferred design for the page number.

Your page number will be inserted in the header or footer, depending on what you choose.

How to Use Different Pagination in Word

So, what if you want to change from the ordinary numbering style and use something different? Well, if you just need to change say from numbers to letters or Roman Numerals, that is an easy task. It is probably easier than adding page numbers.

For this, we are assuming you already have the pages numbered and you want to change the formatting.

Click 1: Click Insert.

Click 2: On the menu bar that appears, click “Page Number”.

Click 3: On the drop-down menu, click “Format Page Numbers”.

Click 4: A Page Format box will popup and you can choose the format you want from the Number Format section.

How to Start New Pagination in Word?

Now let’s get practical. In real life, you will have to do more than add a page number or more to a document. You might be writing a research paper and you will have to start with an introduction and a few more pages like the table of content and definitions before the first page of the research document. This requires that you start new pagination after a few pages.

You may also need to use different page numbering formats, for example, Roman numerals for the introduction and contents sections and then Arabic numerals for the main research document. It gets a bit interesting here.

To do this, you need to insert a Section Break- Next Page between the 2 sections that you want to have different numbering from the main research. You also need to unlink the section’s footer from the preceding one.

Now, here’s how to go about it:

Step 1: Click Show/Hide symbol in the Paragraph box so that you can see all section breaks in the document. If you hadn’t already inserted a section break, then you need to insert one where you intend to switch from one numbering format to the next.

Step 2: Follow this step if you discover there are no section breaks. Select “Page Layout” and in the Page Setup box, choose “Breaks” then select “Next Page”

A section break is a code in your document identifying where a new section begins and Word will recognize this as a section to add a new header or footer.

Step 3: Click the page number in the footer, this should be below the section break. You will also see “Same as Previous.”

Step 4: A new tab labeled “Header and Footer Tools” should be visible on the menu. Look for a highlighted button labeled “Link to Previous” Unselect this button and that should cause the “Same as Previous” box to go away.

Step 5: With your cursor still positioned where the page number is on the footer, go to Header and Footer Tools and select Page Number, then Format Page Numbers.

Step 6: You should be directed to “Page Number Format” box. Choose the format you want to use in that section and then continue to your preferred numbering for the next section. Select OK.

What is a Page Break?

A page break is a mark signifying where one page ends and another begins. Normally in Word, it is inserted automatically at the end of a page. However, a user may decide to end a page midway as they switch to a new chapter. This can help a printer to determine where the page ends and it will print the next content on another page.

So, basically, you have 2 types of page breaks.

  • There is a natural one added by Word at the end of a page.
  • There is another that a user will add manually when the content in a chapter is finished.

Inserting a Page Break

Word has several shortcuts and there is an easy one you can use to add a break. The shortcut is Ctrl + Enter. But before you do that, determine where you want the break and place your cursor there. This should be between the last sentence of the first section and the first sentence of the new section.

Make sure you haven’t placed the cursor in the footer space because it will not place a break there. Once the cursor is in position, use the shortcut.

Alternatively, click Insert, and then choose Page Break. The break will be inserted.

Remove Page Break Word

Sometimes, you may discover that there is more content you need to add to a chapter, but if you have inserted a break, Word will add whatever content you try to add in the next page. This means you need to remove page break, add the content and then put the break after that.

First of all, this will only work for a manual break as the break inserted by Word cannot be removed.

This is how to go about it:

Step 1: On the Home tab, select the symbol for Hide/Show paragraph marks and other hidden formatting symbols. (that’s the one that looks like a P facing the wrong way)

Step 2: Locate the page break you inserted and highlight it, then press Delete or Backspace.

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Tags Start & End

Tags Can Start & End Anywhere

Appendix B

.NET code for multi-page image output

Appendix A

Java code for multi-page image output

Data Bin Search

The Data Bin can now be searched to find a table, column, node or other piece of data without scrolling through it all.

Shrink to Fit

This will shrink the contents of a cell until it fits the defined cell size.

Time Zone Conversion

A new Windward macro has been added to help with converting dates and times from UTC time to the local time zone.

Image Output Format

New image output formats added.

PostScript Output Format

PostScript, commonly used with printers and printing companies, has been added as an additional output format.

New and Improved Datasets (Designer, Java Engine, .NET Engine)

Datasets have been re-written from scratch to be more powerful and easier to use.

Stored Procedure Wizard (Designer)

This works for all tag types that are connected to a SQL-based data source (Microsoft SQL Server, Oracle, MySQL, or DB2).

Boolean Conditional Wizard (Designer)

Before, conditional statements could only be written manually. Now they can also be built using our intuitive Wizard interface.

Reorganized Ribbon

The ribbon menus have been re-organized and consolidated to improve the report design workflow.

XPath 2.0 as Data Source

Adds various capabilities such as inequalities,descending sort, joins, and other functions.

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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SQL Select Debugger

SQL Select  Debugger

  • The look and feel was improved
  • Stored Procedure Wizard
  • Improved Exceptions pane

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Tag Editor/Tag Selector

Added a Query tab as a field for typing or pasting in a select statement

  • Color Coding of Keywords
  • TypeAhead
  • Evaluate is now "Preview"

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Rename a Datasource

All tags using that Data source will be automatically updated with that name.

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Connecting to a Data Source

New single interface to replace 2 separate dialog boxes

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Tag Tree

Displays of all the tags in the template, structured as they are placed in the template. This provides a simple & intuitive way to see the structure of your template. Also provides the capability to go to any tag and/or see the properties of any tag.

Added Javelin into the RESTful Engine

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Support for Google Application Engine Integration

The ability to integrate the Windward Engine into Google’s cloud computing platform for developing and hosting web applications dubbed Google Applications Engine (GAE).

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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Additional Refinement for HTML Output

  • Improved indentation for ordered and unordered lists
  • Better handling of template header and footer images
  • Better handling for background images and colors

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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Redesigned PDF Output Support

This new  integration will allow for processing of complex scripts and bi-directional  text such as Arabic.  Your PDF output  will be much tighter and more closely match your template, and we’ll be able  to respond rapidly to PDF requests and fixes.

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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PowerPoint Support

Includes support for new ForEach and slide break handling, table header row repeat across slide breaks, and native Microsoft support for charts and images.

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Tags are Color Coded

Tags are color coded in the template by type, making it easy to visually identify them.

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Increased Performance

Version 13’s core code has been reworked and optimized to offer a reduced memory footprint, faster PDF generation and full documentation of supported features and limitations in the specifications for DOCX, XLSX and PPTX.

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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Advanced Image Properties

Documents can include advanced Word image properties such as shadows, borders, and styles.

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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Improved HTML Output

Windward has updated HTML output to reflect changing HTML standards.

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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Version 13 New Data Sources

Windward now works with a slew of new datasources: MongoDB, JSON, Cassandra, OData, Salesforce.com

If you've just discovered us, we're excited. Learn more about Windward document automation software now.

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Generate Code

The Generate Code tool in the designer allows you to open an existing template and, with a click of a button, automatically create a window with the code needed to run your current template with all data sources and variables. Simply copy this code and paste into your application's code in the appropriate place. You now have Windward integrated into your application.

You only need to do this once. You do not do this for each template. Instead, where it has explicit files for the template and output, change that to parameters you pass to this code. Same for the parameters passed to Windward. This example uses explicit values to show you what to substitute in where.

Pivot Tables Adjusted in Output

Any pivot tables in an XLSX template are carried over to the XLSX output. The ranges in the pivot ranges are adjusted to match the generated output. So your final XLSX will have pivot tables set as expected in the generated file.

This makes creating an XLSX workbook with pivot tables trivial.

Imported Template Can be Set to Match the Parent Styles

In an imported sub-template, if its properties for a style (ex. Normal) differ from the parent template's properties for the style, the use in the sub-template can be set to either use the properties in the sub-template, or the properties in the parent.

You set to retain when you don't want the child template's styling to change when imported. You set to use the parent when you want the styling of the imported template to match the styling in the parent.

Any explicit styling is always retained. This only impacts styling set by styles.

Tags can be Placed in Text Boxes

Tags can be placed in text boxes. Including linked text boxes. This gives you the ability to set the text in a textbox from your data.

Tags can be Placed in Shapes & Smart Art

Tags can be placed in shapes & smart art. This gives you the ability to set the text in a shape from your data.

HTML Output Supports Embedded Images

When generating HTML output, the engine can either write bitmaps as distinct files the generate HTML references, or it can embed the images in the HTML providing a single file for the output.

Footnotes & Endnotes can Have Tags

You can place tags in pretty much any part of a template, including in footnotes & endnotes.

Document Locking Supported in DOCX & XLSX

Any parts of a DOCX or XLSX (PowerPoint does not support this) file that are locked in the template, will be locked the same in the output.

Specify Font Substitution

If a font used in the template does not exist on the server generating a report, the font to substitute can be specified.
In addition, if a glyph to be rendered does not exist in the font specified, you can specify the replacement font. This can be set distinctly for European, Bi-Directional, and Far East fonts.

Process Multiple Datasources Simultaneously

If you need this - it's essential. And if you don't need it, it's irrelevant.

Windward enables you to build a document by applying multiple datasources to the template simultaneously. When Windward is merging the data into a template, it processes the template by handling each tag in order, and each tag pulls from different datasources. (As opposed to processing all of one datasource, then processing the next.)

This allows the select tag to use data from another datasource in its select. For example, if you are pulling customer information from one data source, you can then pull data from the sales datasource using the customer ID of the customer presently processing to pull the sales information for that customer. If you're interested in patching together your data from multiple datasources, read this post on our blog.

Genesis Abel

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Genesis Abel

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