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.
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.
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.
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.
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.
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.
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.
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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