How to Insert and Modify Page Number Shape in MS Word

Learn how to insert and modify page numbers in MS Word, with a guide to customize their shape for your document's style.

Page numbers are essential in any structured document, whether you're working on a research paper, a report, or a business proposal. Microsoft Word offers a powerful set of tools to insert, format, and customize page numbers quickly. This guide will walk you through how to insert page numbers in Microsoft Word (especially Word 2016 and later versions), and how to change their position, format, and appearance.

📌 Step-by-Step: Insert Page Numbers in MS Word

To insert page numbers in Microsoft Word 2016 or newer, follow these steps:

1. Go to the Insert tab in the top ribbon.
2. Click on Page Number in the Header & Footer section.
3. Choose where you want the page numbers to appear:
   • Top of Page (Header)
   • Bottom of Page (Footer)
   • Page Margins
   • Current Position (where your cursor is)
4. Select your preferred alignment: left, center, right, inside, or outside.
5. Once inserted, you can double-click the page number area to edit, format, or customize it further.

Screenshot: Inserting page numbers from the 'Insert' tab in Microsoft Word

🛠️ Modify the Format and Style of Page Numbers

After inserting page numbers, you can customize their appearance to fit your document’s style. Here’s how:

1. Double-click the header or footer where the page number is located.
2. Use the Header & Footer Tools → Design tab to modify the layout.
3. Click Page Number → Format Page Numbers.
4. Choose a numbering format (e.g., 1, 2, 3… or i, ii, iii…).
5. You can also start numbering from a specific page (e.g., start at page 3 or with number 5).

🧩 Table: Common Page Number Styles

Style	Example	Use Case
Arabic numerals	1, 2, 3...	Standard reports, letters
Roman numerals (lowercase)	i, ii, iii...	Preface, table of contents
Roman numerals (uppercase)	I, II, III...	Academic or historical papers
Letters	a, b, c...	Appendices, supplementary material

🎥 Video Tutorial: Watch the Process in Action

Video guide: How to insert and customize page numbers in MS Word

💡 Pro Tips

• To exclude the first page from numbering (e.g., cover page), go to Header & Footer Tools → Design and check Different First Page.
• To add section-specific numbering (like restarting at page 1 in a new chapter), insert a Section Break before applying new numbering.
• You can insert both header text (like chapter title) and page numbers simultaneously for a professional look.

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