How to Add Page Numbers in Word APA Style

To add APA-style page numbers in Microsoft Word, choose Insert > Page Number > Top of Page, then select the right-aligned plain number. APA 7 requires a page number on every page, including the title page, with the number 1 on that first page. You will need your document open in Word and, ideally, its pages set up before adding the header.

What You’ll Need

A Microsoft Word document, preferably in the desktop version of Word for Microsoft 365 on Windows. The Mac commands are similar, though some menu labels differ.
Your paper in APA 7 format, with the title page included. Page numbering can be added before or after you write, but setting it up once the document is assembled makes it easier to check the sequence.
Any instructor or publisher directions that modify standard APA formatting. Follow those directions if they differ from the general student-paper guidance below.

Step-by-Step

Open the document and check the page setup. Open your paper in Word and save a working copy if you are editing a template. For a typical APA paper, pages use one-inch margins on all sides, and the page number sits in the header area at the upper right. Page numbers are a header element, not a footer element. You do not have to finish the body text first, but make sure the title page is part of the same document as the rest of the paper.
Open the page-number menu. On Word for Microsoft 365 on Windows, select the Insert tab on the ribbon. In the Header & Footer group, choose Page Number. Point to Top of Page to see the available header layouts. If the ribbon is collapsed, expand it or use the Insert tab’s available page-number command.
Choose the upper-right plain number. Select the simple layout with the number aligned at the right side of the header, commonly labeled Plain Number 3. Word inserts an automatic page-number field, rather than a number you typed yourself. The field should show 1 on the title page and update to 2, 3, and so on on the following pages. The precise thumbnail or wording can vary slightly with Word’s display, so choose the plain, right-aligned option rather than a decorative style.
Confirm that the title page is numbered. Look at the first page. Its upper-right corner should display 1. In standard APA 7 student-paper format, the title page is counted and numbered; it is not left blank. If the first page has no number, double-click inside the header to open the header editing controls, then check whether Different First Page is selected. Clear that option for a standard APA student paper.
Keep the number aligned with the right margin. When you insert the built-in right-aligned layout, Word handles the alignment for you. The number should sit at the upper right, aligned with the right edge of the text area. Do not add spaces repeatedly to push a manually typed number across the page; spacing can change when fonts, margins, or text are edited. If you need to adjust an existing header, use the alignment controls or the header’s right-aligned tab stop rather than a string of spaces.
Close the header and inspect the pages. Select Close Header and Footer on the contextual ribbon, or double-click in the main body of the document. Scroll through several pages, including the first page and the final page, to verify that the number appears in the same location and follows the correct sequence. Word displays the same header position across pages unless the document has special first-page settings or section breaks that change the header.
Check section breaks if numbering changes partway through. A regular page break does not restart numbering. A section break can have separate header settings and may cause a number to disappear or restart. If your paper has multiple sections, double-click the header on a page where the problem begins. In Header & Footer, check whether Link to Previous is on and whether the page-number format is set to continue from the prior section. Use Page Number > Format Page Numbers and choose Continue from previous section when that is the intended sequence.
Use the Mac route if you are working on macOS. In Word for Mac, open Insert and choose Page Number or Page Numbers, depending on the version. Set the position to the top of the page and the alignment to right, then apply the setting. If Word opens a dialog, make sure the option to show the number on the first page is enabled. The menu wording can vary by release, but the result should still be an automatic number in the upper-right header on every page.
Save and verify the final document. Save the Word file, then use Print Layout or a PDF preview to check that the header is visible on every page. The editing view can make headers look faint, but they should print normally. Confirm that the title page shows 1 and that the last page’s number matches its place in the document. If you export to PDF, check the PDF too, especially if it was created through a different export or printing workflow.

Common Mistakes

Leaving the title page unnumbered. A frequent assumption is that numbering starts on the first page of the essay. In APA 7, the title page is page 1, so the next page is page 2. Do not hide the first number unless an instructor or publication’s specific instructions tell you to use a different format.

Adding a running head when it is not required. Student papers generally need the page number but not a running head, unless the instructor requests one. Professional papers use a running head as well as the page number. A running head is a short title in the header at the left; it is separate from the number at the right. Do not mistake the running head requirement for a requirement to add extra text to every student-paper header.

Typing numbers by hand. A manually typed 1 will repeat on every page and will not adjust when pages are added or removed. Use Word’s page-number field so the numbering stays automatic. Also avoid placing the number in the footer or beside the body text; APA calls for it in the upper-right header.

Restarting the count in a later section. Section breaks are useful for different layouts, but they can separate header settings. A references section does not normally start a new numbering sequence. Unless specific instructions say otherwise, keep the numbering continuous through the references and any appendices.

Tips

Apply page numbering to the whole paper at once. Inserting a top-of-page number in the main section is more dependable than adding a number page by page. This also reduces the chance of missing a page after revisions.
Keep the header simple. For a standard student paper, the number alone is usually all that belongs in the header. Use a plain font and size consistent with the paper’s typeface. APA allows several readable fonts; your instructor may specify one.
Do not use spaces to align header content. If a professional paper needs a running head on the left and a number on the right, use Word’s header layout or tab stops. Spaces may shift when the document is opened on another computer or the font changes.
Review the document after editing page setup. Changing margins, inserting a section break, or copying pages from another file can affect headers. Recheck the first page and the first page after each section break whenever you make structural changes.
Use Print Layout for a realistic check. Headers may look lighter while you are editing the body, but that does not necessarily mean they are missing. Print Layout and PDF preview show more clearly where the number will appear on the page.

Troubleshooting

The first page has no number: Double-click the header on page 1 and inspect the Header & Footer options. Turn off Different First Page if this is a standard APA student paper. If the number is still missing, insert it again using the top-of-page, right-aligned layout while the first section is active.

The number appears at the bottom or on the left: Open Insert > Page Number and select a top-of-page, right-aligned option. If you are correcting a number already in the header, remove the incorrect field and insert the correct layout. Avoid typing a replacement number because it will not update automatically.

Every page shows the same number: The number may have been typed as ordinary text instead of inserted as a field. Delete the repeated text, then insert the automatic page number from the ribbon. If the displayed number looks stale, select the field and update it, or save and reopen the document.

Numbering starts over after a page: Check for a section break near the page where the count restarts. Open that section’s header and choose Page Number > Format Page Numbers; select Continue from previous section. If you do not need separate formatting, consider removing the section break, but first check whether it controls columns, orientation, or margins.

The number vanishes after a section break: The new section may have an unlinked header or a different first-page header setting. Open the header in that section and enable Link to Previous if you want it to match the prior section. Then insert or format the page-number field in that section if it is still absent. Be cautious: linking headers can also carry other header text, such as a running head.

The number looks too low or too close to the edge: Check the header position and page margins rather than dragging the number by eye. Double-click the header and adjust Header from Top in the Header & Footer controls if needed. Keep the page layout consistent with your assignment instructions and review a PDF preview after changing the setting.

Frequently Asked Questions

Does the APA title page have a page number?

Yes. In APA 7, the title page is page 1, and its number appears at the upper right. The following page is page 2. This applies to student papers unless an instructor provides different directions.

Do APA page numbers go in the header or footer?

They go in the header at the upper-right corner. In Word, choose a top-of-page page-number layout, not a bottom-of-page layout.

Does an APA student paper need a running head?

Usually not. APA 7 student papers generally use a page number without a running head, unless the instructor asks for one. Professional papers use a running head as well as the page number.

Should the references page continue the same numbering?

Yes. The references page and any appendices normally continue the paper’s existing page sequence. Do not restart at 1 unless your assignment or publisher explicitly requires it.

Can I change the number’s font or size?

You can format the number field, but keep it readable and consistent with the paper’s formatting requirements. If your instructor specifies a font or size, apply that direction and check that the number remains aligned at the upper right.

Will the page numbers update if I add pages?

Yes, if you inserted Word’s automatic page-number field. Word updates the sequence as the document changes. Manually typed digits do not update, which is why inserting the field through the Page Number menu is important.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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