Microsoft Word: How to Add a Header and Page Number

In Microsoft Word for Microsoft 365 on Windows, choose Insert > Header, select a layout, and type your header; then choose Insert > Page Number and select a position and style. To place both in the same header, click inside the header first, then choose Insert > Page Number > Current Position.

Add a header and page number in Word

A header is the area above the main text that Word repeats across pages. It can hold a document title, a chapter name, a date, or other identifying text. A page number is a field that updates automatically as pages are added, removed, or rearranged. You can put the number in the header or footer; it does not have to sit beside the header text.

Open the document and select Insert > Header.
Choose a built-in layout, or select Edit Header to create or adjust the header area. Click in the header and enter the text you want repeated.
To put the page number in the header, leave the cursor where the number should appear and choose Insert > Page Number > Current Position. Select a number style. If the cursor is not inside the header or footer, choose a position such as Top of Page instead.
When finished, select Close Header and Footer, or double-click in the document’s main text area.

In Word for Mac, the same basic method applies, but the ribbon labels and galleries can differ slightly by version. Use the Insert tab’s Header or Page Number controls; in some Mac builds, page-number options open a dialog where you choose the position and alignment. If a named option such as Current Position is not shown, first open the header for editing and use the page-number control available there.

Choose where the number appears

Word offers common placements at the top or bottom of each page, as well as alignment choices such as left, center, or right. A running header with a right-aligned number is a familiar choice for reports, while a centered footer number may suit a simple handout. Choose a location that does not compete with the document’s main content and that remains easy to find when printed.

There are two useful ways to insert the number. Selecting Insert > Page Number > Top of Page or Bottom of Page applies a built-in arrangement, which may include alignment or a line. Selecting Current Position inserts the field at the cursor, making it easier to combine the number with text already in the header. For example, type “Project update” in the header, add a tab or spacing, and insert the page-number field at the intended position. If alignment is important, use the header’s alignment or tab settings rather than repeatedly pressing the space bar; spaces can shift when the font or margins change.

Word treats the header and footer as separate areas. A number inserted in the footer will not appear in the header, and vice versa. If the number is in the wrong place, open that area and move or remove the number field before inserting it again where you want it.

Format page numbers and numbering style

Page numbers do not have to use ordinary Arabic numerals. Word can format numbers in styles such as Roman numerals, and it can control whether numbering continues from an earlier section or begins at a chosen value. In Windows, open the header or footer, choose Insert > Page Number > Format Page Numbers, select a format under Number format, then choose the numbering option you need. The exact gallery layout may vary, but the format command is available from the Page Number menu.

For a document with a cover page, a common requirement is to hide the number on the cover while showing “1” on the next page. First turn on Different First Page in the Header & Footer tab. This gives the first page a separate header and footer, so its number can be left out while later pages retain theirs. Then open Format Page Numbers and set Start at to 0. Because the first page is numbered zero but its number is hidden, the second page displays 1. Check the result in Print Layout or Print Preview; if the document has sections, verify the setting in the section where numbering should change.

Do not type a page number as ordinary text if you want it to stay correct. A manually typed “1” will remain “1” on every page and will not update when the document changes. The automatic number is a field, so Word calculates its displayed value for each page.

Use a different first page or alternate headers

To omit a header or number from the first page, double-click the header or footer area and select Different First Page on the Header & Footer tab. Word then provides a first-page header and footer distinct from those used on following pages. You can leave the first-page areas blank, add a title-page element, or put different information there. This option applies to the current section, so documents divided into sections may require checking each section.

For a book-style layout with different content on facing pages, select Different Odd & Even Pages in the same tab. This allows odd-page and even-page headers and footers to be edited separately—for instance, a chapter title on one side and the book title on the other. Add or check the number field in both versions if both sides need numbering. Enabling the option does not automatically create the wording you want; it creates separate areas for you to fill in.

These settings are useful for formal documents, but they can be confusing if a header seems to disappear. A page may be using the first-page, odd-page, or even-page version rather than the ordinary header. Double-click that page’s header area and look for the label Word displays, then edit the matching area.

Manage headers across sections

Sections let one document use different page layouts or numbering schemes—for example, front matter with Roman numerals followed by chapters numbered from 1. A section break is different from a page break: it creates a new section whose header, footer, margins, or page-number settings can be managed separately. To add one in Windows, place the cursor where the new section should begin and choose Layout > Breaks, then select the appropriate section break.

By default, a new section’s header or footer may be linked to the previous section. When editing it, Word displays Link to Previous on the Header & Footer tab. If you want a different header or numbering arrangement, turn off that link for the relevant header or footer, then make the change. Remember that headers and footers are linked separately, and first-page or odd/even variants may also have their own behavior. If a change unexpectedly affects earlier pages, check whether the sections are still linked.

To restart numbering in a new section, open its header or footer, choose Insert > Page Number > Format Page Numbers, and select Start at with the desired value. To keep numbering continuous, use the option to continue from the previous section. A document with multiple sections can therefore have continuous numbers, restarted numbers, or different number formats in different parts.

Fix common header and page-number problems

The number appears on only one page: Check whether you typed a digit instead of inserting a page-number field. Remove the fixed digit and insert a number from Insert > Page Number.
The number is missing on the first page: Check Different First Page. If it is selected, edit the first-page header or footer separately, or turn the option off if you want the same content on every page.
Editing one page changes another section: Check Link to Previous. Turn it off in the section that needs different content before editing its header or footer.
Every page shows the same number: The number may have been typed as text, or a field may have been copied incorrectly. Insert a page-number field using Word’s Page Number command instead of duplicating a typed numeral.
The number is too close to the edge: Adjust the header or footer position using the controls on the Header & Footer tab, or review the page margins under Layout > Margins. Check that the printed result is not clipped.

Also distinguish a page number from a total-page count. If you want a display such as “Page 2 of 10,” insert the page number, type the separator text, and insert the document’s page-count field from Word’s field or page-number options. The total can change after editing, so use a field rather than typing a fixed total. If the display does not refresh immediately, select the field and update it, or reopen Print Preview to check the document’s current pagination.

Edit, remove, and check the finished result

To change an existing header, double-click inside it, select the text, and type the replacement. You can format the selected text with the usual font and paragraph controls on the Home tab. To change the number’s position or appearance, select the page-number field and use the available alignment or formatting controls; avoid deleting nearby header text by mistake.

To remove a header or page number, use the corresponding command on the Insert tab, such as Header > Remove Header or Page Number > Remove Page Numbers. In a document with multiple sections, inspect the results throughout the document because linked and unlinked sections may respond differently. Removing a header is not the same as deleting a section break, and deleting a section break can change layout and numbering in ways you did not intend.

Before sharing or printing, review more than the first page. Use File > Print to inspect the preview, then check a page near the middle and the final page. Look for a number that overlaps text, a missing number after a section break, or a header that differs on odd and even pages. Save the document after checking. If you export to PDF, review the PDF too, since that is what recipients may see or print.

Frequently Asked Questions

Can I put the header and page number on the same line?
Yes. Edit the header, type the header text, then insert the number with Insert > Page Number > Current Position. Use alignment or tab settings to position the number; repeated spaces are less reliable because they can shift with font or margin changes.

How do I start page numbering on the second page?
Select Different First Page to hide or customize the first page’s number. If the second page should display 1 rather than 2, open Format Page Numbers and set the starting value to 0 for that section.

Why does my page number repeat on every page?
A repeated numeral is usually ordinary text rather than Word’s automatic page-number field. Delete the typed numeral, open the header or footer, and insert a number through Insert > Page Number.

Can different sections have different page-number formats?
Yes. Use section breaks, unlink the relevant header or footer with Link to Previous when necessary, and set the number format or starting value in each section’s Format Page Numbers options.

Do I add the number to the header or the footer?
Either works. Choose the header for a number at the top of the page and the footer for one at the bottom. The choice depends on the document’s layout or formatting requirements; Word’s automatic page-number field works in either area.

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

More in How-to basics

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

Spotted an error in this guide? Let us know.