Page Numbering – How to format an audit report – Part IV

If our report has multiple pages, we have to display the page number on each page that helps the reader to locate the information easily. Many a times, we need to quote the page numbers in our audit points to locate the supporting information, the same is called as inserting cross references.

In most documents, page numbers appear in either the header or in the footer of each page. MS Office Word has many pre-formatted page number designs so that we can quickly insert headers or footers to display the page number.

Insert Page Number

Step 1: Click anywhere in the report

Step 2: On the Insert tab, in the Header & Footer group, click Page Number, and then choose either Top of the page or Bottom of the page (Shortcut: Alt N + NU + T or B).

How to start page numbering only from page 2?

Generally, we used to keep the cover page as first page of the report document and the same need not to be numbered for indexing. We can skip the page for page numbering.

Remove the page number from the first page:

Following steps removes the page number from the first page only from the display; it will not skip the page for numbering. In other words, always the first page will be treated as first page only.

Step 3: Click anywhere in the report (hope you have already inserted page number in your document, if no, please follow step 1 and 2)

Step 4: on the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout tab (shortcut: Alt + P + SP)

Step 5: Under Header and Footers, select the Different first Page check box

Picture A: Different First Page – Page Numbering

Step 4: Click OK

Number the second page as Page Number 1

Step 6: on the Insert tab, click the Header and Footer group, click Page Number, and then click Format Page Numbers. (Shortcut: Alt + N + NU + F)

Step 7: In the Start at box, type 0 and click OK (refer Picture B)

Picture B

Insert Chapter Numbers

Most of the standard text books have chapter wise numbers (i.e. 1-1, 2-20, etc.). You can simply insert the chapter number along with page numbers.

In the Page Number Format dialog box (refer Picture B), do the followings:

1.  Enable Include chapter number check box
2. Select chapter starts with style, and
3. Select Use Separators
4. Click OK

But this will not restart the page numbers for each chapter. If you want to restart the page number for each chapter, you have to insert Section Break from where you want to restart the page numbering. To know about section break, read post Breaks.

Once the section breaks are inserted, follow above mentioned steps 1, 2, 6 and 7.