Formatting Issues

How to Add "Page 1 of X" Below Footer Content in Word

Khadija Khan Oct 1, 2026 868 views

Question details

The user wants to insert a "1 of X" (or Page X of Y) page number format underneath the current footer content without deleting or replacing the existing text.

How to Add Page Numbers Below Footer Content and Use "1 of X" in Word

Product: Microsoft Word
Device & OS: Windows and Mac
Scenario: Customizing document formatting by adding multi-part page numbers while retaining specific footer text like confidentiality notices or document titles.
Observed behavior: Using default footer gallery designs replaces and overwrites existing footer content instead of appending the page numbers below it.

Before you start

Before modifying your headers or footers, save a backup copy of your document, as applying preset footer designs from the built-in gallery can accidentally replace your existing text.

Solution 1Recommended

Manually Insert Field Codes for Page Numbers

Manually adding the PAGE and NUMPAGES field codes ensures your page numbers are placed exactly where you want them, without overwriting your existing footer text.

Using Word's native field codes gives you complete control over formatting. This method works perfectly on both Windows and Mac versions of Microsoft Word.

Open Footer Editing Mode

Double-click the footer area at the bottom of your document to open it for editing, then press Enter to place your cursor below the existing text.

Insert the PAGE Field

Press Ctrl+F9 (Command+F9 on Mac) to insert a pair of field code brackets. Inside these brackets, type the word PAGE.

Add Static Text and NUMPAGES Field

Click outside the right bracket, type a space, the word "of", and another space. Then press Ctrl+F9 (Command+F9 on Mac) again and type NUMPAGES inside the new brackets.

Toggle Field Code Display

Press Alt+F9 (Option+F9 on Mac) to toggle the field codes display and reveal the properly formatted "1 of X" page numbers.

Manually Insert Field Codes for Page Numbers

Field Code Syntax: Before toggling, the final field code syntax should look exactly like this: { PAGE } of { NUMPAGES }.

Solution 2

Use Quick Parts or AutoText

If you prefer using built-in Word menus instead of keyboard shortcuts, you can insert the AutoText entry for "Page X of Y" directly at your cursor's location.

Efficient Document Formatting

Easily Insert Page Numbers with WPS Office

WPS Writer simplifies document formatting by allowing you to intuitively add "Page X of Y" page numbers anywhere in your footer without risking the deletion of your existing text. It offers a user-friendly interface and is highly compatible with Microsoft Word documents.

1. Open Footer Editing Mode: Open your document in WPS Writer and double-click the footer area to enter editing mode.
2. Position Your Cursor: Click exactly where you want the page number to appear, such as immediately below your existing footer text.
3. Insert the Page Number: Go to the Header and Footer tab on the ribbon, click "Page Number", and choose the "Page X of Y" format to insert it instantly without overwriting anything.

Free to download and use for all basic editing tasksFully compatible with Microsoft Word (.docx) formatsIntuitive header and footer editing tools for custom layoutsLightweight application with exceptionally fast processing speed

microsoft office alternative - wps office

Frequently Asked Questions

Why does inserting a page number delete my existing footer in Word?

When you insert a page number using Word's preset design gallery (Insert > Page Number > Bottom of Page), it applies a pre-configured building block that replaces the entire footer content. Inserting the page number manually via field codes or at the current cursor position prevents this overwrite.

How do I toggle the field code display on a Mac?

On a Mac, you can toggle between the raw field codes and their actual calculated values by pressing Option+F9. If your Mac keyboard is set to use function keys for system controls, you will need to press fn+Option+F9 instead.

Can I change the "1 of X" text to read "Page 1 of X"?

Yes. You can customize the static text around the field codes however you like. Simply type the word "Page " directly before the { PAGE } field code in your footer. The static text will appear exactly as typed on every page alongside the dynamic numbers.

Why don't I see the "Page X of Y" option in Word for Web?

Word for Web has limited header and footer formatting capabilities compared to the desktop application. For advanced footer customization, such as the precise placement of "1 of X" formats alongside existing text, you need to open the document in the installed Word desktop application.

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