Document Editing Problems

How to Add Page Numbers to an Existing Word Footer without Deleting Text

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs to insert page numbers into a Microsoft Word footer that already contains text, without deleting or overwriting the existing content.

Product: Microsoft Word
Device & OS: not provided
Scenario: Editing a document where the footer already has custom text (such as a company name or document title) and a page number needs to be added alongside it.
Observed behavior: Using standard page number insertion templates often replaces the entire footer content; the user wants to append the page number to the current text layout.

Before you start

Double-click the bottom margin of your document to open the Header & Footer tools, and ensure your text cursor is placed exactly where you want the new page number to appear.

Solution 1Recommended

Use the Alt+Shift+P Keyboard Shortcut

This is the fastest and easiest method to insert a page number at your exact cursor position without modifying any surrounding text.

By using this specific keyboard shortcut, Word automatically inserts a PAGE field code directly into the text exactly where your cursor is placed, bypassing the gallery templates that typically overwrite your footer.

Edit the Footer

Double-click inside the footer area of your Word document to activate editing mode.

Position the Cursor

Click to place your blinking text cursor at the exact spot where the page number should go (e.g., after your existing text or on the opposite margin).

Insert the Page Number

Press Alt + Shift + P on your keyboard simultaneously. The current page number will instantly appear.

Solution 2

Insert a Manual Field Code

A flexible, manual method using Word's field codes to generate the page number dynamically.

Solution 3

Use the Current Position Gallery

Utilize Word's built-in ribbon menu to safely insert a formatted page number.

Seamless Document Editing

Easily Manage Headers and Footers with WPS Writer

WPS Office provides an intuitive, user-friendly word processor that makes editing headers, footers, and page numbers effortless. You can easily combine text and page numbers without worrying about layout overwrites.

1. Open your document in WPS Writer: Launch WPS Office and open the document you wish to edit.
2. Access Header and Footer: Double-click the bottom margin of your page, or navigate to the 'Insert' tab and select 'Header and Footer'.
3. Insert Page Number Safely: Place your cursor next to your existing text, click on 'Page Number' in the ribbon, and choose to insert it at your current position.
4. Save Your Document: Double-click the main document body to exit the footer and save your perfectly formatted file.

Fully compatible with Microsoft Word (.docx) formatsFree and lightweight to installIntuitive header and footer editing toolsFamiliar interface with no learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Why does inserting a page number delete my existing footer text?

When you use the standard 'Bottom of Page' option from the Page Number menu, Word replaces the entire footer with a pre-formatted template. Using the 'Current Position' option or keyboard shortcuts prevents this from happening.

Why isn't Ctrl+F9 working on my laptop?

Many modern laptops have function keys mapped to system controls (like volume or brightness) by default. You may need to press the 'Fn' key simultaneously, making the shortcut Fn + Ctrl + F9.

How do I format the page number after inserting it?

Once inserted, highlight the page number in the footer and use the standard Home tab font tools to change its size, color, or style, just like regular text.

Can I add total pages alongside the current page number?

Yes. You can type 'Page ' before the number, insert the PAGE field, type ' of ', and then press Ctrl+F9 and type NUMPAGES { NUMPAGES } to display 'Page X of Y'.

Document & File Issues