How to Add Page Numbers to an Access 2019 Form Footer
Question details
The user wants to insert page numbers into the footer of a Microsoft Access 2019 form but cannot locate the command easily on the Ribbon.
- Product
- Microsoft Access 2019
- Device & OS
- not provided
- Scenario
- Attempting to format an Access form for printed output by adding sequential page numbers to the form footer.
- Observed behavior
- The page-number command is not prominently displayed on the Ribbon while editing the form, and any inserted page numbers do not display correctly in standard Form View.
Keep in mind that Access forms are primarily designed for on-screen data entry, so any page numbers you add will only be visible when you switch to Print Preview or physically print the form.
Insert Page Numbers via Design View Search
The quickest way to find the hidden Page Number command in Access 2019 is by utilizing the built-in search bar while in Design View.
In the Navigation Pane on the left side of your Access screen, right-click the form you want to edit and select 'Design View' from the context menu.
At the top of the Access window, locate the 'Search' box (often labeled 'Tell me what you want to do') on the Ribbon and type 'page number'.
Click the 'Add Page Numbers' option that appears in the search results. A dialog box will pop up allowing you to choose the format and position (such as the Form Footer) for your numbers.
To verify that your page numbers are displaying correctly, go to the 'Home' tab, click 'View', and choose 'Print Preview'.
Use an Access Report Instead of a Form for Printing
Since forms are optimized for screen interaction, creating a report based on your form data is the Microsoft Access best practice for printed layouts.
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Frequently Asked Questions
Why can't I see the page numbers when viewing my form?
Page numbers in Access forms are designed exclusively for printed output. You will only see them when viewing the form in Print Preview mode or on the physical printed page, not in standard Form View or Layout View.
Can I manually add page numbers without using the search box?
Yes, while in Design View, you can manually add a Text Box control to the form footer. Change the text box's Control Source property in the Property Sheet to `="Page " & [Page] & " of " & [Pages]` to display the current page and total pages.
Why is it better to print reports instead of forms in Access?
Forms are built for on-screen data entry and user interaction, making their dynamic layouts difficult to translate to standard paper sizes. Reports are specifically engineered for printing, offering precise control over margins, page breaks, headers, footers, and structured data grouping.
How do I access Print Preview in Access 2019?
While in Design View or Form View, go to the Home tab on the Ribbon, click the bottom half of the View button (the drop-down arrow), and select Print Preview from the list of available viewing modes.
