# How to add page numbers in Word on Mac: step by step for Microsoft 365

> Learn how to add page numbers in Word on Mac with Insert > Page Numbers, Page X of Y, shortcuts and fixes for numbers that will not show.

URL: https://www.lazur.app/how-to/add-page-numbers-in-word
Updated: 2026-11-07

To add page numbers in Word on Mac, choose Insert > Page Numbers, pick the top or bottom of the page and an alignment, then click OK. This works in Microsoft 365 for Mac and in Word 2024, 2021 and 2019 for Mac, as long as you are in Print Layout.

## Quick answer

- Go to Insert > Page Numbers, choose the top or bottom of the page and an alignment, then click OK.
- Tick Include Page Count if you want output such as page 7 of 9.
- Work in Print Layout. Headers, footers and the page number tool behave differently in Web Layout.
- To change the number style, use Header & Footer > Page Number > Format Page Numbers, then close the header.
- Microsoft lists Control, Shift, P for a PAGE field on Mac. One 2026 Q&A user reports Option, Shift, P, so test first.

Applies to: Word for Mac: Microsoft 365, 2024, 2021 and 2019. Time: 5 min. Difficulty: Easy.

## What you need

- Word for Microsoft 365, 2024, 2021 or 2019 for Mac
- The document open in Print Layout
- A header or footer you can edit
- A backup copy if the document matters

## How to Add page numbers in Word on Mac in Word on a Mac

1. **Open the document in Print Layout.** (View > Print Layout) Go to View > Print Layout. Headers and footers only show in this view. A dimmed Page Numbers command usually means you are in Web Layout. Tip: Switch views before you assume the feature is missing.
2. **Open the Page Numbers dialog.** (Insert > Page Numbers) Click Insert > Page Numbers. If your copy labels it Page Numbering or Page Number, look for the same entry under Insert.
3. **Choose the position.** Pick the top or bottom of the page. Most reports and letters put the number in the footer at the bottom.
4. **Choose the alignment.** Pick Left, Center or Right. MacInstruct's third-party guide also lists Inside and Outside for bound documents, which mirror the number on facing pages. Tip: Inside and Outside may not appear in every copy. Check the dialog.
5. **Set page count and the first page.** Tick Include Page Count if you want output such as page 7 of 9. Untick Show number on first page if the cover should stay clean and your copy offers that checkbox. Tip: If unticking the checkbox changes nothing, check the Different First Page setting.
6. **Click OK.** Word adds the number to every page and keeps the header or footer open so you can edit it.
7. **Format the number.** (Header & Footer > Page Number > Format Page Numbers) Choose Header & Footer > Page Number > Format Page Numbers, pick the style you need, then click OK.
8. **Preview the result.** (View > Reading View) Choose View > Reading View and scroll through the whole document. Microsoft recommends this check, since a graphic or other object can hide a number.
9. **Close the header and footer.** (Header & Footer > Close Header and Footer) Choose Header & Footer > Close Header and Footer to return to the body text. Your numbers stay in place.

## Check your Word version and view first

Microsoft's guide on page numbers applies to Word for Microsoft 365 for Mac, and to Word 2024, 2021 and 2019 for Mac. If you are unsure which copy you run, open Word and choose Word > About Word. The build number tells you how current it is. The latest Microsoft 365 for Mac build for Word in Microsoft's update history is 16.114.4, dated Nov 4, 2026.

Your view matters more than your version. Headers and footers only show in Print Layout. If the document is in Web Layout, the page number tool can look dimmed. Switch with View > Print Layout before you start. A 2023 answer from a Microsoft Q&A MVP gives the same cause, and it matches Microsoft's advice to preview in Reading View.

> **What I could not test:** I could not open Word on a Mac to run these steps on build 16.114.4. The steps follow Microsoft's current article and its Mac keyboard page. If a label differs in your copy, trust your screen and look for the same command under Insert.

- **16.114.4** Latest Microsoft 365 for Mac build for Word in the update history, dated Nov 4, 2026 ([source](https://learn.microsoft.com/en-us/officeupdates/update-history-office-for-mac))
- **4** Word for Mac versions named in Microsoft's page number article, from Microsoft 365 down to Word 2019 ([source](https://support.microsoft.com/en-us/word/add-page-numbers-to-a-header-or-footer-in-word))
- **⌃⇧P** Shortcut Microsoft lists for inserting a PAGE field in Word for Mac ([source](https://support.microsoft.com/en-us/accessibility/word/keyboard-shortcuts-in-word))

Before you insert anything, run through a short list. It takes less time than fixing numbers after a print run.

- Open the document in Print Layout, not Web Layout.
- Save a copy first, so you can compare the version before and after.
- Check whether the document has a cover page or several sections.
- Confirm your build under Word > About Word.

## Add page numbers with Insert > Page Numbers

This is the route most people need. You choose a position and an alignment, and Word places a page number field in the header or footer of every page. You never type the number yourself, so it stays correct when you add, move or remove pages.

Microsoft's article uses three slightly different labels for this command: Insert > Page Numbering, Insert > Page Number and Insert > Page Numbers. If your menu wording differs, look for the page number entry under Insert. Read the dialog carefully whichever label you see.

The dialog gives you a handful of choices. The table shows each one and where the detail comes from. Two of the options come from a third-party guide, not from Microsoft, so check them against your own copy.

| Option | What it does | Where it is documented |
| --- | --- | --- |
| Position | Puts the number at the top or the bottom of each page | Microsoft Support |
| Alignment | Left, center or right. Bound documents can also use Inside or Outside | MacInstruct, third-party guide, Feb 13, 2021 |
| Include Page Count | Adds the total, for output such as page 7 of 9 | Microsoft Support |
| Show number on first page | Untick it to hide the number on page one | MacInstruct, third-party guide, Feb 13, 2021 |

_Page Numbers dialog options and their sources_

Take a report that runs to 9 pages. Choose Bottom of Page, Center, and Include Page Count. Page 7 then reads page 7 of 9 in the footer, and page 1 reads page 1 of 9. Nothing else in the document changes, so you can compare the first page with the last.

![Person working on a Mac laptop, learning how to add page numbers in Word on Mac](https://images.lazur.app/content-images/howto/add-page-numbers-in-word/how-to-add-page-numbers-in-word-1-da2dff.jpg)

Microsoft says you may need to move graphics or other header and footer items before a number shows. A logo or a line of text can sit over the number. Select the item, move it, and check again in Reading View.

## Insert the number yourself with Header & Footer > Field

Use this route when the number has to sit inside a line of text. A common case is a draft label such as Thesis draft, page 7 in the footer. Double-click the header or footer to open it. Then go to Header & Footer > Field, select Page, and click OK.

Word places the PAGE field at your cursor. Type the words before it first, including the space after the comma. Then choose Header & Footer > Close Header and Footer. To change the wording later, double-click the header or footer again and edit the text around the field.

There are three ways to get a PAGE field into place:

1. Header & Footer > Field > Page > OK, the dialog route Microsoft documents.
2. ⌃⇧P, the keyboard shortcut Microsoft lists for a PAGE field on Mac.
3. ⌘F9, which inserts an empty field. You then type PAGE inside the braces, so use it only if you already know field codes.

## Format the numbers and line them up

To change the style, go to Header & Footer > Page Number > Format Page Numbers. Pick the format you need, then click OK. To move the number to the left, center or right, use Header & Footer > Page Number > Page Number, which Microsoft describes as the alignment command.

Microsoft also gives a quick nudge for a number that is already placed. Select it, press Tab once to move it to the center, or press Tab twice to move it to the right. Press Backspace to move it back. These keys work inside the header or footer, so make sure your cursor is there before you press them.

Avoid the spacebar for centering. Spaces push the number by an amount that depends on how many you type. Tabs use the tab stops already set in the header, so the result stays even from page to page.

## Add Page X of Y on a Mac

Page X of Y shows the current page and the total, such as page 7 of 9. Many legal, grant and academic forms ask for it. The simplest route is the Include Page Count option inside the Page Numbers dialog. Microsoft describes that output in its article, and you do not need a separate step.

A third-party guide from MacInstruct, published Feb 13, 2021, describes another route: Insert > AutoText > Page X of Y. That guide is not from Microsoft and it predates the current release. Check that the AutoText entry appears in your copy before you build a template around it.

If you want a title or an author name next to the number, type that text into the footer first. Then insert the page field where you want the number to appear, using the field route described above. The text and the number will then sit on the same line.

## Keyboard shortcuts for page number fields

Microsoft's keyboard shortcuts page lists ⌃⇧P (Control, Shift, P) to insert a PAGE field on Mac. It also lists ⌘F9 for an empty field. A January 2026 Q&A post from a user on Word 16.105 reports ⌥⇧P (Option, Shift, P) instead. That post has no accepted answer, so the combination may differ by setup.

Test the shortcut in a scratch document before you rely on it. Insert a page number, check what Word places in the footer, then delete the test text. If neither combination works, use the menu route. It is slower, but Microsoft documents it in its main article.

## Word for the web works a little differently

If you use Word for the web in a browser, the steps change. Open the document in Editing view, then go to Insert > Page Numbers. Select Include Page Count if you want page 7 of 9 style output, then pick a layout from the gallery. To remove numbers, scroll to the bottom of the gallery and choose Remove Page Numbers.

![Man at a desk with a laptop, reviewing a long Word document before printing](https://images.lazur.app/content-images/howto/add-page-numbers-in-word/how-to-add-page-numbers-in-word-2-603965.jpg)

Word for the web has limits. A title or an author name beside the number, or hiding the number on page one, uses Insert > Header & Footer. Options such as different numbering in different sections need the desktop app. Microsoft's support page does not list page count or file size limits, so check long files after you add numbers.

## Why page numbers do not show up

Most missing-number problems come from one of three causes. Check them in this order, since the first two take seconds to test.

1. The view. Page numbers are dimmed in Web Layout View. Switch to View > Print Layout.
2. The first page. Different First Page hides the number on page one. Check that setting in the Header & Footer tab.
3. The sections. A linked section can take its header from the previous one. Unlink the section in the Header & Footer tab, then set the number again.

Microsoft's note about moving graphics applies here too. A picture or text box in the header can sit over the number, so the number seems to vanish. Move or shrink that object, then check the page again.

Word's 2026 release notes list quality and security fixes only. They show no changes to headers, footers, page numbers or the Insert menu. So a missing menu item is usually a setup issue, not a feature that was removed.

## Insert does nothing in Word 16.105

One January 2026 report describes Word for Mac 16.105 on macOS Sequoia 15.7.3. There, Insert > Page Number did nothing and gave no error. The original poster deleted the Built-In Building Blocks files in the Microsoft Word folder, then inserted numbers with Shift+Option+P. The thread has no accepted answer.

Start with the simple fix. Update Word to the current build, 16.114.4 at the time of writing, and try again. Edit Word's own files only if you have a backup and you have confirmed the folder path first. I did not verify that workaround.

## Mistakes people make with page numbers

The most common mistake is typing numbers by hand. A typed 7 stays 7 after you insert a page earlier in the document. A PAGE field updates on its own. Typed numbers are a trap in any document that gets edited more than once.

The second is putting numbers in the body text. Body text moves when you edit, so the number moves with it and can split across a page. Put numbers in the header or footer, where Word expects them.

The third is forgetting the first page. Many cover pages should not carry a number. Set the first page option before you print, then check the second page too, because that is where many people first notice the numbering.

![Printed documents on an office desk beside a laptop, with numbered pages](https://images.lazur.app/content-images/howto/add-page-numbers-in-word/how-to-add-page-numbers-in-word-3-62f83b.jpg)

The fourth is editing one section and assuming the others changed. Linked sections share a header. If one section looks wrong, check whether it is linked to the section before it, and fix the link instead of retyping the number.

## Check the result before you print or share

Microsoft suggests Reading View as a preview. Open View > Reading View and scroll through the whole document. Check the first page, the last page, and the first page of each section. Then switch back to Print Layout to make any edits.

If you export a PDF or send the file to someone using a different program, open that copy and check the numbers again. Page references can shift when a file moves between programs, so the check is worth the minute it takes.

Once the numbers look right, save the file under a new name. That keeps the version from before your edits, which helps if a reviewer asks what changed.

## Remove or change page numbers later

To remove numbers in the desktop app, double-click the header or footer to open it, select the number, and press Delete. If your Page Number menu shows a Remove Page Numbers entry, it may clear every number in one step. Check the result in Reading View afterward.

To change the format later, return to Header & Footer > Page Number > Format Page Numbers. If the document has several sections, check each one after you change the style, since a linked section can show a different format from the one you expect.

## Where to go next

If you write long reports or manuscripts, the [Word for writers page](https://www.lazur.app/for/writers/word) covers long drafts, templates and dictation in Word. If you format forms for other people, the [Word for students page](https://www.lazur.app/for/students/word) shows templates and citation tools that sit close to page numbering.

## Shortcuts

- Insert a PAGE field at the cursor (Microsoft Mac keyboard page): ⌃⇧P
- Insert an empty field, then type PAGE inside the braces: ⌘F9
- Move a selected page number to the center of the header or footer: Tab
- Move a selected page number to the right: Tab, Tab
- Move a page number back after a Tab move: Backspace

## If it does not work

- **Page Numbers is greyed out** Switch to View > Print Layout. Headers and footers only show in that view, and the tool stays dimmed in Web Layout.
- **Numbers disappear after you close the header** Reopen the header, check Different First Page, and move any graphic or text box that sits over the number. Then preview in View > Reading View.
- **Numbers appear in some sections but not others** The sections are linked. Unlink the section in the Header & Footer tab, then set the number again for that section. Per-section control needs Word for Mac, not Word for the web.
- **Insert > Page Number does nothing in Word 16.105** Update Word to the newest build in the update history, then try again. Do not edit Word's own folders unless you have a backup and have confirmed the path.
- **The keyboard shortcut does nothing** Test Control, Shift, P and then Option, Shift, P in a scratch document. If neither works, use Header & Footer > Field > Page > OK.
- **The number sits on the wrong edge of the page** Check Position in the Page Numbers dialog. Top sends the number to the header and Bottom sends it to the footer. Reapply the setting after you change it.

## With Lazur

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘ and ask; it sees your screen, answers out loud, points at buttons and walks you through apps. Hold fn to dictate. Free for 3 days, then $18/month: https://www.lazur.app/download

- “Where's the page number button?”: Lazur circles Insert > Page Numbers on your screen and labels it, so you can find the entry yourself. (Points at it)

## FAQ

### Does this work in Word 2019 for Mac too?

Yes. Microsoft's page number article lists Word 2019 for Mac, along with Microsoft 365, Word 2024 and Word 2021 for Mac. Menu wording can still differ slightly between versions, so match the labels you see on your screen.

### Why is the Page Numbers command greyed out?

Most often the document is in Web Layout View. Go to View > Print Layout. A 2023 Microsoft Q&A answer gives the same cause, and headers and footers only display in Print Layout.

### How do I hide the number on the first page?

Untick Show number on first page in the Page Numbers dialog, if your copy shows that checkbox. You can also check the Different First Page setting in the Header & Footer tab, which is the first thing a Microsoft Q&A answer suggests when numbers vanish.

### What is the difference between a PAGE field and a typed number?

A PAGE field is a code that Word replaces with the current page number. A typed number never changes. Use the field so the numbers stay correct when you add, remove or move pages.

### Can I number sections separately?

Yes, but Microsoft says per-section numbering needs the desktop app, not Word for the web. Use Word for Mac for that part. If numbers carry over from the previous section, unlink that section in the Header & Footer tab.

### Which shortcut adds a page number on Mac?

Microsoft's keyboard page lists Control, Shift, P for a PAGE field on Mac. A January 2026 Q&A user reports Option, Shift, P instead. Test both in a scratch document before you rely on either one.

### Does Word for the web support page numbers?

Yes. In Editing view, go to Insert > Page Numbers, optionally tick Include Page Count, then pick a layout. To remove them, choose Remove Page Numbers at the bottom of the gallery.

### What if Insert does nothing in Word 16.105?

Update to the current build, 16.114.4 at the time of writing, and try again. In the one thread on this problem, the original poster deleted the Built-In Building Blocks files, and the thread has no accepted answer. Back up that folder first if you try it.

## Sources

1. [Add page numbers to a header or footer in Word](https://support.microsoft.com/en-us/word/add-page-numbers-to-a-header-or-footer-in-word), Microsoft Support, checked 2026-11-07
2. [Keyboard shortcuts in Word](https://support.microsoft.com/en-us/accessibility/word/keyboard-shortcuts-in-word), Microsoft Support, checked 2026-11-07
3. [Add page number X of Y to your Word for the web document](https://support.microsoft.com/en-us/word/add-page-number-x-of-y-to-your-word-for-the-web-document), Microsoft Support, checked 2026-11-07
4. [Update history for Office for Mac](https://learn.microsoft.com/en-us/officeupdates/update-history-office-for-mac), Microsoft Learn, checked 2026-11-07
5. [Release notes for Office for Mac](https://learn.microsoft.com/en-us/officeupdates/release-notes-office-for-mac), Microsoft Learn, checked 2026-11-07
6. [Page numbers in Microsoft Word for Mac, headers and footers not showing up](https://learn.microsoft.com/en-us/answers/questions/5198750/page-numbers-in-microsoft-word-for-mac-headers-and), Microsoft Q&A, checked 2026-11-07
7. [Unable to add page numbers to Word for Mac ver. 16.105 document on iMac Sequoia 15.7.3](https://learn.microsoft.com/en-us/answers/questions/5720631/unable-to-add-page-numbers-to-word-for-mac-ver-16), Microsoft Q&A, checked 2026-11-07
8. [How to Add Page Numbers to a Microsoft Word Document](https://www.macinstruct.com/tutorials/how-to-add-page-numbers-to-a-microsoft-word-document/), MacInstruct, checked 2026-11-07