Clever Clogs tip # 754
1 May 2025


Easily add "Page X of Y" in Headers and Footers (Microsoft Word) *

Hello and welcome to the tip of the month May.

During a recent Word Intermediate/Advanced training session, a participant asked if there's a simpler way to insert "Page X of Y" into a header or footer. Great question! The answer? Quick Parts! They offer a fast and reusable way to add commonly used text and pictures, but also headers and footers - without the hassle. (Shoutout to Caroline for the tip inspiration - bragging rights officially earned! See tip_754.php.)

Here's how:

  1. Open a Word document.
  2. Double-click in the top or bottom area of the page or - if you prefer - go to Insert > Header > Edit Header or to Insert > Footer > Edit Footer.
  3. Click the third button from the left Page Number > Current Position > Page X of Y.
  4. Select the page number field you just inserted.
  5. Click the Quick Parts button in the Header & Footer group (or go to Insert > Quick Parts) and click Save Selection to Quick Part Gallery.
  6. Give it a name and click OK.

Now, whenever you want to insert "Page X of Y" in the Header or Footer just go to Insert > Quick Parts, right-click the entry and choose Insert at Page Header or Insert at Page Footer.

NOTE: When you have added or modified building blocks and you close Microsoft Word you will be asked whether you want to save them for future use. Unless you want to follow the steps described above again, click on Save.

Related tips

  1. Create and modify Quick Parts to insert frequently used text, tables or pictures (Word and Outlook): tip_605.php
  2. Save and insert frequently used tables - tip_597.php
  3. Create, store and insert frequently used text and graphics - tip_486.php

Last month's CleverClogsTipTime on LinkedIn (newest posts first)

  1. The Dutch language is basically Excel's CONCATENATE Function
  2. How do you like your keyboard shortcuts served?
  3. Did you spot the microphone icon on your Taskbar during your Teams calls?
  4. Missing feature workaround in Windows 11

By the way, I've decided to step back from posting on LinkedIn. But if you're on there, you can still browse my archive under #CleverClogsTipTime - plenty of handy tips waiting to be (re)discovered!

K.

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* Unless stated otherwise this tip is written for Microsoft 365 desktop apps and Windows 11 users, but might also be useful in Office 2010, 2013, 2016 and 2019.