How Do You Add Page Numbers in Excel 2010: A Step-by-Step Guide

Adding page numbers in Excel 2010 is a straightforward task. You can quickly insert page numbers in the header or footer of your Excel worksheet to help keep your data organized and easy to navigate. After adding page numbers, you’ll be able to print your document with sequential page numbering, making it more professional and easier to reference.

Once you’ve added page numbers to your Excel worksheet, you’ll find that navigating and organizing your data becomes much simpler, especially when dealing with multiple pages. It also makes your document look more polished and professional if you need to share it with others.


When working with large datasets or reports in Excel 2010, keeping track of where you are in a document can be challenging. Not to mention, when you print these documents, it’s crucial to maintain order, so you (or someone else) can easily follow along. This is where page numbers come into play. They’re like the breadcrumbs of your document, helping you to navigate the thicket of data with ease.

Page numbers are not just a convenience; they’re essential for maintaining consistency and providing a reference point in shared documents. Imagine handing over a 50-page financial report without page numbers – chaos would ensue! In the professional world, it’s these small details that can make or break the clarity and usability of your documents. Whether you’re a student, an accountant, an analyst, or anyone who uses Excel to manage large amounts of information, learning to add page numbers is an essential skill. So, let’s get down to brass tacks and learn how to do it, shall we?

Step by Step Tutorial: Adding Page Numbers in Excel 2010

Before diving into the steps, know that adding page numbers helps you easily keep track of your work in a multi-page Excel document.

Step 1: Open the workbook where you want to add page numbers

Open your Excel 2010 workbook to the worksheet where you want the page numbers to appear.

Opening the correct workbook is the first step to ensure you are working on the right document.

Step 2: Go to the ‘Insert’ tab

Click on the ‘Insert’ tab on the ribbon at the top of Excel.

The ‘Insert’ tab contains various tools to add additional elements to your worksheet.

Step 3: Click on ‘Header & Footer’

In the ‘Text’ group, click on ‘Header & Footer.’

This action will take you to Page Layout view, where you can edit headers and footers.

Step 4: Choose where to place the page number

Select either the header or footer where you’d like the page number to appear.

Typically, page numbers are placed at the top-right, bottom-center, or bottom-right of a page.

Step 5: Insert the page number

In the ‘Header & Footer Elements’ group, click on ‘Page Number’ to insert it.

This will automatically add a page number field to your chosen header or footer.

Step 6: Customize the page number format (Optional)

Customize the page number by adding text or formatting if needed.

You can add prefixes like "Page" before the number or choose a different font style for the page numbers.

Step 7: Return to Normal view

Once you are happy with your page numbers, click on ‘Normal’ under the ‘View’ tab to return to the standard Excel view.

You can now see the page numbers when you go to ‘Print Preview’ or when you print the document.


Benefit Explanation
Easier Navigation Adding page numbers makes it easier to navigate through the document, especially when working with large amounts of data.
Professional Appearance Documents with page numbers look more organized and professional, which is critical when sharing your work with others.
Reference Points Page numbers provide reference points within your document, making collaboration and communication about specific sections much more straightforward.


Drawback Explanation
Limited Placement Options Excel 2010 offers limited placement options for page numbers, mostly confined to the header and footer areas.
Potentially Disruptive If not carefully placed, page numbers can disrupt the layout or the flow of data within a worksheet.
Manual Updates Required If you add or remove pages, you may need to manually update the starting page number to maintain the correct sequence.

Additional Information

Beyond the basic steps of adding page numbers in Excel 2010, there are a few additional tips and tricks you should know. For example, did you know that you can start your page numbering at a number other than 1? This can be useful if your Excel document is part of a larger report. To do this, you’ll need to access the Page Setup dialog box, which offers more advanced options.

Also, consider the overall design and layout of your worksheet when placing page numbers. You’ll want to ensure that they’re visible but not obstructing important data. Sometimes, it’s worth putting in extra effort to get the formatting just right, especially when presenting your work to others.

Remember, while Excel is primarily used for its computational capabilities, it’s also a powerful tool for creating reports and documentation. Mastering the use of page numbers is just one way to enhance the readability and professionalism of your Excel documents. So, don’t hesitate to dive in and experiment with different header and footer configurations to find what works best for your needs.


  1. Open the workbook where you want to add page numbers.
  2. Click on the ‘Insert’ tab.
  3. Click on ‘Header & Footer’.
  4. Choose where to place the page number.
  5. Insert the page number.
  6. Customize the page number format (Optional).
  7. Return to Normal view.

Frequently Asked Questions

Can I add page numbers to multiple worksheets at once?

Yes, you can add page numbers to multiple worksheets by grouping them. Select the worksheets by holding down the CTRL key and clicking the tabs, then follow the steps to add page numbers.

What if I need to start page numbering with a number other than 1?

You can set a different starting number by accessing the ‘Page Setup’ dialog box, clicking on the ‘Page’ tab, and changing the ‘First page number’ field.

Can I place page numbers outside of the header or footer?

In Excel 2010, page numbers are typically confined to the header and footer areas. Placement outside these areas would require manual text boxes which won’t function as dynamically.

Do page numbers update automatically if I rearrange my worksheets?

No, if you move worksheets around, you will need to update the page numbers manually to ensure they remain in the correct order.

How can I remove page numbers from my Excel worksheet?

To remove page numbers, go back into ‘Header & Footer’ mode, select the page number, and press the delete key.


Adding page numbers in Excel 2010 is a breeze once you know where to look and what to click. It’s like giving your data a roadmap, where each page is a stop along the journey. Whether you’re a student organizing your thesis data, an accountant preparing a financial report, or a scientist documenting research findings, page numbers add that extra layer of clarity and professionalism to your work. So, go ahead and give your Excel documents the structure they deserve by adding page numbers. And remember, the devil is in the details – a well-organized document speaks volumes about the person who crafted it.

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