How to print page numbers in excel

Answer

To print page numbers in Excel, use the Header & Footer settings found in the Page Layout tools. Excel places page numbers in the header or footer and prints them according to the defined page breaks on the worksheet.

Steps to Add Page Numbers

1. Select the worksheet you want to print.

2. Select Page Layout on the Ribbon.

3. Select Page Setup to open the Page Setup dialog box.

4. Select the Header/Footer tab.

5. Select Custom Header or Custom Footer based on where the page numbers should appear.

6. Select the section (left, center, or right).

7. Select the Insert Page Number button (it displays as #).

8. Select OK to confirm.

9. Select Print Preview to confirm the placement.

10. Select Print.

Header/Footer Options on Windows vs. Mac

Windows

• The Page Setup dialog is available through Page Layout › Page Setup.

• The Header/Footer tab includes graphical buttons for page number, total pages, date, time, and file path.

Mac

• The Page Setup dialog appears under Layout › Header & Footer.

• Page number controls appear on the Header & Footer tab in the Ribbon instead of inside a popup dialog.

• Insert options appear as icons: Page Number, Number of Pages, Sheet Name, and related fields.

How to Print Page Numbers with Total Pages

To print in a format such as “Page 1 of 5,” insert both the page number and total pages codes.

Steps

1. Select Page Layout.

2. Open Page Setup.

3. Select Custom Header or Custom Footer.

4. Choose the position.

5. Select Insert Page Number.

6. Type a space, the word of, and another space.

7. Select Insert Number of Pages.

8. Select OK.

Excel uses internal codes for page numbers. The structure follows this pattern:

       Page &[Page] of &[Pages]

1. Open Page Setup.

2. Select Custom Header or Custom Footer.

3. Delete the &[Page] and &[Pages] fields.

4. Select OK.

Useful Printing Notes

• Excel prints page numbers based on automatic or manual page breaks.

• Excel recalculates the total pages when the print area settings change.

• Excel adds page numbers only when printing or using Print Preview; they do not appear in Normal View.

• Excel adjusts page numbers when scaling options change, such as Fit Sheet on One Page.

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