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A situation that I often end up with is I am looking at PDF that has no page numbers on the pages for whatever reason. I forgot to add them in Word or PowerPoint and I need to add them to the PDF, because I'm going to print them out and I don't want to lose their order. So it's very easy to add page numbers to the actual pages in Acrobat. There is no actual add page numbers to pages command. You might think that it is this command in the Page Thumbnails panel if you right-click and choose Number Pages, but, actually no, that has to do with the page number display; what gets displayed up here.
Not really anything having to do with on the page and I do have a video that covers renumbering the page display. Instead what you want to do, what you want to look for is inside the tools panel under Pages, go down to Header & Footer, because page numbers are one of the fields that you can add to the header or footer of every page. So I am going to choose Add Header & Footer. We get a big dialog box and I'll be going into detail on this dialog box in a different video. Right now let's start out simple and just add a page number.
So the thinking is do you want to add a page number to the top part of the page or the bottom part of the page? You can't really add it to this side of the page. Sorry about that. So that's the header or the footer. Let's say that we want to add a page number to the footer. So then this dialog box is showing you the current header; that's this big rectangle here, and the current footer; that's this big rectangle down here. It's also showing you these blue lines indicating the margin. So if you want to add a page number to the footer, do you want it to left, center, or right of the page? So let's choose add it right in the center.
So here is Center Footer Text. Click inside there. Now you can add any text that you would like, like I could say Page and as you edit these fields, you will see the little preview shows you what it's going to look like. Then I will have a space and then I am going to click Insert Page Number. You don't want to say actually Page 1. You don't want to type it yourself, because that will put Page 1 on every single page in the document. So you want to add the special dynamic field by clicking Insert Page Number.
So it will always track what is the page number, the current page number of this document, is it the 5th page, is it the 12th page, the 300th page, and it will put in the current page number. You can see that for yourself by choosing Preview Page. It's sort of cycling through your document. So on page 2 this is what the header looks like. We have a little bit typed towards the top and there is page 2 at the bottom, page 3, and so on. Now actually I would like a larger type size instead of 8 point Arial. I think I might change this to 14 point and maybe you can underline it or you can change the color.
We can make it red or orange, if you want. Let's just leave it black. That's good. You can also adjust the Margins, because this is just guessing at the margins. It has no clue what the margins are in this PDF page. It's just a blank field. So if you want to, you can say, well, I want the bottom margin to be one inch. So it sort of pushes it out from the bottom of the page. You might get some page elements down here which why you don't want to make it too much. Maybe I will say .75 inches and then you can use the Preview Page to make sure you're not going to have type overlapping on there.
Something else you might want to pay attention to are these links here, the links that you see in blue. So under Appearance options, you can choose to shrink the document to avoid overwriting the document's text and graphics which means if any text or graphics might appear on top of page 6 and top of your header or footer text, it will scale the page content down, so it doesn't. If your page number is going to appear on different page sizes in the same PDF, which Acrobat supports, it will keep the position constant if you would like.
So we are going say, yeah, just leave it as is. Under Page Number and Date Formats. Under Page Number Format you can say that instead of just the page number, you could also say it's one of however many pages there are, or you can even have it enter the word page for you, if you don't want to type it out there yourself, or we could just go and leave it at 1 as is. Then if you spent any amount of time in this dialog box you're going to want to save your settings, because you probably want to apply the same style of page number to other documents in the future.
So come up to the top, click Save Settings. We'll say Footer centered page number. That way the next time that we work on a document, we can just select it from here. I'll click OK and you can see that the page number has been applied to every single page in the document. One thing to keep in mind is that if you bring in more pages, if you combine other PDFs with this, you are going to have update your page number, it doesn't do it automatically.
So for example if we choose Insert from File and we add a section after this. So I am going to select that PDF file, and I'll be talking about inserting and combining in a different video. You don't have to worry if you don't understand exactly what I'm doing here. Basically, I'm just adding another PDF after this one. The new pages, they don't get the page numbers. So it just ended with page 7 and here are the pages from the new document. So in that case what you need to do is go back to Header & Footer, all you need to do is choose Updates.
Choose Updates and then click OK. That sort kicks it into gear and reminds it to add the new page numbers to the other pages. So as you can see it's pretty simple to add a page number to PDFs. The key is don't look for a command called page numbering; look for the command called Header & Footer. That's where you add the page number.
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