Add page numbers to a PDF

Three styles, and when to use each

With “1 of 9”, whoever holds page 7 of 12 knows five more pages exist, and a missing page is obvious when a stack is printed or scanned again. The total is counted when you save, so it is right even after you add or remove pages.

Plain numbers suit documents that already say “page” somewhere, such as in a table of contents that points to them. Whichever style you pick applies to every numbered page; one document cannot mix two.

Where the numbers sit

The numbers are set in a dark gray sans-serif of about 10 points on a Letter or A4 page, roughly 9.5 mm (3/8 inch) in from the edges. Left, Middle and Right put them along the bottom; Top puts them in the top right corner. Size and spacing follow the page, so a small page gets smaller numbers, never below 8 points.

Look at pages that already have something near the bottom, such as a footer or a page number from the original. The new numbers are drawn on top of the page and can overlap what is printed there. They show on the pages in the editor exactly where they will land; if they collide, try Top or another corner.

On a page you turned, the number goes at the bottom of the page as it now reads. They are written as real text, so they stay sharp when printed.

Covers, merged files and what counts

With No number on the first page, the cover stays clean and the next page is numbered 1. The total leaves the cover out too, so a cover plus eight pages reads 1 of 8 through 8 of 8.

Numbering always starts at 1. There is no setting for another start number, for Roman numerals, or for numbering only some of the pages, and the font, size and color are fixed.

Every page in the document counts: pages merged in from other files, blank pages you added and pages made from pictures. A part you save on its own from the PDF menu, such as an extract, is numbered by itself from 1. The numbers are not part of pictures saved with PDF to JPG until the numbered PDF has been saved and opened again.

Numbering with other changes

Since the numbers are worked out when you save, order matters less than you might think. Still, a few habits help:

• Arrange first. Rearrange, add and delete pages before you check the numbering, so what you see is final.
• Pair it with a watermark. A watermark such as DRAFT and “1 of 12” together make a review copy that is easy to discuss.
• Leave room for a signature. Bottom right numbers can sit close to a signature line; choose Middle or Top on contracts.
• Check the corners of scans. Scanned pages often carry a stamp or a handwritten note low on the page, so look at the preview before saving.
• Decide before splitting. A part saved on its own counts from 1, so number the whole document first and save it if the parts must keep the original numbers.