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Quick Tip: Basic Page Numbering with InDesign CS5

Quick Tip: Basic Page Numbering with InDesign CS5

on Feb 3rd 2012 with 54 comments
Tutorial Details
  • Program: InDesign CS5
  • Difficulty: Beginner
  • Estimated Completion Time: 10 minutes

Most of us have experience using the Adobe Suite, but how much do you know about InDesign? This powerful program has an entire host of features that you wont find in Illustrator or Photoshop, it’s for this reason that it has remained one of the most popular programs for graphic design and typography. The thought of learning InDesign may seem daunting to some, but there’s some really useful functions that are easy to learn and will save you hours of work. In this tutorial you will gain experience working with the page palette and special characters to make a basic page numbering system. You will also learn a few shortcuts that will help you work faster with InDesign.

Republished Tutorial

Every few weeks, we revisit some of our reader's favorite posts from throughout the history of the site. This tutorial was first published in May of 2010.

Step 1

Open the multipage document you wish to add page numbers to. Go to your page palette, if it is not visible you can activate it by selecting Window > Pages.

Step 2

Within the page palette double click on A-master (you can do this by clicking on the text or page icon). You are now working in the master page.

Step 3

Select the text tool from your Tools menu (T), if the tool bar is not visible you can activate it by selecting Window > Tools.

Step 4

Position the cursor where you want your page number to sit. Click once and drag to draw a text box wide enough to hold the required amount of numbers.

Step 5

Select Type > Insert Special Character > Markers > Current Page Number. Once you have completed this step a capital "A" will automatically appear. The capital " A" represents the " A" master page. You can select, Command + A, and edit the character to any font, size, alignment and color to match the style of your document.

Step 6

We are now going to create the adjacent page number. However we need to switch back to the selection tool first (Escape + V). In my document I have set the left hand page up first. So, instead of going through the steps again, to place the right hand number we will simply copy (Command + C) and paste (Command + V) the text box you have just formatted.

Step 7

Position this text box on the right hand page, go to the paragraph palette and change the alignment to align right.

Step 8

You can now switch back to your main pages, you will find that every page is numbered. You will also notice that it is not possible to edit the numbers, this is because they are located on the master page and not the main document. To edit the number go back into the master page and use the techniques outlined in steps 1-6.

Step 9

By default number 1 starts on the front cover. Traditionally you wouldn’t need the cover numbered. It’s possible to remove the number without disturbing the rest of the page numbers. Click once on the page icon you wish to edit, in this case it is the first page. Select the options menu for the page palette, which located in the top right hand corner of the palette and scroll down to Override All Master Page Items. Now click on the page number/text box you want to remove and delete it.

Step 10

To start page number 1 on the second page of the document go back into the options menu for the page palette and make sure that ‘allow document pages to shuffle’ and ‘allow selected spreads to shuffle’ is not selected. To deselect highlight all of the pages by clicking on the first page, hold down shift and then click on the last page in the document. Go back into the page options menu and deselect.

Step 11

Click on the grey of the palette to deselect all of the pages, then click once on page 2 > page options menu > numbering and sections options. Select ‘Start page numbering at’ > ok.

Conclusion

There you have it, how to easily number pages in an InDesign document. Once you learn this feature you will love it. Auto numbering takes the stress out of proof reading and editing documents later and will leave you with more time for the things you do best… creating!

Tags: Tips
 
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  • Cale

    The tutorial is okay but it doesn’t explain how one would make page 2 say page 1 after overriding the master file on the first page which only allows you to delete the box on that page.

    • http://esterliquoridesign.blogspot.com Ester Liquori

      Hi Cale!
      I’m not sure but I think you can solve this problem managing the New Section options.
      Few days ago I’ve published a similar article titled “Automatic Page Numbering with Indesign” (http://esterliquoridesign.blogspot.com/2010/05/automatic-page-numbering-with-indesign.html). There you can find a paragraph titled “Define sections in a document” which explains how to do that.
      Please tell me if this answers to your question.
      Thanks,
      Ester.

      • Cale

        Thanks that totally worked if not completely how I wanted it to (had to add another page to make it even out)

    • http://aiburn.com Sean Hodge

      We added a couple more steps to cover this in this Quick Tip. Thanks.

  • http://dannisbet.com/ Dan Nisbet

    Cale-
    In upper-right corner of the Pages panel, you can access a drop-down menu where you’ll find a “Numbering & Section Options”. Click that, and you can specify in that menu what page number to start on!

  • http://esterliquoridesign.blogspot.com Ester Liquori

    Hi Cale,
    I’m not sure about your question but I think that to reach what you said you need to start a new session inside the document.
    I invite you to read my recent article about “Automatic Page Numbering with Indesign” (http://esterliquoridesign.blogspot.com/2010/05/automatic-page-numbering-with-indesign.html) where there is a paragraph titled “Define sections in a document” that I think is the answer.
    Please tell me if you find my article useful.
    Thank you,
    Ester.

  • Dwight Hipp

    Since they are paying $150 to only show you how to number pages in InDesign I’m going to review my InDesign lessons I’ve saved on web archive and write something on how to make business cards using Step and Repeat.

  • Daniel Apt

    This tutorial is much too basic, for something as powerful as page numbering.

    For example how would you number the pages as of page no. 4 (as Dwight Hipp commented above me)? How would you number in different styles, for example using Roman numbering, or a prefix or suffix?

    This tutorial lacks a lot i.m.h.o., nevertheless I must say that what was taught in this tutorial has been done clearly, so at least good job on that ;)!

  • http://bucketothought.com/loungekat/blog/ LoungeKat

    This tutorial is written as an introduction to page numbering for people who haven’t used InDesign as much as say, Illustrator of Photoshop. It’s great to see that people are interested in learning more complex InDesign techniques.

  • http://desaindigital.com/en Jeprie

    For tutorial this short, this should be a quick tip.
    You really can add more depth to this tutorial by creating real project.

    I learn this myself from reading InDesign help.

    • http://aiburn.com Sean Hodge

      Hi, yah this is a Quick Tip tutorial. thx.

  • http://www.redbubble.com/people/ychty Anastasiia

    Very useful for beginners, I think. Wanted to try it myself, thanks for the clear and nice explanation:)

  • Jess

    Thanks for this Tutorial! As I mainly use illustrator I didn’t even know you could do this. I always numbered my portfolio/cv page by page. Well this will save me a lot of time. Yay!

    Some people above have been very negative. Not everybody is an expert in all programmes! Especially Cales comments – just no need. Is there not a administrator who edits these comments?

    Never mind, I enjoyed the tutorial :)

    • http://bucketothought.com/loungekat/blog/ LoungeKat

      Thanks Jess, it’s great to know that you’ve enjoyed this tut. We like to hear from everybody in our community, no matter what they have to say (as long as it’s not rude, swearing or being mean to other people!), it helps us make this a great resource for everyone. :)

      • Jess

        In my first comment I referred to Cale, I actually meant Dwight Hipp. It was his comments that i wasnt fussed about. Sorry Cale!

      • http://www.apepp.info Andrew

        …indeed, this is the trouble as people can forget they started somewhere once at some time in their digital maze, manuals are great to refer to, but they don’t always provide you with direct “workflow” solutions, some of which come down to experience over time. Some may look in a manual and be reading an inefficient way of working, but nonetheless it still works…

        …i expect other frustrations come into play when people communicate to others like “they should know!!!”, of course “should” can be hard to do, which often leads me to see myself in others…

        …anyway, enough of the “wise man” talk, i’m off back to my own digital hell!

  • http://www.paolalozano.com.mx paola lozano

    Cool nice tut ;)

  • http://www.hellonicedesign.com Marco Moreno

    I thought it was very helpful, well put together and to the point. I got my pages up and running in no time. Thanks again!

  • http://www.dandekarprashant.co.cc Prashant Dandekar

    Very very thanks! very good info!

  • Kelli

    It all seems so simple, but I can’t even get step 5 right. I didn’t get an “A”, but instead got the number of the page. It just seems way to difficult to just get page numbers. Anyone know what I’m doing wrong?

  • genie

    IT would help if you:

    1. zoomed in some
    2. provided before and after imagery (prior to the change, and after)

    From Step 10, this doesn’t make much sense (from a beginner’s perspective):
    “To deselect highlight all of the pages by clicking on the first page, hold down shift and then click on the last page in the document. Go back into the page options menu and deselect.”

    deselect (and) highlight?

    Go back into the page options menu and deselect (what?) then it’s repeated in Step 11.

    You provide the actions to perform, but It would be more helpful and complete if you also included what the result/outcome of each action should be.

    As is, couldn’t get it to work.

  • petr

    hi, anybody know how to place two page numbers on one page.. i mean i have spread and i want only on the left page “20-21 page” or something like that.. thanks..

  • http://twitter.com/sjoerdromkes Sjoerd R.

    This guide was very helpfull, thanks a lot :) I read an other guide which only told me to go to Layout > Numbering & Section Options but that didn’t do it. This guide did ! :)

  • Bareng

    it helped me! thanks

  • matina

    this helps! thank you

  • Husnain

    Its really very good work

    and thanks for help me!

  • Andy

    good work
    thx for the help!

  • aneri

    Thanks it was of great help! :)

  • hasitha p Ranasinhe.

    great……

  • Anwar

    Thanks for this Tutorial! I am a reguler user but suddenly i forgot it.
    anyway thanks again

  • Elias Hickman

    Thanks for this. I have used this a couple of times and it comes in handy.
    I have a question though.
    I always export my documents to PDF for printing. (I think this increases the print speed, thoughts?)
    Sometimes I end up with odd numbered pages in my documents and I just print the cover page all by itself. The problem though, is that when I try to print the remaining pages in the print dialogue box, it won’t let me print the 2nd (numbered #1) page. If I select Pages 2-9 from the ‘Print Range’ section it automatically jumps to page 3 (numbered #2) and if I select page 1-9 it jumps to the cover.
    The only work around for this is going into Page Thumbnails and physically selecting the range of pages 2-9 (numbered #s 1-8) that I would like to print.
    (I should also note that my printer supports full duplex printing. That’s why I sometimes print the cover by itself and the rest front to back.)
    Finally, is there any way to avoid this problem?

  • RedRob

    nice one, mate! come handy for my work.. :)

    thanks a lot, keep it up.. cheers

  • http://- mau

    Hey thanks for the tip.
    I think I’m doing something wrong.
    Number pages appear in all pages but if I put an image or something else over the number it doesn’t show. I mean it is hiden by the image above. I belive that is something basic that I am not doing, but what?
    Thanks again.

    Mau

    • Phil

      Mau,
      Your problem is likely caused because you’ve just placed an image over the number, and the number is locked because it’s a master page item. One way around this is to use the layers palette and create a layer for page numbers which sits above the layer for the rest of your content.

      Hope that helps,
      Phil

  • Sean

    I understand numbering the pages, but ran into a problem with images on the page.

    Some of the pages are PDF copies and when they’re placed on the page, the page numbers are covered. Is there a way to set the page numbering to always be on top and not hidden?

    Thanks,
    Sean

    • Juanchit

      Sean.

      you have to click and drag above the numbering area while pressing shift+cmd.
      this unlocks the objects from the master page so you can edit them.

      after unlocking the items I place them over the images and usually change the color of the numbering so it can be seen better.

      sorry for the bad english
      :)

  • erick

    GRACIASSSSSSS!!!!

  • http://www.wristflick.com Christina G. Smith (@Rvaya)

    Thank you SO much for this! I knew I had done it before when in high school working on yearbook. But I’m not helping someone make a book and I could not for the live of me remember how to do it. And it didn’t help that the help section of InDesign had no information for me.
    Thanks again!

  • http://www.atelier-silent.com Oliver

    Hi there,
    Thanks for the tutorial!
    Is there any trick if I want to use a page numbering that is not going 1, 2, 3, 4,…
    but 01, 02, 03, … 10, 11, 12,… etc., …
    Anyone?
    Thank you in advance,
    oliver

  • Ravikumar

    Thank You A good Tips

  • http://joilene.carbonmade.com Joi Deter

    Every other page number on a magazine I am working on shows up on screen but won’t appear in a pdf. Anyone ever had this problem and know how to solve it? I know for a fact the page number is not on a non-printing layer.

  • Moj

    this guide kicks ass :D gr8

  • http://www.about.me/charmyap Charm

    This is somewhat informative for a newbie like me. Anyway thank you, though not much explanations are posted, thanks again

  • MIke

    Great tutorial. Though I am amazed that it is such a complex process just to shove a number at the bottom of the page.

  • tabish

    i have a question, if i open indesign file with around 150 pages and i want to start page numbering from page number 3, it means my page number 3 has 1 on its bottom in this case how can i setup my A master page or do i have to cerate it manually page by page ?

  • Zappa

    I get to step 7 no problems, but then it doesn’t copy to the other pages… still only showing page 2 and 3. Any ideas what is going wrong?

  • Kwashic

    Thank you very much for this tutorial. Just what i needed. used manual for 24 page newsletters but now considering doing a 150 page document!

  • Aish

    Awsome! Thanx soo much! :)

  • Gilly

    THANK YOU SO MUCH! Got everything after a few trials. That starting page 1 to another page was a bit tricky but got it eventually =D

  • http://twitter.com/NathanielChima .Nathaniel.

    Ahhhhh! You have just saved me a huge amount of time. Thank You very very much!

  • http://www.facebook.com/march.oyinki March Oyinki

    It is only fair that I give credit to this site for helping me resolve the master page numbering challenge I had. Your insructions were very vivid and very helpful. Thanks!

  • Jim Tyler

    Great page–very clearly presented. I can’t seem to find any place that answers my basic problem–when i try to use lower case roman numerals I only get upper case. Same with the letters. If anyone has any ideas……