How to add page numbers to a PDF (skip the cover, show “3 / 12”)

When page numbers help

When several documents are merged into one file, a reviewer needs to be able to say “the table on page 7”. The original documents may each have their own numbering, or none at all, so numbering the final file from start to finish avoids confusion.

Steps

1. Combine the documents with Merge PDF, and fix the order with Reorder PDF Pages if needed.
2. Open the final PDF in PDF Page Numbers.
3. Enter a page range, or leave it blank to number every page.
4. Set the starting number, the format (1, 1 / 10 or Page 1 of 10), the position, the font size and the edge margin.
5. Click Add numbers, then Download PDF, and open the file to check that the numbers do not overlap the content.

Skipping the cover and contents pages

If page 1 is a cover, set the range to 2 through the last page (2-12 for a 12-page file) and keep the starting number at 1. The second physical page then shows “1”. Numbers increase in document order across the pages you selected. Note that in the “1 / 10” and “Page 1 of 10” formats, the total is the page count of the whole document, including the unnumbered cover.

Choosing a position and size

• Bottom center: the default and the safest choice for most documents.
• Bottom right: easy to spot when flicking through a single-sided printout.
• Top: useful when the bottom of each page has footnotes or signature lines.
• The default font size is 12 pt; something a little smaller than the body text, around 9–11 pt, is usually enough. Increase the edge margin (24 pt by default) if the numbers sit too close to the text.

Limits to know

• Files can be up to 20 MB and 500 pages.
• Password-protected (encrypted) PDFs are blocked, so save an unlocked copy first. Digitally signed PDFs are blocked too, because adding numbers would break the signature; send a signed certificate as it is.
• Numbers are added in black. If a page has a dark background at the chosen position, pick another position.