I can think of a couple of instances where you would need to use both Arabic and Roman numbering schemes in your document. The first ones that come to mind are in Academia and Legal documents. In Academia you are dealing with Theses and Dissertations that need both numbering schemes. If you are a lawyer or work in a law office, you know all to well that when you have to do a Brief there are specific rules that must be followed from State to State. And what about books and novels? Technical manuals too! So as you can readily see, there is a real need to use both Arabic and Roman numbering schemes in various documents.
For our purposes, I will use the example a Thesis or Dissertation. It really doesn’t matter what your document is. Regardless of the document, you will learn how to utilize both numbering schemes in your documents.
Follow the steps below to learn how:
- First, the best advice I can give you is to add your Page Numbering AFTER you have finished keying all your text and have made your final edits to your document.
- Second, once your page numbering has been added, then add your Table of Contents (TOC) and/or update your Table of Contents.
- A typical thesis or dissertation consists of three main parts:
- Text (chapters)
- Your preliminary pages, excluding your Title page use lowercase Roman numerals, which are centered and in your footer.
Your text and supplement pages use Arabic numerals and will start with page number 1.
- Your cover page should not include any numbering.
- You may or may not have a CopyRight page in your document, but if you do it does not use a page number and is not counted (some universities, colleges and/or courts require a word count).
- If you have an Abstract page in your document, it will be the first page and it should include a page number. The Abstract page will start with lowercase Roman numeral ii.
- Remember, add page numbering to your document when it is final to avoid issues that may crop up with your page numbering.
Adding Page Numbering:
- If your document has a Title page and no copyright page, then double-click in the Footer area of your Title page to access the Header/Footer tools You can also click on the Insert tab of your Ribbon and select Insert Page Number to access the Header/Footer tools.
- Once in your Footer, your Ribbon should show Header/Footer tools.
- In the Options group of the Header/Footer Tools Design Tab select the check box for Different First Page.
- Click on the Close Header and Footer button to switch out of the footer and move back into your document.
- Next, navigate to your Abstract Page and double-click in the Footer area.
- From the Header/Footer tools, select the Page Number drop-down list, Bottom of Page and the Center option.
- This will add a page number 2 to your Abstract page and leave your Title page without a page number because you enabled the Different First page option.
- Format your page number so that it displays in lowercase Roman numbers. You can start by double-clicking in the Footer area and selecting the page number.
- Left-click and drag your mouse over the number until it is highlighted.
- Now, from the Header/Footer tools Design tab on your Ribbon, select the drop-down menu for Page Number | Format Page Numbers.
- From the Format Page Number dialog, select the formatting style for Roman numeral.
- Be certain Continue from previous section is selected so Word will know what page number to start with. For our purposes it will be ii.
- Continue the lowercase Roman numerals for all preliminary pages.
- Now when that is finished we can add Arabic page numbers to your chapters.
- A Section break must be added in order to change your page numbering from lowercase Roman numeral to Arabic page numbers for the rest of your text.
- Remember, that section breaks are necessary in a document when your margins, page orientation and headers and footer need to be different.
- You can find Breaks on your Page Layout tab in the Page Setup group.
- When you are adding a section break, the best practice is to add a Continuous section break so it is more transparent in your text and does not more your text to the next page.
- Place your cursor at the bottom of your text on the last preliminary page above your footer.
- Now, navigate to the Page Layout tab and click on Breaks | Continuous. This will add a section break to your document.
- Your section break will not be visible when working in Print Layout view. The section break will only be visible when working in Draft View.
- Located in the bottom right-hand corner of your Status Bar, you will see View icons. Click on the Draft icon to view your section break.
Your section break should look like this:
- Switch back to Print layout now as it makes it much easier to format your document in this view.
- In the Print Layout view, look at the base of your Status Bar on the left-hand side. If the Section identifier is turned on to display in your Status Bar, it will now show the section of 2.
- If your Section is not displayed in your Status Bar, right-click with your mouse on the grey Status Bar and select Section.
- Once your Continuous Section Break is in place, go to the first page of your text, which is the page after your last preliminary page in your document.
- Your first page number in your text and/ chapter must show Arabic Page 1. Double-click in your Footer to display the Header/Footer tools.
- From the Header & Footer Tools Design tab, note the Link to Previous button in the Navigation Group is turned on or highlighted orange.
- Click on the Link to Previous icon to turn off the linking. Unlinking the two sections is required so that you can change the formatting from Roman number to Arabic.
- Now highlight the Roman numeral page number and delete it.
- Now format your page number to show Arabic. Select your page number, right-click on it and choose Format Page Numbers.
- From the Page Number dialog, set the following options:
- Number Format: Select 1,2,3 (Arabic)
- Start at: Select 1.
- Click OK.
If, when you close your footer, your page number starts with a 2 instead of a 1, format your page number again to start at zero.
Your Arabic page numbering should continue through the rest of your document.
You should now be well schooled in using two different numbering schemes in your Word documents, regardless of what sort of document it may be!