Excel’s default page numbering starts at 1 for the first printed page. This does not work when your printout is part of a larger document or report. You need the first page number to be something else, like 5 or 21. The solution is in the Page Setup dialog within Excel’s print settings. This article shows you the exact steps to set a custom starting page number for your headers or footers.
Key Takeaways: Custom Page Numbering in Excel
- Page Layout > Page Setup launcher: Opens the dialog where you set the first page number for your entire print job.
- Header & Footer > Page Number: Inserts the page number code that will automatically follow your custom sequence.
- Print Preview: Verifies the custom numbering is correct before you send the document to the printer.
Understanding Excel’s Page Numbering Feature
Excel handles page numbers through headers and footers. These are special areas at the top and bottom of each printed page. The page number you insert is not a fixed piece of text. It is a code that Excel updates automatically based on the print order. The starting value for this sequence is controlled separately in the Page Setup options. You must set the starting number before or after inserting the page number code. This feature works for all print layouts, including worksheets with multiple pages.
Steps to Set a Custom Starting Page Number
Follow these steps to begin your printed pages with a number other than one. Ensure your worksheet is ready for printing with the correct page breaks.
- Open the Page Setup dialog
Go to the Page Layout tab on the ribbon. In the Page Setup group, click the small launcher icon in the bottom-right corner. This opens the Page Setup dialog box. - Navigate to the Page tab
In the Page Setup dialog, click the Page tab if it is not already selected. Look for the First page number setting at the bottom of this tab. - Enter your custom starting number
The First page number field likely shows Auto. Click in the field and replace Auto with the number you want on the first printed page. For example, type 5 to start numbering from page five. - Insert the page number into your header or footer
Click the Header/Footer tab in the same dialog box. Click Custom Header or Custom Footer. In the editing box for the left, center, or right section, click the Insert Page Number button (the # icon). You will see &[Page]. Click OK to close the header/footer editor. - Verify the settings
Click OK to close the Page Setup dialog. Go to File > Print to open the Print Preview pane. Scroll through the preview pages to confirm the numbering starts with your custom number and increments correctly.
Common Mistakes and Limitations
Page Number Shows as &[Page] in Print Preview
If you see the code &[Page] instead of a number in Print Preview, you typed it manually. You must use the Insert Page Number button in the header/footer editor. Delete the typed text and insert the code using the button.
Numbering Resets After a Manual Page Break
Excel’s custom First page number applies to the entire print job for that worksheet. Inserting a manual page break does not reset the sequence. If numbering seems wrong, check if you have multiple print areas defined. Go to Page Layout > Print Area to manage them.
Custom Number Not Working in Page Layout View
Page Layout view may not always reflect the custom start number until you print or use Print Preview. For accurate verification, always use the File > Print preview.
Auto vs. Custom First Page Number: Key Differences
| Item | Auto (Default) | Custom Number |
|---|---|---|
| First Printed Page | Always shows as Page 1 | Shows the number you specify |
| Use Case | Standalone documents | Documents that are part of a larger set |
| Setup Location | Page Setup > Page tab | Page Setup > Page tab |
| Header/Footer Code | Same (&[Page]) | Same (&[Page]) |
| Effect on Total Pages | &[Pages] counts from 1 | &[Pages] counts from custom start |
You can now control where your Excel printout begins in a multi-file report. Use the First page number setting in Page Setup for this control. Next, try using the &[Pages] code in your footer to show the total page count based on your custom start. For advanced control, use different starting numbers on separate worksheets by setting the First page number individually for each sheet.