PDF guides5 min read
How to add page numbers to a PDF
Add page numbers to a report, manual or bundle in your browser, and skip the cover if you want to.
Page numbers matter most in documents that people talk about, not only read. Legal bundles, tenders and long reports all rely on someone being able to say 'page 47' and everyone turning to the same page.
The tricky part is that documents rarely want numbering to start on the very first sheet. Covers, contents pages and appendices get in the way. That's why the tool lets you choose which pages get a number separately from the number you start counting at.
The numbers are drawn on top of the page, so nothing underneath changes. It also means placement is up to you. If you tell the tool to put a number right on top of an existing footer, it will. That's the most common mistake by far.
If your document is made from several files, merge them first and number them afterwards. Number the parts first and you get a bundle where the count starts again at every join, which is the exact problem numbering is meant to solve.
When you might need this
- Long documents are easier to find your way around.
- You want to point people to an exact page during a review or meeting.
- You're preparing a report, handout or submission that needs to look finished.
- A printed bundle needs to stay in order after the staple comes out.
- The submission rules say pages must be numbered.
How to do it
- Open Add PDF Page Numbers.
- Add your document.
- Choose the prefix, starting number, position and font size.
- Set the page range so the cover or front pages are left out if they shouldn't have numbers.
- Apply the numbers and download the file.
- Check the first numbered page, one in the middle, and the last one.
Free, with no account. Open it in a new tab and follow along.
Open Add PDF Page NumbersTips
- Keep the numbers away from any existing footer text. That's where most clashes happen.
- Put the numbers in the same place on every page, unless you're making a bound book where they swap sides.
- Check the first and last numbered pages. Off-by-one mistakes show up there.
- A prefix like 'Page' or a document reference helps when several documents are bundled together.
- Merge first, number second, so the count runs through the whole bundle.
- For legal or tender bundles, put a document reference in the prefix. Then every page can be traced even after it's printed, pulled apart and photocopied.
- If the document will be printed and bound, leave enough margin so the numbers don't disappear into the binding or get trimmed off.
- Keep a copy without numbers. If a page has to be added later, it's much easier to renumber the clean copy.
Common mistakes
- Numbering before merging, so the count starts over several times in one file.
- Putting the numbers on top of an existing footer or page border.
- Forgetting the cover counts as a page, so everything is one number higher than you expected.
- Picking a font size that looks fine on screen but is too small to read on paper.
- Adding numbers to a PDF that's already been digitally signed. Any change to the page breaks the signature.
- Only checking the first page. Clashes with footers and counting mistakes often show up further in.
How this compares to Smallpdf, iLovePDF and Adobe
On the big PDF sites, page numbering is often either a paid extra or fairly limited. Smallpdf and iLovePDF both have it, with the usual upload and free-plan limit, and their placement options differ.
Adobe does page numbering properly in desktop Acrobat, which needs a subscription.
Here, the numbers are added in your browser. You control the prefix, starting number, position, size and page range, it costs nothing, and nothing is uploaded. Legal and tender bundles are exactly the sort of confidential papers you'd rather keep off other people's servers.
| Criterion | Smallpdf | iLovePDF | Adobe Acrobat online | Easy File Tools |
|---|---|---|---|---|
| Where your file is processed | On their servers, after you upload it | On their servers, after you upload it | In Adobe's cloud, after you upload it | In your browser, on your own device |
| Account or sign-in | Asked for early, and needed once you pass the free allowance | Optional for small jobs, needed for bigger ones | Most online tools need an Adobe ID | Never needed |
| Usage limits | A few free tasks, then an upgrade prompt | Daily task and file limits on the free plan | The free web tools are mostly a preview of the paid plan | No task counters and no daily limits |
| File size ceiling | The free plan limits upload size | The free plan limits upload size | Cloud upload limits apply | We don't set one. Your device's memory is the practical limit |
| Works without a connection | No, their server does the work | No, their server does the work | No, the cloud does the work | Yes for the browser tools, once the page has loaded |
| Cost | Paid subscription for full access | Paid subscription for full access | Paid Acrobat subscription for full access | Free. Every tool is open to everyone |
Other services change their plans and limits often, so treat this as a rough picture and not a price list. Check their websites for the current details.
Frequently asked questions
- Can numbering start after the cover?
- Yes. Set a page range that leaves out the cover, then choose the number to start from.
- Are the page numbers searchable?
- They're drawn onto the page as text, so treat them as visual markers in the saved PDF rather than something you'd search for.
- Can I add a prefix, like 'Page 1'?
- Yes. Type the prefix along with the starting number.
- Will the numbers cover my existing footer?
- They can, if both are in the same spot. Pick a different corner or make the font smaller.
- Can I number only part of a document?
- Yes. Set the page range to just the section you want numbered.