Using the Insert Page Number feature in MS Word | Section 508

In today’s post, we’re going to cover an essential aspect of document accessibility: inserting page numbers in Microsoft Word, while ensuring that your documents maintain optimal accessibility. Let’s dive in and tackle this important detail head-on.

Video Guide

Inserting Page Numbers the Accessible Way

The most straightforward method to insert page numbers is through the “Insert” tab in Microsoft Word. Here’s how you can do it step-by-step:

1. Locate the “Insert” Tab: Click on the “Insert” tab at the top of your Microsoft Word window.
2. Select “Page Number”: In the toolbar, you’ll find the “Page Number” option about midway across.
3. Choose Page Position and Style: Click “Top of Page” to place the page numbers at the top of your document. From there, you can choose various styles and designs to match your preferences. I recommend keeping it simple and selecting a plain style like “Accent Bar 2.”

By following this method, the page numbers will automatically be artifacted if you export the document as a PDF. This step ensures that the page numbers won’t interfere with the reading flow of a screen reader. For instance, if you have a list spanning multiple pages, the page number won’t interrupt a logical sequence. This feature helps readers who rely on assistive technology stay focused on the content rather than being distracted by page numbers between list items.

Customizing the First Page Header

Sometimes, it’s useful to have the first page formatted differently from the rest of the document, especially for professional reports and cover pages. Microsoft Word provides a simple solution to handle this requirement:

1. Header & Footer Tab: Once you’ve inserted your page numbers, go to the “Header & Footer” tab.
2. Enable Different First Page: Click the option labeled “Different First Page.” This will remove any headers or footers, including page numbers, from the first page.
3. Add a Custom Header: You can now add a custom header on the first page without interfering with the numbering sequence. Your page numbers will begin from page two onward, which can give your document a cleaner and more polished look.

Again, this entire setup will automatically be artifacted when you export to a PDF. Screen readers will skip over the page numbers, allowing readers to smoothly navigate through the text without disruption.

Download the Free Section 508 Checklist for Microsoft Word:

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Why Page Numbering Matters for Accessibility

Inserting page numbers directly through the built-in “Insert” feature of Microsoft Word is crucial for maintaining an accessible structure. Here’s why it matters:

1. Logical Reading Order: Proper artifacting ensures that page numbers don’t disrupt the natural reading flow for those using assistive devices like screen readers.
2. Document Consistency: By enabling different first-page headers, you create a consistent and professional look throughout your document while keeping the primary page numbering intact.
3. Custom Design: The flexibility to choose where and how to place page numbers allows you to maintain a consistent style that aligns with your branding or preferences.

Conclusion

By using the built-in page numbering feature in Microsoft Word and following these steps, you can guarantee that your documents maintain the highest level of accessibility possible. Whether you’re creating reports, essays, or training manuals, this method ensures that all readers can access your work seamlessly.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!