How to Insert a Page Break in Word 2016


Inserting a Page Break in Microsoft Office Word is very important. Page Break is not necessary if you are writing a short document, for example, a letter, a memo or etc because it does not have sections, chapters etc. However, if you are working a much longer and important documents such as Reports, Budgets, Book, user manual, training material handbook and etc, knowing how to insert a Page Break is crucial. Page Break will control the follow of text and formation so that the final product or printout will come out actually the way you want it.

In big to medium size organizations, these types of documents are typically produced with technical assistance of text processors, graphics artists, and staff in the public relations unit. However, for smaller organizations, individual consultant jobs, student projects, and etc, access to these kinds of technical assistance doesn’t come easy and, in most cases,, has to seek assistance from someone else and that will involve not only cost but also has the risk of losing confidentiality of the information contained in the document. Added to that is the time it will take because, the completion will depend how fast the task can be done by the person assisting you.

Microsoft Word 2016 has added features to make the your task easier and get the job done without having to seek technical assistance. One such feature is Page Break. The main reason for inserting a Page Break is to force the rest of the text appearing after the Page Break to a fresh new page. Here are some of the examples which requires a page break:

  • Separate the list automated table of content list from the rest of the text.
  • Between chapters in a book so each chapter begins on a fresh new page.
  • Each section to start on a fresh page.

Steps in Inserting a Page Break in Word 2016

Step 1: Format Document with Proper Headings and Subheadings.

Make sure you format your document using proper heading and subheadings. This is done by using document styles and outline view. Formatting a document using styles and outline view is important because it will help in automating a table of contents and navigation in a long document much easier using the navigation pane. How to automate a table of content and using styles are covered in a separate postHow to Insert an automated table of content in Word 2016″

Step 2: Decide where to in insert a  Page Break.

Depending on your type of document, eg, Report, Book, Training Manual, Project Report etc, decide where the page break would be necessary. For example, all Sections need to start on a fresh new page. If the formatting of the document is done properly, using appropriate headings and subheadings, it will be easier to go straight to each section or chapter heading using the Navigation pane.

Step 3: Use the Navigation Pane to Locate the   Location

Go to View=>>Under show command group, check Navigation Pane on the Ribbon. This will enable the Navigation pane to appear on the left side the Word window. The Navigation pane is a great way to navigate around your document. You can go a specific page, heading, or you can do a search by typing in the key phrase or word in the Search document search box at the top of the pane. For example, if you want to go to section 4 , just type “section 4” without quotation marks in the search box and press enter. The results will be listed in order of appearance.

Step 4: Insert the Page Break

Once you are in the desired location, in insert the cursor in the location where you want to insert the Page Break. Then go Insert==>Page Break under the pages command group. Word will insert the Page break and force the text below it to the next page.  Repeat 3 and Step 4 and insert Page Break in all the places where it is required. For example, if you have 10 chapters in a book and you want to insert a page break at the end of each chapter so that the each chapter begins in a new page, then insert a page break at the end of chapter 1 up to chapter 9.

That’s how easy it is to insert a Page Break.

How to Remove a Page Break in Word 2016

Whenever you want to remove a document, you can delete the page break. By default, Page Break line is invisible. So the first thing to do is go to Home==>Under paragraph command group, click on Show/Hide command button. Alternatively press the shortcut for Show/Hide command which is pressing the Ctrl + shift + *  . Note, the *  key on the numeric key pad section of the keyboard will not respond to the shortcut. Only the * on the main numeric key above number 8 will respond.

Then look for the Page Break line, select it and press the DELETE key to delete it. Use the same process to remove several Page Break if required.

When all the required Page Breaks are deleted, click the Show/Hide command again to deactivate it.