MS Word can do a lot of things.
But sometimes, it feels like you make one minor layout or text change - or simply try to reorder the pages, and the whole document goes flying.
While you can always ‘undo’ your last choices, sometimes, getting your pages to appear in the order you want them to can feel hard.
So, in this guide, we’ll cover all the different ways you can change, move, and reorder your pages in MS word.
Here’s what we’ll cover:
- How Reordering Pages in MS Word Works
- How to Reorder Pages in MS Word With The Navigation Pane
- Reorder Pages in Word With Keyboard Cut and Paste Shortcuts
- How to Reorder Pages in MS Word With Mouse Cut and Paste
- Other MS Word Best Practices When Reordering Pages
How Reordering Pages in MS Word Works
The thing with using Word is that it has some very specific ways certain actions are done.
And keeping track of all the shortcuts and how some of its features work can be confusing.
For example, you know that Word provides you with a brand new blank page every time you fill up one.
However, you’d think Word would also allow you to reorder pages just as easily.
But that’s not the case.
Word doesn’t automatically number your pages for you. Instead, it just sees a bunch of different blocks of whatever text you punched in.
One way to effectively reorder pages on your own is to cut and paste those blocks of text and then choose to repaginate them.
This would simply move the text around in your pages.
But if you’re using Word 2010 or a newer version, you have the added luxury of the Navigation Pane feature. This is something we’ll cover in detail below.
Word has seen its fair share of updates and fixes over the years, but the Navigation Pane seems to make things a lot easier in terms of managing your documents.
In any event, the Navigation Pane boasts a feature in itself that lets you easily drag and drop pages at will, assuming those pages have headers to differentiate them.
And this brings us to the first method of reordering pages in Word.
Let’s take a look at how to reorder pages within Word with the Navigation Pane.
How to Reorder Pages in MS Word With Navigation Pane
If the Navigation Pane is new to you, don’t worry, it’s quite simple.
- To begin, select the “View” tab.
- Click on the “Navigation Pane” check box (found in the “Show” group). This action will cause the Navigation Pane to appear on the left of your screen.
3. While under the Navigation Pane, click on the tab labeled “Browse the Headings.” This appears as a single lengthy page.
4. Now, your document will be broken down into headings in the Navigation pane. Please note that if you haven’t yet assigned any Heading Styles, only your document and subheadings will display.
5. Next, click on the heading you wish to reorder. Essentially, your goal is to drag the header to where you want it within the Navigation Pane. You can ascertain where you’re moving the header by a dark blue line that appears underneath it.
6. When ready, release your mouse button to effectively drop the header in its new location. The changes you make in the Pane will reflect in the actual document.
With just a few clicks in the right place, you can make the necessary changes you want to your documents. Once you get the hang of it, you will find using the Navigation Page to be exponentially easier than simply cutting and pasting text within Word.
Reorder Pages in Word With Keyboard Cut and Paste Shortcuts
If you prefer to stick with more traditional methods, cut and paste still can work like a charm. Many users prefer this method due to its simplicity and years of muscle memory.
If you prefer using the keyboard, here’s how to reorder pages within Word by cutting and pasting text.
- First, you’ll need to open Word, followed by your document.
- Find the pages you wish to reorder and scroll down until you find the exact page you need to move.
- Then, move your mouse cursor to the very beginning of the block of text you want to be reordered.
- With your cursor in position, press and hold “Shift” on your keyboard.
- While holding down this key, simultaneously tap the “Page Down” key. Doing this allows you to select a full screen of text.
- If you wish to select one line at a time, hold “Shift” and the “Down Arrow” instead. Simply continue tapping the “Down Arrow” key to highlight more lines of text (if you do this while also holding down on your left mouse button, the text will highlight faster, speeding up the process.
7. Once you have all of the text highlighted that you need, press “Ctrl+X.” This will cut the highlighted selection, thus automatically repaginating the remainder of the document.
8. Now, you’re ready to find a new location for the cut text. Click your mouse cursor where you wish to drop the text and press “Ctrl+V.” This will paste the highlighted text you recently cut.
It’s worth noting that Word will automatically move any text or graphics in your document down and to the right. This is done in order to make appropriate space for the text you cut.
Alternatively, you can right-click the text with your mouse and select Cut.
Then, right-click again on an empty space in Word and select Paste.