How to Insert Continuous Line Numbers for Peer Review

Almost every major scientific publisher (Nature, Elsevier, Springer, PLOS, Wiley) requires continuous line numbers on submitted manuscripts. This allows peer reviewers and editors to point to specific sentences (e.g., "See Page 4, Line 112") during revision cycles.

However, researchers often struggle with Word's line numbering feature: line numbers frequently appear unwanted on the title page, inside tables, or reset unexpectedly at section breaks.

Step-by-Step Manual Fix

1. Turn on Continuous Line Numbering

By default, Microsoft Word disables line numbering. To enable continuous numbering across your manuscript:

1. Open your manuscript in Word and click the Layout tab on the ribbon.
2. In the Page Setup group, click Line Numbers.
3. Select Continuous from the dropdown menu. Word will now number every line sequentially from Page 1 to the end.

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Figure 1: Microsoft Word Layout tab ribbon showing Line Numbers dropdown with Continuous selectedClose

Figure 1: In the Layout tab, click Line Numbers and select Continuous to number every line sequentially across all pages.

2. Suppressing Line Numbers on the Title Page

Journals strictly require a clean title page without line numbers over author names, affiliations, or abstracts. To suppress numbering:

1. Highlight all text on your title page (title, authors, affiliations, abstract).
2. On the Layout tab, click Line Numbers.
3. Click Suppress for Current Paragraph (or open Page Setup > Layout > Line Numbers > Suppress).

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Figure 2: Microsoft Word showing highlighted title page text and Suppress for Current Paragraph optionClose

Figure 2: Highlight your title page text and select 'Suppress for Current Paragraph' to hide numbers from metadata.

Pro-Tip: If your title page is separated by a Section Break (Next Page) rather than a standard Page Break, you can unlink the headers and apply line numbering strictly to "This Section Forward".

3. Protecting Tables from Numbering Glitches

When tables are placed in a line-numbered section, Word sometimes attempts to number every table row or cell, causing visual chaos. To prevent this, ensure your tables use APA 3-line academic table borders with Allow row to break across pages disabled.

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Figure 3: Microsoft Word Page Setup dialog Layout tab with Line Numbers configurationClose

Figure 3: The Page Setup Line Numbers dialog allows fine-tuning numbering restart rules, increments, and distance from text margins.

4. Fixing Unintended Restarts Across Section Breaks

The most frustrating Word glitch occurs when you insert a Section Break (Continuous or Next Page)—such as when switching to landscape orientation for a wide figure—and line numbering unexpectedly resets to 1 on the following page.

In Word's underlying OpenXML schema, each section has its own independent w:lnNumType container. If a section is set to default, Word interprets it as a new sequence. To force continuous numbering across all sections:

1. Click anywhere inside the section where numbers reset.
2. Go to Layout > Page Setup > Layout tab.
3. Click the Line Numbers... button at the bottom.
4. Ensure the Add line numbering box is checked, select the Continuous radio button (do not select "Restart each section"), and click OK.
5. In the Apply to: dropdown at the bottom of Page Setup, select This section (or Whole document) and click OK.

5. Preventing PDF Export Gutter Clipping

Word places line numbers in the left margin area by default (defined by OpenXML w:distance, typically 0.25 in / 360 twips from the text edge). If your manuscript margins are narrower than 1.0 inch (2.54 cm), converting the document to PDF can cause Adobe Acrobat or printer drivers to clip the line numbers entirely:

• Ensure your Left Margin is set to at least 1.0 in (2.54 cm) across all body sections.
• In Page Setup > Layout > Line Numbers, set From text: to Auto or exactly 0.25 in (6.3 mm). Never set it larger than 0.4 in, or the numbers will be pushed off the printable page boundary.

Preparing for journal submission? Read our tutorials on Elsevier Your Paper Your Way layout realities, recovering from journal desk rejections, or check dissertation guidelines across 150+ verified universities.