How to Bates Stamp
a Word Document
Word doesn't do Bates numbering. Here's the 3-minute workflow that does — free, in your browser.
How to Bates stamp a Word document is a question paralegals and small-firm attorneys ask every discovery cycle — usually after realising Microsoft Word has no Bates numbering feature and never has. The short answer: you can't stamp a .docx directly. You convert it to PDF first, then apply Bates numbers to the PDF. The full process takes about three minutes and requires no Adobe Acrobat subscription.
The short version
- In Word: File → Save As → PDF
- Open the PDF in ResourceCentral's free Bates Stamper
- Set prefix, start number, position → download stamped PDF
Why Word Can't Bates Stamp Directly
Bates numbering is a legal convention — sequential identifiers like SMITH-000001 on every page of a discovery production, applied so opposing counsel and the court can reference specific pages exactly. Word has page numbering, but that's not the same thing:
| Feature | Word Page Numbering | Bates Numbering |
|---|---|---|
| Custom prefix (e.g. SMITH-) | Not really | ✓ Required |
| Zero-padding (000001) | No | ✓ Standard |
| Continuous numbering across files | No | ✓ Essential |
| Burned into the page (not editable) | No — stays as metadata | ✓ Yes |
| Accepted for FRCP discovery | No | ✓ Yes |
The industry workflow is clear: finalise the document in Word, convert to PDF, then Bates stamp the PDF. The conversion step is where most of the confusion happens — people try to add fake Bates headers to the Word document itself and end up with unusable output.
Step 1 — Convert Word to PDF
You have three options depending on what's installed:
.docx uploaded to Drive..docx, then File → Export As → Export as PDF. Completely offline and free.Don't use online Word-to-PDF converters for privileged material
Free online converters (SmallPDF, iLovePDF, etc.) upload your document to their servers. For anything covered by attorney-client privilege or confidentiality, stick to Word's local Save As, Google Docs (if you already trust Google with the file), or LibreOffice.
Step 2 — Open the Free Bates Stamper
Head to the Legal PDF Bates Stamper. There's no account, no download, no upload — the tool loads in your browser and processes the PDF locally using JavaScript. For a broader look at the category, see how to Bates stamp a PDF without Adobe Acrobat.
Drag your converted PDF onto the drop zone. The first page preview appears immediately. Nothing leaves your computer — you can verify this yourself by opening DevTools → Network tab before uploading.
Step 3 — Configure the Stamp
| Setting | Typical value | Notes |
|---|---|---|
| Prefix | SMITH- | Usually a case name, client name, or producing party identifier. |
| Start number | 1 | Continue from the last number of the previous production. |
| Padding | 6 digits | 000001 is standard. Use 7 digits for productions over 1M pages. |
| Position | Bottom right | Bottom right or bottom centre is conventional. |
| Font size | 10pt | Large enough to read, small enough not to obscure content. |
Step 4 — Stamp and Download
Click Stamp & Download. A new PDF is generated in your browser with the Bates numbers burned into each page. The file downloads automatically with a suggested filename (e.g. SMITH-000001-000042.pdf).
If you have several Word documents to stamp as one continuous production, convert all of them to PDF first and either merge them into a single PDF beforehand, or stamp each one sequentially — noting the last number used so the next batch continues from there.
Stamping Multiple Word Documents as a Production
Why Not Just Use Word's Page Numbering?
Occasionally someone suggests adding a header in Word — something like {SMITH-} + {PAGE} — and exporting to PDF. Three reasons this doesn't work for real discovery:
- No zero-padding. Word's
{PAGE}field gives1, 2, 3, not000001, 000002, 000003. Custom field codes for padding exist but are fragile across Word versions. - Restarts per file. Word page numbers restart at 1 for each document. Bates productions need continuous numbering across all files in a production.
- Editable metadata. Word headers remain editable text. A proper Bates stamp is burned into the PDF page content so it can't be altered — important for evidentiary purposes.
For anything going to opposing counsel or filed with a court, use a real Bates tool. It's faster than fighting Word's field codes and produces output that actually holds up in discovery.
Bates Stamp Your PDFs — Free
Client-side processing. Unlimited files. No account. No Adobe.
Open the Bates Stamper →FAQ
Can you Bates stamp a Word document directly? +
No. Word has no Bates numbering feature. Save the .docx as a PDF first, then apply Bates stamps to the PDF using a dedicated tool.
How do I Bates stamp a Word document without Adobe Acrobat? +
Save the Word file as a PDF using Word, Google Docs or LibreOffice. Open the PDF in ResourceCentral's free Bates Stamper. It runs entirely in your browser with no Adobe subscription required.
Is it safe to Bates stamp confidential Word documents online? +
Only with a client-side tool. Most online Bates stampers upload your file to their server, which is a confidentiality risk. ResourceCentral's Bates Stamper never uploads — you can verify with DevTools → Network tab.
Can I Bates stamp multiple Word documents at once? +
Yes. Convert each to PDF, either merge them first or stamp them sequentially with continuous numbering so the production flows correctly from one file to the next.
Does Microsoft Word have a Bates numbering feature? +
No. Word has page numbering but not Bates numbering. Page numbering can't do custom prefixes, zero-padding, continuous numbering across files, or burned-in text — all of which are standard for Bates productions.