If you are representing yourself, start with your court’s own instructions, because courts set how exhibits and pages must be numbered and the rules differ: one court wants plaintiffs to use exhibit numbers 1 to 100 and defendants 101 to 199, with the exhibit and page number in the bottom right of every page; another wants page numbers with prefixes such as A1 or T1. BatesBind is a Windows app that labels a folder of PDFs in one pass: exhibit labels on each first page from any starting value, page numbers that can restart for each file, a legend on every page, and an index you can use to build your exhibit list. It is not legal advice, and it makes no claim about what any court will accept.
Getting numbering right matters. Columbia County Circuit Court in Oregon warns that exhibits not filed by its instructions will be returned, and you may not be able to present them.
Label every exhibit and page in a folder of PDFs, then check each one in the preview.
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How do courts ask self-represented parties to number exhibits?
Two published examples show how much the rules vary.
| Court guide | What it asks |
|---|---|
| Columbia County Circuit Court, Oregon, exhibits for self-represented parties | Number every exhibit. Plaintiff or petitioner uses 1 to 100; defendant or respondent uses 101 to 199. Write the exhibit number and page number at the bottom right of each page, such as Plaintiff’s Exhibit 4 page 1. Each exhibit’s pages start at page 1. Fill out an exhibit list, serve copies on every party, complete the certificate of service, and file at least two court days before the hearing. Electronic filing is as individual PDFs through OJD File and Serve. |
| Saskatchewan courts, guide to stamping page numbers electronically | Shows Adobe Acrobat’s Header and Footer feature for page numbers. Appeal book indexes use small Roman numerals, pleadings A1, A2, transcripts T1, T2; facta use AF, RF and IF prefixes. |
Sources: Columbia County, How to File Exhibits for an Upcoming Remote Hearing or Trial (dated 8/2026), and Saskatchewan eCourt, Bates Numbering Stamp Page Numbers on your Documents Electronically, both checked on 17 October 2026.
Your court may have its own form or rule. Look for a self-help page, a local rule on exhibits, or ask the clerk’s office what format they need. Clerks cannot give legal advice, but they can usually tell you how to file.
What do the terms mean?
- Exhibit. A document, photo or other item you want the court to consider.
- Exhibit number or letter. The label that identifies it, such as Exhibit 4 or Exhibit D.
- Page number within an exhibit. Page 1, page 2 of that exhibit.
- Bates number. A unique number stamped on every page of a set, such as SMITH000001, often used for documents exchanged in discovery. Our post on Bates number format explains the parts.
- Exhibit list. A list of every exhibit with its number and a short description.
How do I prepare exhibit PDFs?
- Scan or save each exhibit as its own PDF. One exhibit per file makes labeling and filing simpler.
- Name the files in order, such as 01 Lease.pdf, 02 Rent receipts.pdf, 03 Photos.pdf.
- Check each file opens and every page is upright and readable.
- Remove anything that should not be filed, such as personal identifiers your court requires to be redacted. BatesBind does not redact, so do this first.
- Put them in one folder.
How do I label exhibits with BatesBind?
BatesBind reads the folder and writes labeled copies; your originals are never changed.
- Open the folder. Every PDF is listed in natural order with its page count. Drag a row, or use Move up and Move down, to change the order.
- Add exhibit labels. Turn on exhibit labels for each file’s first page, counted 1, 2, 3 or A, B, C, from any first value up to 9999. A defendant in a court using 101 to 199 would start at 101.
- Add page numbers. Set the Bates number with a short prefix, or none, and choose restart at the start number for each file, so every exhibit’s pages count from 1.
- Add a legend if useful. A legend of up to 64 characters prints on every page in its own corner, for example your case number.
- Choose positions and size. Six positions, 6 to 24 point, black, gray, red or blue. The legend and exhibit label cannot share a position with the number. Check every label in the preview.
- Export copies. Export copies writes a labeled copy of each file, plus an index as PDF and CSV listing each file’s exhibit label and page count. That index is a good start on your exhibit list.
Some courts, like Columbia County, want the exhibit number on every page, not just the first. BatesBind’s exhibit label goes on the first page only. One way to get closer is to export each exhibit separately, with the legend set to that exhibit’s name, such as Plaintiff’s Exhibit 4, and page numbers starting at 1. The legend and the number print in separate positions, so if your court requires both in exactly the same corner, follow the court’s instruction, even if that means writing on paper copies.
Try BatesBind free for 15 days on your own exhibits and check every label in the preview.
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What else does a filing usually need?
Numbering is one step. Courts commonly also require:
- An exhibit list on the court’s form, if it has one.
- Copies for every party, served by the method the rules allow.
- A certificate or proof of service showing how and when you served them.
- A deadline, such as two court days before the hearing in the Columbia County guide.
- The right filing method, such as individual PDFs through the court’s e-filing system.
See how to make an exhibit index for building the list.
What will BatesBind not do?
- It will not tell you the rules. It applies the format you choose. Your court’s rules and orders decide what that format is.
- No redaction or OCR. Do those first.
- No court filing. It writes PDFs on your PC; you file them through the court’s system.
- Letter-size index. The index pages are printed on Letter-size paper.
- Windows only. It runs on Windows 10 version 2004 or later and Windows 11.
Is BatesBind worth it for one case?
Maybe not. If your exhibits are a handful of pages, writing labels by hand on paper, or using a free PDF tool to add page numbers, may be enough, and some courts’ guides are written for exactly that. BatesBind is worth it when you have many exhibits, need page numbers that restart for each one, or expect several rounds of filings. It is a one-time purchase in the Microsoft Store with a 15-day free trial, so you can use it on your real exhibits before deciding.
Frequently asked questions
Do I need Adobe Acrobat to number exhibits?
No. Acrobat’s Header and Footer feature is one method, as the Saskatchewan guide shows, but BatesBind and other tools can label PDFs too. See Bates numbering PDFs on Windows.
Can BatesBind start exhibit labels at 101?
Yes. Exhibit labels count from any first value up to 9999.
Can page numbers restart for each exhibit?
Yes. Choose restart at the start number for each file.
Will the court accept BatesBind’s labels?
BatesBind makes no claim about what a court will accept. Check your court’s instructions and compare them with the preview before you file.
Is this legal advice?
No. This is general information about labeling PDFs. For legal questions, contact a lawyer, legal aid or your court’s self-help center.
Try BatesBind
BatesBind is a one-time purchase in the Microsoft Store, with a 15-day free trial. Put your exhibits in a folder, set the labels your court asks for, and check them in the preview. For more, see add exhibit labels to PDF or the BatesBind product page.
Label your exhibits the way your court asks, and keep the originals untouched.
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Adobe and Acrobat are trademarks of Adobe. Microsoft and Windows are trademarks of the Microsoft group of companies. Other names are trademarks of their owners. BatesBind is not affiliated with or endorsed by any court or company named here. This article is general information, not legal advice.
Last updated 17 October 2026. Published by Automata Labs, a software company in Canada.