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Chapter 4. Advanced Formatting > Headers & Footers

Headers & Footers

A header is a part of the document that appears at the top of every page. A footer is a part of the document that appears at the bottom of every page. Headers and footers are commonly used to place page numbers, revision dates, or other document information on document pages.

To display a header or footer

Choose View > Header and Footer (Figure 87).

Figure 87. Choose Header and Footer from the View menu.


If necessary, Word switches to Page Layout view and displays the Header area of the current document section and the Header and Footer toolbar (Figure 88).

  • To view the footer for the current section, click the Switch Between Header and Footer button on the Header and Footer toolbar. The Footer area appears (Figure 89).

    Figure 89. The Footer area of a document window.

  • To view the header or footer for the previous or next section of a multi-section document, click the Show Previousor Show Next button on the Header and Footer toolbar.

Figure 88. The Header area of a document window.


Tip

  • If you are viewing a document in Page Layout view, you can view a header or footer by double-clicking in the header or footer area of a page.


To hide a header or footer

Click the Close button in the Header and Footer toolbar.

or

Double-click anywhere in the document window other than in the Header or Footer area.

The document returns to the view you were in before you viewed the header or footer and the Header and Footer toolbar disappears.

To create a header or footer

1.
Display the header or footer area (Figure 88 or 89) for the header or footer that you want to create.

2.
Enter the header (Figure 90) or footer (Figure 91) information.

Figure 90. A simple header.


Figure 91. A simple footer.


3.
When you're finished, hide the header or footer area to continue working on the document.

Tip

  • You can format the contents of a header or footer the same way that you format any other part of the document. You can find detailed formatting instructions in Chapter 3 and earlier in this chapter.


To edit a header or footer

1.
Display the header (Figure 90) or footer (Figure 91) area for the header or footer that you want to change.

2.
Edit the header or footer information.

3.
When you're finished, hide the header or footer area to continue working on the document.

To insert AutoText entries or Word fields in a header or footer

1.
Position the insertion point in the Header or Footer area where you want the AutoText entry or field to appear.

2.
To insert an AutoText entry, click the AutoText button on the Header and Footer toolbar to display a menu of entries (Figure 92). Choose the one that you want to insert.

Figure 92. The AutoText menu on the Header and Footer toolbar.


3.
To insert a Word field, click the appropriate button on the Header and Footer toolbar (Figure 93) to insert the field.

Figure 93. The Header and Footer toolbar.


Tips

  • I tell you about AutoText entries and Word fields in Chapter 7.

  • To number pages, use the Insert Page Number button on the Header and Footer toolbar or one of the first three options on the AutoText button menu (Figure 92) to insert a page number in the header or footer. Figure 94 shows an example using the “Author, Page #, Date” AutoText Entry. This is the best way to number pages in a document. Using the Page Numbers command on the Insert menu inserts page numbers in frames that can be difficult to work with. The Page Numbers command is not covered in this book.

    Figure 94. This footer example uses the “Author, Page #, Date” AutoText entry to insert Word fields.


To create a different first page or odd and even header and footer

1.
Choose Format > Document (Figure 5) to display the Document dialog. If necessary, click the Layout tab.

or

Click the Document Layout button on the Header and Footer toolbar.

The Layout tab of the Document dialog appears (Figure 95).

Figure 95. The Layout tab of the Document dialog.


2.
To create a different header and footer on odd- and even-numbered pages of the document, turn on the Different odd and even check box.

3.
To create a different header and footer on the first page of the document or document section, turn on the Different first page check box.

4.
Click OK.

5.
Follow the instructions on the previous pages to create headers and footers as desired. Use the Show Previous and Show Next buttons on the Header and Footer toolbar to display and edit each header and footer.

To remove a header or footer

1.
Display the Header or Footer area for the header or footer that you want to remove.

2.
Select its contents and press . The header or footer is removed.

3.
Hide the header or footer area to continue working on the document.

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