Lesson 12-Page Numbers, Headers, and Footers

Overview Add page numbers. Vary page numbers in Print Layout view. Add headers and footers. Work with headers and footers within sections. Link section headers and footers. Change starting page numbers. Create continuation page headers. Create alternate headers and footers.

Add Page Numbers Page numbers, headers, and footers are useful additions to multiple-page documents. Page numbers can appear at the top or bottom margin of a page. The text in the top margin of a page is a header, and the text in the bottom margin of a page is a footer. Headers and footers can contain descriptive information about a document, such as the date, title, and author’s name.

Add Page Numbers Word keeps track of page numbers. The current page and the total number of pages are indicated on the left side of the status bar. When text or sections are added, deleted, or formatted, Word adjusts page breaks and page numbers. This process called background repagination, occurs automatically when a user pauses while working on a document.

Add and Preview Page Numbers Page numbers appear on a printed document only when specified. Page numbers can be added by choosing Page Numbers from the Insert menu and working with the Page Numbers dialog box.

Add and Preview Page Numbers Page Numbers dialog box Select to number page 1; clear to start numbering on page 2. Default placement of page numbers

Add and Preview Page Numbers Viewing page numbers in Print Preview Page number 1-inch bottom margin

Change the Position and Format of Page Numbers Page Number Format dialog box Choose page number format Choose number from which page numbering will start

Vary Page Numbers in Print Layout View Varying page numbers in Print Layout view. Removing page numbers in Print Layout view.

Vary Page Numbers in Print Layout View Working with page numbers in Print Layout view Header and Footer toolbar Header pane Position insertion point before number.

Vary Page Numbers in Print Layout View Formatted page number with “Page” added Formatted page number

Remove Page Numbers in Print Layout View Users can remove page numbers by deleting the text in the header or footer area. Double-click the page number to open the Header and Footer toolbar. Selecting the page number, and press [Delete].

Add Headers and Footers Headers and footers are typically used in multiple-page documents to display descriptive information. Besides page numbers, a header or footer can also contain: Document name Date and/or the time the document was created or revised Author’s name Graphic Draft or revision number.

Add Headers and Footers Adding a header to a document. Adding a footer to a document.

Add a Header to a Document Buttons on the Header and Footer Toolbar

Add a Footer to a Document Inserting AutoText in a footer AutoText insertion

Add Sections to a Document with Headers and Footers The header on page 1, section 3, of the document

Link Section Headers and Footers By default, the text originally entered in the header or footer for a document is the same from section to section. Any change made in one section header or footer is reflected in all other sections. The Link to Previous button can be turned off to break the link between header/footer from section to section. Then, different header or footer text can be keyed.

Link and Unlink Section Headers and Footers Show Next and Show Previous buttons can be used to move to the previous section header or footer. Section headers and footers can be linked or unlinked by using the Link to Previous button. The Switch Between Header and Footer button can be used to move between the header and footer.

Change the Starting Page Number When documents have multiple sections, the starting page number can be changed from the Page Number Format window. The Page Number Format window can be opened from the Header and Footer toolbar.

Change the Starting Page Number Changing the starting page number for any part of a document Setting different starting page number

Create Continuation Page Headers A continuation page header for a letter or memo is typically a three-line block of text that includes the addressee’s name, the page number, and the date. When using continuation page headers in letters and memos, Page 1 must have a 2-inch top margin. Continuation pages must have a 1-inch top margin. Two blank lines must appear between the header and the continuation page text.

Create Continuation Page Headers Continuation page header for a letter Two blank lines Header is 1’’ from top edge of page

Create Alternate Headers and Footers Headers and footers can be changed for odd and even pages throughout a section or document. Use the Different odd and even check box in the Page Setup dialog box.

Create Alternate Headers and Footers Odd page footer

Summary A header is text that appears in the top margin; a footer is text that appears in the bottom margin. When text or sections are added, deleted, or formatted, Word adjusts page breaks and page numbers. This is called background repagination. Page numbers are not visible in Normal view. They appear on a printed document only when specified and their format and position can be changed. Page numbers can be changed and removed in Print Layout View. A Header and Footer can be added to a document along with AutoText.

Summary Headers and footers can be changed for odd and even pages throughout a section or document. Sections can be added to a document with headers and footers. Section headers and footers can be linked or unlinked by using the Link to Previous button. In documents with multiple sections, the starting page number can be changed from the Page Number Format window. A continuation page header for a letter or memo is typically a three-line block of text that includes the addressee’s name, the page number, and the date.