Lesson 11 Page Numbers, Headers, and Footers

Objectives Add page numbers. Change the starting page number. 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.

Page Numbers By default documents do not display page numbers. Page numbers display in the margins of a page. Text in the top margin of a page is a header. Text in the bottom margin of a page is a footer. The Status bar displays the current page and the total number of pages in a document. Page numbers are adjusted automatically each time text is added, deleted, or formatted. To insert page numbers, click the Insert tab, and click the Page Number command. Explain that Word always keeps track of pagination, but does not display or print page numbers unless you insert them in a document. Verify that the Status bar displays the appropriate settings to view the current page, total number of pages, and section number. Page numbers typically appear in a header or footer. The page number gallery includes options to insert page numbers in the left and right margins. Remind students that page numbers are placed on every page by default. Mention that a new tab appears on the Ribbon after a page number is added to the document. Remind students that page numbers appear one-half inch from the edge of the page. Verify that the classroom printer displays page numbers using the default settings.

Status Bar Display

Add Page Numbers Practice changing the placement and position of page numbers. Open the Page Number Format dialog box to change the number format and the starting page number. Double click the header to activate the header pane. Remind students that the Different First Page option removes the page number from page 1 of the document.

Viewing Page Numbers

Page Number Format

Change Starting Page Number A document can be formatted so that the second physical page of a document displays page 1 instead of page 2. Changing one page number affects all page numbers. To remove page numbers: Delete the text in the header or footer area. Click the Remove Page Numbers button (Insert tab, Page Number button drop-down list). Practice the procedure to insert a cover page or a blank page. Open the Page Number Format dialog box to change the starting page number. Explain why a starting page number would be changed to zero.

Preview Page Numbers

Formatted Page Number

Remove Page Numbers Click the Insert tab, and click the Page Number button. Click Remove Page Numbers.

Headers and Footers Used in multiple-page documents. Display descriptive information. Header and footer galleries display several formats for positioning and styling header and footer text. Click the Different First page check box to format a document with two different headers. Building Blocks can be inserted in a header or footer. Use the Quick Parts button to insert fields in a header or footer. Review the options available in the header and footer galleries. Remind students that the Blank option in the header and footer gallery allows the document creator to have complete control over the format and text of a header or footer. Review the process to format a document with a different first page header. Point out that the header pane is labeled “First Page Header” and “Header.” Use the Next Section button and the Previous Section button to navigate between different headers and footers within sections of a document.

Add Headers Click the Insert tab, and click the Header button. Click a design in the Header gallery. Use the Header and Footer Tools Design tab to select options. Different First Page Previous Section Next Section Edit Header Remove Header The default tab settings in a document header or footer using default margins are a 3.25-inch centered tab and a 6.5-inch right-aligned tab. Changing left and right margin settings requires an adjustment to tab settings when inserting headers or footers. Show students how to add the text “Page” before a page number. Review Building Blocks and the options in the dialog box. Remind students to click a heading to sort column information.

Insert Fields Practice inserting the Page field. Emphasize that students do not type a number in a header or footer to represent a page number. A field must be inserted so that it is updated for each page of the document. Keying an actual page number results in the same number appearing on each page of the document. Review the text in Table 11-1. Practice inserting Document Properties in a header or footer. Click the Quick Parts button and click Document Property.

Headers and Footers within Sections Page numbers, footers, and headers can be applied to an entire document or to individual sections. Header panes display the section number of the document. The Different First Page option formats the first page of a document with a different header or footer than the rest of the pages or the first page can be left blank. Review the procedure to insert a next page section break. Move through a document using the Next Section and Previous Section buttons. Explain the importance of reading the labels for each header and footer pane when formatting a document with multiple sections. Discuss “Same as Previous” when it appears in the header or footer pane. Show students how to apply the Different First Page option.

Header on Page 1

Link Section Headers and Footers By default Link to Previous is “on.” Text entered in a header or footer is the same from section to section by default. Any change made in one section header or footer is reflected in all other sections. Use the Link to Previous button to break the link between header and footer text from one section to another. Emphasize that the Link to Previous feature is on by default and that text entered in a header or footer is the same from section to section. Show examples and practice adding headers and footers to reinforce this concept. The Link to Previous feature is a toggle on and off. Remind students to verify margin settings in a document and to adjust tab settings in the header and footer if necessary. Practice turning off the Link to Previous feature, changing header or footer content, and restoring the link for headers and footers.

Change Starting Page Number Each section can be formatted to start with page number one. Click the Page Number button and click Format Page Numbers to open the Page Number Format dialog box. Change the start number or continue numbering from the previous section. Remind students that they can double-click a page number to display the header pane. Show samples of documents with multiple page numbering formats. You can change the starting page number for any document with or without multiple sections.

Change Starting Page Number Display the header. Click the Page Number button. Click Format Page Numbers. Change the Start at number.

Page Number Format

Continuation Page Headers Create a continuation page header for business letters, memos or other multi-page business document. Content for continuation page headers. Addressee’s name Page number Date Rules for continuation page headers: 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. Review the term continuation page header and its purpose. Show examples of multi-page business letters and memos formatted with a continuation page header. Review the rules for continuation page headers. Practice the settings for continuation page headers. Remind students to insert the correct date format for a business document. Review the procedure to insert a page number and remind students not to type a number in the header. Use the field command for page numbering. Discuss why the Update automatically feature in the Date and Time dialog box is not checked.

Continuation Page Headers Continuation page header settings: Change the top margin to two inches. Change the header position to 1 inch from edge of page. Select the Different First Page option. Add two additional blank lines to the end of the header text.

Continuation Page Header

Alternate Headers and Footers Feature to add different headers/footers for odd- or even-numbered pages. Use the Different Odd and Even Pages button. Create a header or footer for both even and odd pages. Discuss the purpose of creating alternate headers and footers. Show examples of publications using alternate headers and footers. Emphasize the importance of reading the header and footer pane identification labels before keying and formatting header/footer text. Verify each change to a document in Print Preview and if it is correct, save the document. Use the save command each time you perform an action to the document. Remind students to review long documents and to verify page and line breaks before printing. Request that students print two pages per sheet to save paper.

Even Page Footer

Lesson 11 Summary A header is text that appears in the top margin of the printed page; a footer appears in the bottom margin. These text areas are used for page numbers, document titles, the date and other information Always add page numbers to long documents. You can choose the position of page numbers and the format. You can also choose to number the first page or begin numbering on the second page Check page numbers in Print Preview or Print Layout view. In Print Layout view, you can activate the header or footer pane that contains the page number to modify it To remove page numbers, activate the pane that contains the numbering, select the text, and delete it. You can also click the Page Number command and select Remove Page Numbers

Lesson 11 Summary To add header or footer text to a document, click the Insert tab, and click Header or Footer. Select a design from the gallery. Use the Header and Footer Tools Design tab buttons to insert the date and time or to insert Quick Parts for the filename, author, print date, or other information Adjust the tab marker positions in the header or footer pane as needed to match the width of the text area A document can have a header or footer on the first page different from the rest of the pages. Apply the Different first page option Header and footer text is repeated from section to section because headers and footers are linked by default. To unlink section headers and footers, click the Link to Previous command. To relink, click the button again Sections can have different starting page numbers. Click the Page Number command to open the Page Number Format dialog box

Lesson 11 Summary Sections can have different starting page numbers. Click the Page Number command to open the Page Number Format dialog box, and then set the starting page number Memos or letters that are two pages or longer should have a continuation page header. Apply the Different first page option, and leave the first-page header blank Use the Ribbon, Header and Footer Tools Design Tab, or the Page Setup dialog box to change the position of the header or footer text from the edge of the page. The default position is 0.5 inch A document can have different headers and footers on odd and even pages. Apply the Different odd and even option