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One of my absolutely favorite features in Adobe Acrobat is the ability to add headers and footers to every single page in a PDF. I don't know about you, but what often happens with me is that after I've gone to all the trouble of creating a document in some other program and then exporting it to PDF, I realize, I forgot something. I forgot something that has to appear on every single page, like the date that I created it or some sort of note to my client or the page number or something like that. And I think, oh, man, I'm going to have to go to every single page in this PDF, and edit by hand with one of the Edit Text tools.
But actually, you can do a lot of magical things with headers and footers. Now, I talked about adding page numbers specifically in a different video. I'll mention that in this video as well, but also talk about all the other cool stuff that you can do with headers and footers. So what I have opened right now is a PDF of a catalog that was created in Adobe InDesign. Let's say that we want to add something at the top of each one of these pages that says something like Copyright AM Concepcion or something like that because I am going to be distributing this and I need everybody to know that I own the copyright.
So I can easily do that with headers and footers in Adobe Acrobat. To do that, go to the tools menu. It's one of the page commands that's down here under Edit Page Design, choose Header and Footer. What we want to do is we want to add a header and footer. I think this dialog box is quite overwhelming personally, I don't know about you. But let's just break this apart and then I think that you will be able to make your way around it very easily. First, this part at the bottom; let's start at the bottom. It's showing you a preview of the first page in your document.
So actually the first page in my document is the back cover of the catalog. So that's why it's filled with color all the way to the top and it's showing us a preview of the very top part, and the very bottom part; the header and the footer. If I don't want to see a preview of that, if I want to see a preview of one of the interior pages like this page that you can see peeking out at the left, I can just click the Preview Page Up and Down arrows, and get a better idea. So here is the very top of the page, and here's the very bottom of the page. So don't let this flummox you.
This is just showing you a little preview of the very top and bottom of a certain page that you select. That's because you can preview the header and footer information that you're about to add directly at the header and footer of the page. Why it doesn't just have a little preview check box so you can see down the actual page? I don't know. This is Acrobat. So you can add Header Text and/or Footer Text, you can choose if it's going to be on the left side of the page, center, or right for each one; so these three fields are for the Header, these are for the Footer.
How far from the left will left header text appear? The answer is to look over here under Margin which is set in inches automatically. It's going to appear an inch from the left. Now, Adobe Acrobat is just making this up, all right. It gives you the starting margins, the same things for every single PDF that you create, because really there is no such thing as a Margin in a PDF. In this example, you can sort of see that it should be less than an inch from the left if you want it to align exactly, and if I were very careful, I could have gone under the View menu and chosen Show Rulers so I can see exactly how far from the left I want it to be.
But for now, what I'm going to do is I'm just going to use this little Preview area down here to see if it's inset from the left enough. So I am going to say Left Header Text; Copyright 2010 AM Concepcion, right. So that's actually a little too much in so I am going to make my left margin maybe 0.5 inches. That's a little too much to the left, see I am trying to get it to align right here. So maybe I'll try 0.6, and okay, so because I'm careful like that; 0.62 there, that's close enough.
So you can do a little bit of positioning in this dialog box through clever setting of your margins. Now, the type itself is governed by the type font that you choose up here. So you know that Adobe loves Arial, so it's choosing it by default. But maybe you want something else like let's say Goudy Old Style and I want it to be a little larger, and maybe I want a different color. I don't really want black, but I'd like to have it maybe a shade of gray, so it doesn't take so much prominence on the page.
And also, I think it's a little too close to the page information. So I'm going to move it up a bit by saying the Top Margin is not 0.5 inch, but it's something less than that. This time I am just going to press the Down Arrow key, and that looks a little better. Now, it will automatically apply this header to every single page in the document. If I don't want it to, I need to go to Page Range options, and set the pages that I want it to apply. So if I don't want it to apply to the cover for example, I could say page numbers 3 to 8 or something like that.
But in this case, I do want it to apply to all the pages. Now, another thing that you can do with headers and footers is you could set a Left Header Text on the left facing pages, and Right Header Text on the right facing pages, make it look all fancy that way. And if you want to do that, we're not going to do that in this video, but if you want to, you would say under Subset that you want it to apply to all the even or odd pages only. So if the left facing pages are even pages, which they normally are, then you can say just do it that way, and then you can come back here and add a different header to the right edge.
I am going to show how you would add a different header in general. But for now, we're going to apply this header to all the pages. I'll just click OK. So you can add text to any one of these fields at the same time if you'd like. If you want to add a page number like maybe on the right-hand side you want to add a page number, you'd click Insert Page Number, and then it inserts a magical field that will automatically increment with every page. So right now you can see it says, it's kind of hard to read, this is page 4 here, it's in that light gray color. But I don't want that. You can also choose Insert Date.
So the date format is m/d. So it's showing the dates that I'm actually entering this. But if you want to change the date format, you can click this little link right here, and change the page number, and the date format. So instead of month/day, you could choose day/month/year like the European style. You can include the year, the four digit year, the two digit year, lots of different options for you here. I am going to click Cancel and you can combine these. So like you can have this text here, and then I am going to add a space, and then say insert the date.
So you can have text followed by the date, or followed by the page number. They don't have to be in their own field. So I've spent a lot of time in this dialog box and I might want to add this copyright line to other documents. So of course, I am going to come up here, and choose Save Settings. That way, I can just recall it by choosing it from this menu called Save Settings. So I'll say Copyright Upper Left, and then click OK. Now, if I want to go back and add say a footer in the center, I would come back to header and footer, and I'm not going to choose Update.
Update is for when you want to edit an existing header or footer. I want to add a new header or footer. So I choose Add Header and Footer. And you're going to get a dialog box that says, hey Buddy! This thing already has one. Do you want to replace the existing one or do you want to add a new one? So I want to add a new one. So when you choose Add New, it clears out what you have had before. So you're only going to see that text over here in the field if you chose Update. When you say Add New, it shows you the existing header and footer already in these previews and then you can add a new header or footer. So let's Preview; move up a few pages, and in the center, I'll say, My favorite catalog.
So that's how you would add additional header and footer to an existing document. One final thing I want to show you about header and footers. Let's say, let's come back here and choose Update. You notice how my copyright is right on top of this artwork, on the first page and also on the second page. This is a problem sometimes when your header and footer overlaps page content. You don't have a lot of control over that except you can do this; you can go to Appearance Options, and you can say, instead of my header and footer overwriting page content, shrink the content in the document.
So it'll scale the content in the document, so that my header and footer appears in all of its glory. In some cases, that might be exactly what you need to do. So I am going to turn that on to show you what happens. So actually, Acrobat did shrink the page content. Let's say, OK. If we go to the cover, you see it sort of backed it off from the edges, so that you can see the header information up there on all the pages. So that is how you work with headers and footers. They're very useful for adding text, or automatic dates, and page numbers to one or more pages in your document.
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