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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
If you know exactly what you want to include in header or footer and Word simply doesn't offer a built-in header or footer to meet your needs, you can manually add one. For example, suppose we want a header with the document name on the left and the page number on the right. The footer should include a note about how confidential the document is as well as its revision date. We want these to be the same on every page. Let's get to it. We will start by choosing View > Header and Footer. this activates the header on the first page.
We want the header to start with the document name, so type in Marketing Effectiveness Report. Press Tab. The tab stops are automatically set for us, so the insertion point moves to the center tab at the three-inch position. We don't need that tab so we can either remove it or just press Tab to go to the next one. For now I'll just press Tab. You can learn more about removing tabs in the chapter about tab tables. Now we're at a right aligned tab set at the six-inch position.
That isn't quite right. We want it at the margin, which is six and a half inches. So I'll just drag that tab marker to the right. That's pretty good. I want the page number here but if I type in a number that number will appear on every page. Instead I'll click the Header and Footer button on the Ribbon and then I'll click the Page Number button. This inserts a page number field that will change on every page. In fact, if I scroll through the document you can see this is Page 1, Page 2 on the second page, and so on.
This is exactly what I want. At this point, I could format the header by applying styles directly or by modifying the header style. I'll skip that for now. You can learn more about text formatting and styles in other chapters. Now for the footer. On the Ribbon click to Go to Footer button. That brings us into the footer on the first page. I want the confidentiality notice centered, so I can use the Center button on the Home Ribbon to apply center formatting. I could also use the preset center tab stop on the ruler if I wanted to.
I'll type in the notice text. "This document is confidential and for use by Two Trees Olive Oil marketing and management staff only. This document may not be shared with unauthorized persons." So as you can see, text wraps in the footer area just like it would in the body of the document. I want the revision date on the line, so I can press Return. Notice how the footer moves up and the page wrap changes to make room for it.
Word will not let you accidentally overwrite document body text with the contents of a header or footer. I'll type in the word Revised and a space and then I can either type in the date or if I want the date to automatically be updated each time the document is opened or printed, I can insert the date. Under Header and Footer, click the Date button. The current date is inserted and now you know what day they locked me into a soundproof booth to record this. Again, you can format this anyway you like or modify the footer style to format it.
Either way the footer and its formatting will appear the same on every page. So let's scroll back and take a look. Here is Page 2, there it is, Page 3 same on every page. If you decide later on that you want to remove the header or footer, just activate the one you want to remove, select it and press Delete. So maybe I decide that I don't want this anymore, I can select the whole thing, press Delete and then what I want to do here is click the Close button and that will remove it from the document.
So as you can see it's not difficult to add a custom header or footer to your document. It's just a matter of opening the header or footer pane, and typing in what you want to appear.
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