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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.
Headers and footers are often used to provide information about a document on every page of that document. While they are most commonly used to add page numbers, they might also include a document title, author, company name, revision date, or other information. Footers are also sometimes used for privacy notices that warn readers that a document is confidential and can't be distributed. Word offers several ways to add headers, footers or both to documents. The quickest and easiest way is with the built-in headers and footers that you can find in the header footer area of the Document Elements Ribbon.
let's see what that looks like. So let's click Document Elements up here, and what we will see here is that we pulled down the Header menu we've got a list of all the built-in headers. Each of these buttons offers a preview of the header's formatting as well as clues to indicate the kind of information that will be included. What's really important to understand about this is that there are three kinds of headers in here. The ones labeled All Pages will appear on every page of the document. The ones labeled Even Page will appear only on even numbered pages of the documents.
And as you might guess, the ones labeled Odd Page will only appear in odd numbered pages of the document. When you choose one of the Even Page or Odd Page options, Word automatically configures your document for different headers and footers on even and odd pages. That means if you choose an even page header, you should also choose the corresponding odd page header, if you want a header on every page. Now let's see this in action. I'll choose Basic, which is one of the All Page headers. Word inserts a header at the top of the document and activates it on the current page.
It uses placeholders for me to type in text. I can click one of the Type text placeholders and enter the text I want to appear. So maybe I'll put in the document title, the company name, and the revision date. So I'll select the placeholder and type in what I want to appear and in the center I'll do the same thing for Two Trees, and on the side I'll put in the revision date. Once that text is typed in, I can format it like any other text. For example if I want it to appear in bold, I can select it and go back to the Home Ribbon, click the Bold button, and it turns bold.
Or since the header style is applied, I can just modify that style to change the appearance of the header. That's actually a better way to handle formatting. I'll tell you more about formatting text and working with styles in other chapters. Now if I scroll through the document, I can see that every page has the same header formatted the same way. So here it is on the second page and third page and so on. To deactivate the header area and return to the document, I can click the Close button up here in the header, or I could also just double-click anywhere in the document.
To activate the header, I could just double-click in the header, and the header has to be active to edit it. Now suppose I decide that I want to use the Edge header instead. So I'm going to pulldown that menu back in the Document Elements Ribbon, Header menu and I'm going to pick Edge (Even Page). Now at first it appears that the header doesn't change, but that's because we're looking at the odd header. Word has changed the document layout settings to make a different odd and even header. Since we didn't change the odd header, the original header we applied is still there. After all this is page 1. Page 1 is an odd page.
So if I scroll down here to page 2, which is the first even page, you'll see the header that we inserted. Let's add the corresponding odd page header. So I'll pull the Header menu again, and this time I'll pick Edge (Odd Page) and when I scroll back up to the top of the document to page 1, you'll see that that header is now inserted. If I scroll through the entire document, you'll see odd page, even page, odd page, even page, and so on, every page has a header. Footers work the same way, although there are fewer built in footers to choose from. So I'll display that menu, and you'll see a bunch of footers that we could use.
Let's try this Simple footer, which works on all pages. We can now go to any page of the document and type in the text we want to appear. Again, this is a placeholder so I could just select it and I could type in what I want to do. I'm going to put in the revision date since it's no longer in the header, and then when I scroll through the document, I'll see that that appears in this case only in every odd page because remember Word put in even and odd pages. So just because it inserted that footer on every page doesn't mean it entered information on every page.
You need to set that footer for the even and the odd pages. So I did the odd page. I could do the same thing here for the even page and now when I scroll through the document I'll see that they're the same on every page. Again that's an Even Page footer and an Odd Page footer. Because headers and footers use the header and footer styles, if you don't apply direct formatting to a header or footer, the style should be color coordinated with the rest of the document styles, and you can see that in action here for the footer.
Simple shows up in blue here, but if we look in our document and scroll down, it's not blue. It's the same color brownish red that the rest of the document uses. Again, you can learn more about styles and themes in another chapter. So as you can see, it's pretty easy to insert headers and footers in your document using the built-in headers and footers, but what if there isn't a built-in header or footer to meet your needs? In the next video, I explained how to add them manually.
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