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Numbering pages and applying headers and footers

From: Word 2010 Essential Training

Video: Numbering pages and applying headers and footers

Headers and Footers are text, or text and graphics, printed in the margins of every page of your document. Headers appear in the top margin, and footers are printed in the bottom margins. Headers and footers can be as simple as a page number, or as complex as a photograph, or a logo. You can specify options for Page Numbers, Headers and Footers, including whether you want them to appear on the first page of a document or on odd and even pages. We'll start by inserting a simple page number.

Numbering pages and applying headers and footers

Headers and Footers are text, or text and graphics, printed in the margins of every page of your document. Headers appear in the top margin, and footers are printed in the bottom margins. Headers and footers can be as simple as a page number, or as complex as a photograph, or a logo. You can specify options for Page Numbers, Headers and Footers, including whether you want them to appear on the first page of a document or on odd and even pages. We'll start by inserting a simple page number.

Go to the Insert tab, and we're going to be working with this Header & Footer group. And the Page Number allows us to position page numbers at the top or bottom of the page in the page margins or at the current position, which would assume that we're already in a header or footer. So if I simply want to put a page number that says Page 1 at the top of every page in the upper-right corner, I can simply choose that. You'll notice that Word automatically opened up a header area in the margin, and it's showing me the Header and Footer tools.

A Different First Page is automatically checked, and we'll talk about that in a bit, but we are on Page 5, and we're seeing a Page 5 header that's been applied with the page number. I'm going to undo this, and we're going to insert a different kind of a page number. We're going to insert at the top of the page, what's called an X of Y page number. It's a Page 1 of 5, Page 5 of 25. We're simply going to insert that in the middle. These numbers are automatically calculated by Microsoft Word.

If I add eight more pages to the document, this will say Page 5 of 32. Notice that even though I'm inserting page numbers, it's putting them in headers. Word doesn't really have any where else to put page numbers except in headers and footers. Let's return then to Insert, and let's insert a header, which is a little bit more than a page number. I'm going to go back to Page Number, and say Remove Page Numbers. Notice that they're all gone. And I'm going to choose Header, and I'm going to choose a particular header. If I look at the list of headers, I'll find the same kinds of names that I would find in cover pages or in text boxes, these families of building blocks or design elements for my document.

I want to choose a header from a family called Motion, and Motion actually comes with two headers and two footers: one for even pages and one for odd pages. If I only use one, it doesn't actually matter which I use because it's going to appear on every page. So I'm going to start by choosing this Odd Page header that will appear on the right-hand side. Notice that it's actually taken this information from Section 1, the Introduction, and it includes it as part of my header, as well as the Number 5.

If I scroll down in my document to another section, I'll find, for example, that here it has Section 4: STANDARDS OF CONDUCT. The information that's being put in the header, for example, The Story Behind Two Trees Extra Virgin Olive Oil is coming from my headings, yet another reason to use Styles. I'm going to now switch and enter a footer. So here I have my heading 1 and a page number. Let's go to the Footer, and choose a corresponding footer out of the Motion set.

I'm going to choose the Odd Page footer for Motion. There's a date picker that asks me to pick the date, and we're going to be publishing this handbook effective July 1st. So I'm going to choose July 1, 2010. I'm going to close my Header & Footer, and you'll notice that at the bottom of the page I have a date, and at the top, I have a page number and section information. Now when I print this, I want to print this back to back on paper. So let's go quickly look at a preview of how that will look.

Notice that I'll have these design elements on the right-hand side of every page, but when I print this back to back, what I'd really like is I would like to have every other page of the design elements on the left. In other words, here's my binding edge. So my pager number sticks out, and the backside of that sheet, the even page would be my binding edge, and I would like this information over here. This is why we would use odd and even headers and footers. Let's return back to Insert, and let's return to the Header & Footer.

I can either choose Header > Edit Header, or to get there more quickly, I can just double-click in any header or footer, and I'm going to tell Word that I want to have different odd and even pages because of how this document is going to be printed and bound. I am on an odd page. Word changes this to Odd Page Header. If I scroll down to the bottom, Odd Page Footer, and on the next page, I have an Even Page Header, and you'll notice there's nothing in it yet. Let's go to Header, and choose the corresponding header, the Even Page Header for Motion.

It asks me to type the document title, and I'm going to click and type Two Trees Olive Oil Employee Handbook. Now let's go to the Footer. Here's my Even Page Footer, and let's go pick up that Motion footer for Even Pages. I'm not been asked for anything. It's using the date, just like the Odd Page Footer does. So it's just copied that date from the Odd Page Footer from that placeholder where I chose the date.

So I'm going to go back to my preview now, and you'll notice now that the pages when printed, here's my binding edge, and here is my backside of the sheet and my front side of the sheet, and when the bound copy is opened, I have my headers and footers exactly where I would like them to be. One more thought. I can also determine whether I want to have a Different First Page here. Typically, I do. The first page of many documents is a cover page, and so this is turned on automatically.

But if I have, for example, a three- page document without a cover page, I can simply turn off Different First Page, and when I do, it will inherit the Odd Page Headers, or if I have only one set of headers, it will inherit the headers that I've specified elsewhere in my document. If I turn it off, I have the opportunity to put in Different First Page Headers and Footers. When you've finished editing or adding headers and footers, it's always good idea to close the Header & Footer pane so that the Header & Footer tools are taken away.

When you have more than one or two pages in your document, you'll want to add page numbers. But to add even more information and some professional design elements to the margins of your document, don't use simple page numbers. Use Word's Header & Footers feature.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 58140 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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