- A header is text or images that appear at the top of every page. A footer is the same, but at the bottom of a page. In the previous two videos, I showed you how to add a page number to a document using Word's "Page Number Gallery." This feature adds a formatted page number, and sometimes graphic elements to a document's header or footer. But there might be other information that you want to include in a header or footer. For example, suppose you want the header of each page in your document to include the document name and revision date.
Or maybe you want to include a notice about confidentiality in the footer. You can do all that, and this video will show you how. Let's modify the header of each page to include the document name and revision date. I'll start by clicking "Insert" to view the Insert Ribbon, and then click "Header" to display a menu of options. Word's header gallery offers a bunch of pre-formatted headers, many of which include placeholder text and graphic elements. Some of them even include page numbers.
I'll scroll down and take a look at them. I'm going to keep this very simple, and use the blank, three column format, which is near the top. Three placeholders appear in the header area for section one. I can type a placeholder, and then type the text I want to replace it with. So maybe on the left I want to include the name of the document, which is "Two Trees Employee Manual." I can click and type that in. And maybe on the right I want the revision dates, so that readers can easily see whether they're looking at the most recent version of the document.
So I can click that placeholder, and type in "Revised" with today's date. I don't really have a need for that middle column, so I'll just select it and delete it. Now if I scroll through the document, I'll see that header on every page. I can do something similar for the footer, but since the footer is already there, I don't need to insert anything. I can just click in the existing footer, press "Enter" to get a new paragraph, and type in the text I want. So let's do that.
I'll type a brief confidentiality notice. I typed, "This is a confidential internal document "for employees of Two Trees Olive Oil Company. "Distribution outside the company is strictly forbidden." Note that the text is formatted the same way as the page number. I can change that. Maybe I want it plain black text instead of bold grey. I just select it, and use "Options" on the home ribbon to change it. Turn off the bold, and choose "Automatic" color.
Now if we scroll through the document, we'll see the footer exactly the way I entered it and formatted it on every page. Let's scroll back up. Here it is here in section one. Now did you notice something about the way I did this? I edited the footer on the first page of section two, rather than on the first page of the document. Still, the footer appears the same on every page. That's because the footers are linked. I explain how to create different headers and footers throughout your document in another video coming up soon.
But first, let's see how we can include some automatically generated text in a header and footer by using Word fields.
- Understanding challenges with long documents
- Exploring the process for building a long document
- Structuring a document with outlines and master pages
- Adding captions
- Working with footnotes and endnotes
- Inserting citations and managing sources
- Creating an index with a concordance file
- Numbering chapters and pages
- Formatting page breaks
- Including headers and footers
- Adding a cover page
- Setting the document theme
- Updating automatically generated content
- Formatting long-document components
- Printing a long document