Headers and Footers: MS Word

Dennis Faas's picture

Every new Word document contains an empty header and footer automatically. Headers are repeating text or graphics that appear at the top of every page of your printed document. The footers appear at the bottom of each page. Some folks put their company logo in the header. Many times, you put your letterhead information in the header. You can use the header and footer in various ways.

Below is more pertinent information regarding the use of headers and footers in your documents:

  • Typically hold such document elements as titles, chapter headings, page numbers, confidentiality notices, document IDs, logos, and copyrights, and can be made up of text and/or graphics.
  • Can be seen while working in Print Layout View, but display as gray.
  • Do not display in other views.
  • Are section-level formatting, and therefore appear on every page of a section.
  • Require a section break if you want to change or discontinue one mid-document.

The formatting within a header is controlled by the Header style, and the formatting within a footer is controlled by the Footer style. Both styles come preformatted with a center tab in the middle and a right tab at the right margin.

Editing Headers and Footers

To add items to a header:

  • Click View | Header and Footer. Word displays the current header.

To add items to a footer:

  • Take the step above, then click Switch Between Header and Footer on the toolbar. Word displays the current footer.

When you're editing a header or footer, the Header and Footer toolbar displays and the document appears in gray.

To make edits in an existing header or footer, use the same steps as above.

When working in a header or footer, the Header and Footer toolbar displays automatically. The toolbar includes navigation buttons and other commands to make working in headers and footers as simple as possible. It also provides quick access to the fields most often used in headers and footers, including the page number field, date field, page X of Y field, etc.

If you would rather work with the mouse, you can access the header and footer by double-clicking the header or footer. Note though that this is only possible when in Print Layout View.

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