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Microsoft Excel 2003/2004

Modifying Header and Footer Information

Excel allows you to customize your header (information printed at the top) and footer (information printed at the bottom) information to suit the needs for a given worksheet. This document describes some options for modifying your headers and footers. These options are located in the Page Setup dialog box; for more information on these options, refer to the Header/Footer Tab Options in About the Page Setup Dialog Box.

return to topSetting the First Page Number

This option allows you to set the number that you want to be printed on the first page. The default will start page numbering with one; however, if you want to start numbering with a number other than one, follow these instructions.

  1. From the File menu, select Page Setup...
    The Page Setup dialog box appears.
    Page Setup dialog box

  2. Select the Page tab

  3. In the First page number text box, type the number you wish to begin with

  4. Click OK

return to topUsing Preset Headers and Footers

Preset headers and footers comprise samples from Microsoft and headers or footers you have used from other files in the past.

  1. From the File menu, select Page Setup...
    The Page Setup dialog box appears.

  2. Select the Header/Footer tab

  3. From the Header or Footer pull-down list, select a preset header or footer

  4. Click OK

return to topWorking with Custom Header and Footer Buttons

There are several buttons available in the Header and Footer dialog boxes. Each one is displayed and explained here. To access these dialog boxes, click CUSTOM HEADER... or CUSTOM FOOTER..., respectively.

Button Code Action
font button Displays the Font dialog box so you can adjust the font, size, and style of the text for each of the three sections of the header or footer
page number button &[Page] Inserts the page number
pages button &[Pages] Inserts the total number of pages
date button &[Date] Inserts the date
time button &[Time] Inserts the time
file button &[File] Inserts the filename of the workbook
tab button &[Tab] Inserts the name of the current worksheet
Path and File button &[Path]&[File] Inserts the path and filename
Windows: Insert Picture button
Macintosh: Insert Picture button
&[Picture] Displays the Insert Picture dialog box so you can insert a picture
Windows: Format Picture button
Macintosh: Format Picture button
  Displays the Format Picture dialog box so you can adjust picture properties

NOTES: The Code column in the table above shows the command that Excel will insert when the option is selected. The code will be translated to the corresponding information when the sheet is printed.

return to topCreating Custom Headers and Footers

Sometimes, you may want to create your own headers or footers. You can adjust the font face and the size, add your own text, and pick up fields of information from Excel. The Header dialog box for customizing appears here.

Header dialog box

Adding a Custom Header or Footer

  1. From the File menu, select Page Setup...
    The Page Setup dialog box appears.

  2. Select the Header/Footer tab

  3. Click CUSTOM HEADER... or CUSTOM FOOTER...
    The Header or Footer dialog box appears, respectively.

  4. Using the buttons described in Working with Custom Header and Footer Buttons, fill out the three sections in the Header or Footer dialog box

  5. OPTIONAL: To change the font, refer to Changing the Header/Footer Font.

  6. When done, click OK

  7. Click OK
    NOTES:
    If you created a multiple line header, it may overlap with the information on the spreadsheet. 
    To ensure that your multiple line header is displaying properly, refer to Adjusting Margins with the Mouse or Adjusting Margins with the Page Setup Dialog Box.

Adjusting Margins with the Mouse

It may be wise to check your custom header or footer to ensure that they will print properly. If there are problems with the display of your header or footer, you can fix them by adjusting the margins.

  1. From the File menu, select Print Preview
    The Print Preview dialog box appears.

  2. Review the custom header or footer

  3. If adjustments are necessary,
    Windows: Click MARGINS
    Macintosh: Click MARGINSMargins button
    The margin outlines appear.
    margins outline in Print Preview dialog box

  4. Using the mouse, click and drag the margin outlines
    NOTE: The uppermost and bottommost margins are for the header and footer, respectively.

  5. Click CLOSE

Adjusting Margins with the Page Setup Dialog Box

  1. From the File menu, select Print Preview
    The Print Preview dialog box appears.

  2. Review the custom header or footer

  3. If adjustments are necessary, click SETUP...
    The Page Setup dialog box appears.
    Margins tab in page setup dialog box

  4. Select the Margins tab

  5. In the Top, Left, Right, Bottom, Header, and/or Footer text boxes, type or use the nudge buttons to adjust the margins

  6. Click OK

  7. Click CLOSE

return to topChanging the Header/Footer Font

You can change the font of the header/footer text in the Header/Footer dialog box. For more information, refer to the section Adding a Custom Header or Footer.

  1. From the File menu, select Page Setup...
    The Page Setup dialog box appears.

  2. From the Page Setup dialog box, select the Header/Footer tab

  3. Click CUSTOM HEADER... or CUSTOM FOOTER...
    The Header or Footer dialog box appears, respectively.
    Header dialog box

  4. Select the text in the section you want to change

  5. Click FONTFont button
    The Font dialog box appears.

  6. Under Font, Font style, and Size, make the appropriate changes

  7. Click OK
    You are returned to the Header/Footer dialog box.

  8. Click OK
    You are returned to the Page Setup dialog box.

  9. Click OK

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