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Microsoft Word 2003

Creating Headers and Footers

You can create headers and footers in your Word document so that information such as the author's name, document title, or page numbers will appear in the top and/or bottom margin of your document. You can create a header and footer that appears the same on every page, or you can customize the pages with different headers and footers.

return to topThe Header and Footer Toolbar

The Header and Footer toolbar contains buttons for functions that you will use frequently when working with headers and footers in your document. The buttons are described here.
Header and Footer toolbar from Windows

Button Function
Insert AutoText button from Windows Inserts AutoText, a time-saving entry composed of an abbreviation and an associated phrase. For more information, refer to Working with AutoText
Insert Page Number, Insert Number of Pages, and Format Page Number buttons Inserts the page number, inserts the number of pages, and formats page numbers
Insert Date and Insert Time buttons Inserts the date and time
Page Setup button and Show/Hide Document Text button Displays the Page Setup dialog box and shows or hides document text
Link to Previous button Makes the header or footer the same as the previous section
Switch Header Between and Footer button, Show Previous, and Show Next buttons Switches between header and footer, shows previous header or footer, and shows next header or footer
NOTE: The previous and next options are relevant when your document is divided into sections.
Close Header and Footer button Closes Header and Footer view

return to topCreating a Universal Header and Footer

If you want the same header and footer to appear on every page, create a universal header and footer. By using the buttons located on the Header and Footer toolbar, you can insert the page number, date, or time into the header and/or footer.

NOTE: To insert commonly used fields into the header or footer, refer to Inserting AutoText into Headers and Footers.

  1. Place the insertion point anywhere within the document

  2. From the View menu, select Header and Footer
    The Header and Footer toolbar appears.

  3. In the Header, type and format the desired information

  4. Click SWITCH BETWEEN HEADER AND FOOTERSwitch Between Header and Footer button

  5. In the Footer, type and format the desired information

  6. To close the Header and Footer toolbar and return to your document, click CLOSE

return to topCreating a Different First Page Header and Footer

You can create a first page header and footer containing different information than the header and footer in the rest of the document.

  1. Place the insertion point on the first page of the document

  2. From the View menu, select Header and Footer
    The Header and Footer toolbar appears.

  3. Click PAGE SETUPPage Setup button
    The Page Setup dialog box appears.

  4. Select the Layout tab

  5. Under Headers and footers, select Different first page

  6. Click OK

  7. In the First Page Header, type and format the desired information

  8. Click SWITCH BETWEEN HEADER AND FOOTERSwitch Between Header and Footer button

  9. In the First Page Footer, type and format the desired information

  10. To create the header and footer for the rest of the document, click SHOW NEXTShow Next button

  11. In the Header, type and format the desired information

  12. Click SWITCH BETWEEN HEADER AND FOOTERSwitch Between Header and Footer button

  13. In the Footer, type and format the desired information

  14. To close the Header and Footer toolbar and return to your document, click CLOSE

return to topCreating Odd and Even Page Headers and Footers

If you need to align information differently or include different information on the odd and even page headers and footers, you can create odd and even page headers and footers. You can also create a different first page as well as odd/even page headers and footers within the same document.

  1. Place the insertion point on the first page of the document

  2. From the View menu, select Header and Footer
    The Header and Footer toolbar appears.

  3. Click PAGE SETUPPage Setup button
    The Page Setup dialog box appears.

  4. Select the Layout tab

  5. Under Headers and footers, select Different odd and even

  6. OPTIONAL: Create a different first page header and footer

  7. Click OK

  8. In the Odd Page Header, type and format the desired information

  9. Click SWITCH BETWEEN HEADER AND FOOTERSwitch Between Header and Footer button

  10. In the Odd Page Footer, type and format the desired information

  11. Click SHOW NEXTShow Next button

  12. In the Even Page Header, type and format the desired information

  13. Click SWITCH BETWEEN HEADER AND FOOTERSwitch Between Header and Footer button

  14. In the Even Page Footer, type and format the desired information

  15. To close the Header and Footer toolbar and return to your document, click CLOSE

return to topInserting AutoText into Headers and Footers

With the Insert AutoText command in Word, you can quickly and easily add elements such as the filename, the author's name, and the save date to headers and footers without having to go through numerous menu options.

  1. From the View menu, select Header and Footer
    The Header and Footer toolbar appears.

  2. Place the insertion point in the header or footer area where you want to insert AutoText

  3. On the Header and Footer toolbar, click INSERT AUTOTEXT » select the desired AutoText option

  4. To close the Header and Footer toolbar and return to your document, click CLOSE

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