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(Archives) Excel 2003/2004: Modifying Header and Footer Information

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This article is based on legacy software.

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.

Setting 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

  2. Select the Page tab.

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

  4. Click OK.

Using 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.

Working 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 icon 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.
insert page number icon &[Page] Inserts the page number.
total page icon &[Pages] Inserts the total number of pages.
insert date icon &[Date] Inserts the date.
insert time icon &[Time] Inserts the time.
insert filename icon &[File] Inserts the filename of the workbook.
insert name icon &[Tab] Inserts the name of the current worksheet.
insert path icon &[Path]&[File] Inserts the path and filename.
Windows: insert picture icon
Macintosh:insert picture icon
&[Picture] Displays the Insert Picture dialog box so you can insert a picture.
Windows: format picture icon
Macintosh:format picture icon
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.

Creating 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

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 Margins. margins icon
    The margin outlines appear.
    margin outlines

  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.
    page setup

  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.

Changing 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

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

  5. Click Font. font icon
    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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