Take a Break!

Footers, Page Numbers, and Breaks

How do you create different Headers and Footers in a Word document? Say you wanted to have each Chapter in a report have a different Header (Chapter I, Chapter 2, etc.). Say that the page numbering in each chapter restarted at Page 1. This little post will show the steps.


Before You Begin

This example uses a sample file. You can practice with your own document if you wish.
Sample Windows Deployment Text 2013 Complete.docx

Headers and Footers
Try This: Insert a Footer
Go to page 2: Business Organization
Go to Insert ->Header & Footer.
Click on Footer.

Select: Blank (Three columns) This Footer sets up three Tab Stops.

What Do You See? A new text box will open on the bottom of your document. At the top of the document are the Header and Footer Tools. The rest of your document text will appear dim, and cannot be edited while you work with the Headers and Footers.

What Else Do You See? This Footer has three little Quick Parts that you can edit.

1. Try This: Insert the Page Number
Page numbers are usually placed in the footer. Here are the steps.

Before You Begin: Place your cursor in the Quick Part on the far right of the Footer, where it says [Type here].

2. Try This: Insert the Page Number
Go to Header and Footer Tools->Design.
Go to Header & Footer.
Go to Page Number ->Current Position.
Select: Accent Bar 2.

What Do You See? A new page number should be displayed in the bottom right corner of the Footer. What page number is it showing? You can format the numbering if you wish.

3. Try This, Too: Format the Page Number

Before You Begin: Select the page number. It is a Merge field, so it will be highlighted light grey when you select it.

3. Try This: Format Page Numbers
Go to the Header and Footer Tools.
Go to Header & Footer.
Go to Page Number.
Click on Format Page Numbers.

4. Try This, Too: Edit the Number

By Default, the Number Format is whole numbers: 1, 2, 3. You can choose letters or Roman numerals. The Page numbering can continue from the previous section, or start with a different number.

Where Have You Seen This Before? The first pages in a book are often numbered with i, ii, iii. The first chapter then begins on the right hand page with the number 1.

Click OK to close this window. Keep going…

More Headers and Footers

Did you know that you can have different Headers and Footers for each part of your document? Start with the first page. Usually the first page is different than the rest of the pages.

Try it: Create a Different First Page

Please go to Page 1.
Go to the Header and Footer Tools.
Click on the Design tab.
Check Different First Page.

Add this text: CONFIDENTIAL: Prepared for Charlotte’s Web Site.
You can format this text Bold and Red.

Different Sections

Say you had three Sections in your document and you wanted each section to have a different Header or Footer. To do this, you need to insert a Break and choose a Continuous Section Break. There are four kinds of Section Breaks: Next Page, Continuous, Even and Odd.

1. Try it: Insert a Section Break
Begin on page 3.
Place your cursor before the headline: Issues of Concern.
Go to Page Layout.
Find the Page Setup Group.
Select Breaks.

Choose Section Breaks ->Continuous.

Add a Continuous Section Break to:
Issues of Concern
Phase One
Phase Two
Phase Three

Different Headers and Footers

Working with the sections requires some thought. The key to making this option work is the Link to Previous command. When that link is turned off, you can make each Section have unique Headers and Footers.

Try it: Remove Link to Previous
Go to page 3, Issues of Concern.
Double click the Header to open it.
Type: Computer Upgrade.
Tab to the center of the Header.
Type: Issues of Concern.

Use the Navigation buttons to go to the Next Section, Phase 1.

Do NOT Link to Previous. (Click it off)
Type in the Header: Phase 1.
Try it with Phase 2 and Phase 3, too.

What Do You See? The Next and Previous Sections should be different.

What If It Doesn’t Work? Please start again from page 1 and make sure the sections are NOT linked. Then add the text.

Odd and Even Headers

Open any book and you will see that the Headers and Footers are different on the Odd and Even Pages. The Odd pages usually have the name of the chapter. The Even pages may have the name of the section or the name of the book.

Try This: Create Odd and Even Pages
Go to Page 3.
Go to the Header and Footer Tools.
Go to Design-> Options.
Click Different Odd and Even Pages.

The Header for Section 1 will have an Odd Page Header. You may need to use the Page Up and Page Down buttons to navigate to odd and even pages.

Memo to Self: The Odd pages are on the right side, the Even pages are on the left side. That’s the way books have been made for a couple hundred years.

That’ll work. Please let me know if I answered your question.

Thanks, eBeth

Elizabeth Nofs, the Computer Mama

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