Word Lesson 3: Inserting Page Headers and Page Numbers
Opening Words about Page Numbers:
In the work world, always insert page numbers on multi-page documents. Always.
Whether you number the first page of a document can be a matter of choice, but on
documents that have transmittal information present on the first page (such as letters or
documents with memo headers), page numbers on the first page are superfluous.
Inserting Page Headers:
This is one time I am going to actively contradict Anderson. In discussing page headers,
Anderson states "When a memo runs to more than one page, provide the additional pages
with the same sort of header that you use in letters." Furthermore, Anderson provides
these directions: "If your letter is longer than one page, use plain paper rather than
letterhead stationery for the second and subsequent pages. At the top of the second and
subsequent pages, provide the name of the addressee, the page number, and the date."
Here is where we will deviate from Anderson:
The addressee knows the document was written to him or her. Putting the
addressee’s name at the top of documents will not help our readers. It might help
us as writers while we are composing documents, but we need to think about our
readers.
Unlike Anderson's advice, in all documents that you write, put your own name (not the
name of the person you are sending a document to) at the top of the second and each
subsequent page. If your document's pages should become separated, having your name
(the writer) and page numbers would make it possible for your readers to always
reassemble your document.
To Insert Page Headers
1. Since we DO NOT want a header on the first page of your document, be sure you
are on page two (or any subsequent page) of your document.
Headers can, of course, be put on the first page of documents. We are just not
doing so for the purpose of this exercise.
2. On the View menu, click Header and Footer
This will open the Header area in your document.
3. Key in your name, first and last or just last.
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3/8/2016
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4. To leave the header off the first page, click Page Setup.
5. Click the Layout tab
6. Select the Different first page check box
7. Click OK
8. If necessary, format text by using buttons on the Formatting toolbar.
9. When you finish, click Close on the Header and Footer toolbar
This will create a document that does have your name as a header on pages two
through the final page. If you have any trouble, use Microsoft Word's "Help" feature.
Headers with Multiple Items
As Anderson points out, you may want to create headers with multiple items such as your
name (maybe aligned on the left), possibly a date (maybe centered), and page numbers
(aligned on the right). To position header information,
1. On the View menu, click Header and Footer.
2. If necessary, click Show Previous or Show Next on the Header and Footer toolbar
to move to the header you want to adjust.
3. On the Formatting toolbar, click an alignment button, or
4. You can use the preset tab stops in the headers and footers to quickly center
an item or align multiple items. To center an item, press TAB; to right align an
item, press TAB twice.
In other words, when you are keying in your name, hit the TAB key once. This
takes your cursor to the center of your page. If you want a centered item, like a
date, key it in, in the center position. Hit the TAB key again. This will take your
cursor to the right position on the page. At this point, you can insert your page
number. If you do not want a centered item, key in your name, hit the TAB key
twice to take you to the right aligned position in your header, and then proceed to
insert your page numbers.
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3/8/2016
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Inserting Page Numbers
1. With your cursor in the position you want your page numbers located, in this
example, top right, from the Menu bar, go to Insert > Page numbers.
2. Since you are already in your header, the choices of positioning your page
numbers will not be available. If, however, you want to insert page numbers after
you have created your header, you would select Top of page (header).
3. Select Alignment > Right
4. Be certain "Show number on first page" in NOT checked.
Remember, for this exercise we are making this choice assuming that there was
perhaps a Memo Header on page 1, but it you wanted to, you could certainly
show the page number on the first page.
5. Click OK
This should create documents with the same header display you see on this document. Go
in and play around. Look at all the choices you have available under "Insert Auto Text."
Open some practice documents and try doing this several different times several different
ways. When in doubt, use Word's "Help." Just be sure to always put page numbers in
multiple-page documents and put your own name in your header so your readers will
know whose document they are viewing.
As always, call me if you need me: (254) 968-9286.