Page Numbers, Headers,
and Footers
ITSW 1401, Intro to Word
Processing
Instructor: Glenda H. Easter
Headers, Footers, and Page
Numbers
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Page numbers, headers, and footers are useful
additions to multiple-page documents.
You can position page numbers either at the
top of the page (headers) or at the bottom of
the page (footers).
Headers and footers also provide descriptive
information about a document, such as date,
title and author’s name.
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Adding Page Numbers
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The pages of a document are always numbered
as you work through Word—the status bar
indicates page and section numbers.
Every time you add, delete, or format text or
sections, Word adjusts page breaks and page
numbers.
This process is called background repagination,
occurs automatically when you pause while
working on a document.
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Status Bar Showing Page
Numbering
Page number of
insertion point
Page number that will print
on this page
Total number of
pages in a document
Section number
To Add and Preview Page
Numbers
Page numbers do not appear on a printed
document unless you specify that they do.
 The simplest way to add page numbers is
to choose Page Numbers from the Insert
menu and work with the Page Numbering
dialog box.
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Displaying Page Numbers
Dialog Box
•From the menu, select Insert.
•Next, select Page Numbers
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Selecting Location and
Position of Page Number
• From the Page Numbers
dialog box, click on the
arrow to open the
Position Drop-Down
list.
• From the Page Numbers
dialog box, click the
arrow to open the
Alignment list.
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Choosing Position of the
Number at Bottom of the Page
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Choosing Alignment of
Number as Centered
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Show Number on First Page
• If you do not wish the page number to appear on
the first page, you must deselect or remove the
checkmark in the Show Number on First Page.
• With this deselected, it will begin numbering your
pages on Page 2 with the number 2.
Print Preview in Magnification
Page number appears as a footer
on the right side of the page.
11
Changing the Position and
Format of Page Numbers
In addition to being able to decide on
using page numbers and their position, you
can also change the format of the page
numbers.
 For example, instead of traditional
numbers such as 1, 2, 3, you can change to
Roman Numerals, such as (i, ii, iii), or
letters, such as (a, b, c).

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Changing the Position and
Format of Page Numbers
You can start page numbering with
different numbers on different pages.
 You can also change the display of the
page number by selecting Format from
the page numbering dialog box.
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Changing the Position and
Format of Page Numbers
Changing the number
format to Roman
Numerals and
Beginning the page
numbering on page 2
Default Formatting from
the Page Numbering
Format
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Seeing All Views on the Same
Screen
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15
Varying Page Numbers in Print
Layout View
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From the Print Layout view, you can use the
Page Numbers dialog box, and vary
numbers.
From Print Layout view, you can make the
following changes:
– Apply character formatting such as bold or
italic to page numbers.
– Add the word “Page” before the page
number.
– Change the page numbering format.
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Opening the Header/Footer
Dialog Box
• Double-clicking in front of the page number brings up
the Header/Footer Dialog box.
• After double-clicking you can add the word “Page” or
change the page number to bold or italics.
Varying Page Numbers in Print
Layout View
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If you double-click in front of the page number
displayed in Print Layout View, you open the
Header/Footer dialog box.
You can type the word page before the number.
You can use the Formatting toolbar to change
the text.
Keep in mind that if you change the display of
one page number, it affects all page numbers.
You can delete or remove page numbers by
selecting the page number and pressing delete.
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Varying Page Numbers in Print
Layout View (Continued)
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Adding Headers and Footers
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Headers and footers are typically used in
multiple-page documents to display
descriptive information.
In addition to page numbers, a header or
footer can contain:
– The document name
– The date and/or the time you created or
revised the document.
– A graphic, such as a company logo.
– A draft or revision number.
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Adding Headers and Footers
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The descriptive information can appear in many
combinations. For example:
– the second page of a business letter typically
contains a header with the name of the addressee, the
page number, and the date.
– A report can contain a footer with the report name
and a header with the page number and chapter
name.
– A newsletter may contain a header with a title and
logo on the first page and a footer with the title
and page number on the following pages.
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Buttons on the Header and
Footer Toolbar
Show previous
Insert AutoText
Insert Page
Number
Insert the total
number of pages
Open the Format Page
Numbering dialog box.
Insert Date
Page Setup
Show/Hide
Document
Text
Insert Time
Show
next
Switch between
Header and Footer
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Adding a Header to a
Document
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Choose Header and Footer from the View menu.
Word switches temporarily to Print Layout view
and displays the Header/Footer toolbar.
When you click the Page Setup icon, it will open
up the page numbering dialog box where you
can select Different First Page check box and
click OK.
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Changing Page Setup
Double-Clicking on the Page Setup icon opens this display.
Page
Setup icon
Click Different First Page
check box and click OK.
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Adding a Header to a
Document
Open the file Primer1.doc, where you
will add a header and footer to pages 2-6.
 Select View from the menu.
 Select Header and Footer.
 Click the Page Setup button.
 Click Different First Page.
 Leave title header and footer blank.
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Adding a Header to a
Document (Continued)
Click the Show Next icon.
 Type “Primer or First-Time Overseas
Travelers” in the header and press Tab
twice.
 With the ruler bar displayed, drag the
right-aligned tab to the right margin.
 Type the word “Page,” and click the Insert
Page button icon.
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Creating Different Headers on
Different Pages
Page 1’s header is left blank.
Page 2 has a title and a right-aligned
page number with the word Page
preceding the number.
Adding a Footer to a
Document
Select the Switch Between Header and Footer button
to display the footer pane.
Using Insert Auto Text
To add additional text to the footer,
click Insert Auto Text
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Using Insert Auto Text to Add a
Footer to a Document
• Clicking the Switch
Between Header and
Footer moves to the
bottom of the page.
• Type your name in the
first position of the
Footer section.
• Press the tab key once.
• Select Insert Auto Text.
• Choose created on.
• Press the tab key once.
• Select Insert Auto Text.
• Select File Name.
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Adding Headers and Footers
within Sections
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Section breaks have an impact on page
numbers, headers, and footers.
If you would like, you can number each
section differently or add different headers
and footers.
When you add page numbers to a document,
it’s best to add the page numbers first and
then add the section breaks.
If not, you have to apply page numbering to
each individual section.
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Add Sections to a Document
with Headers and Footers
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While working with sections, if you have
Different First Page in the Page Setup
Layout, you will have a different header or
footer in the first page of each section.
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Add Sections to a Document
with Headers and Footers
Remove the checkmark
from page break and
select next page from the
section break types.
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Add Sections to a Document
with Headers and Footers
Replace the page break with a section break
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Add Sections to a Document
with Headers and Footers
Replace the page break
with a section break.
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Add Sections to a Document
with Headers and Footers
Insert a Section Break before American Embassy
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Add Sections to a Document
with Headers and Footers
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Linking Section Headers and
Footers
With the Same as Previous button “on,”
the text you originally enter in the header
(and the footer) for the document is the
same from section to section.
 Any change you make in one section
header or footer is reflected in all other
sections.
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Linking Section Headers and
Footers (Continued)
You can use the Same as Previous button
to break the link between header/footer
text from one section to another and enter
different header or footer text for a section.
 Breaking the link for the header does not
break the link for the footer.
 You must unlink them separately.
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Linking Section Headers and
Footers (Continued)
• If you wish to link or unlink headers and footers, you
click on the “Same as Previous button” which allows
you to link or unlink the header or footer in the
previous section.
• Clicking on this button, will display a message asking
if you wish to delete the header/footer and connect to
the header/footer in the previous section.
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Changing the Starting Page
Number
When documents have multiple sections,
you may need to change the starting page
number.
 You can change the format so numbering
starts in section 2, page 1, with Page 2.
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Changing the Starting Page
Number (Continued)
Select Header and
Footer from the View
menu.
Display the header on
section 2, page 1.
Click the Format Page
Number button.
Change the Start At
number to 2 and click
OK.
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Changing the Starting Page
Number (Continued)
Click on the Page Format button and change the
“Start At” to 2, and click OK.
Creating Continuation Page
Headers
It is customary to use a header on the
second page of a business letter or memo.
 A Continuation page header for a letter or
memo is typically a three-line block of text
that includes the addressee name, the page
number and the date.
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Continuation Page Headers
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There are three rules for letter and memos
with continuation page headers. Therefore,
to create a continuation page header using
the proper business format apply these
settings to your document:
– Top margin: 2 inches
– Header position: 1 inch from edge of page
– Page Setup Layout for Headers and Footers:
Different First Page
– Additional spacing: Add two blank lines to
the end of the header.
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Continuation Page Headers
(Continued)
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By default, headers and footers are positioned
0.5 inch from the top or bottom of the page.
When you change the position of a
continuation page header to 1 inch, the
continuation page appears to have a 1-inch
top margin, beginning with the header text.
The document text begins at the page’s 2inch margin and the two additional blank
lines in the continuation header ensure
correct spacing between the the header text
and the document text.
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Add a Continuation Page
Header to a Letter
•Choose Page Setup form
the File Menu.
•Select Different First Page
under Headers and Footers.
•Click the Margins tab, and
set the top margin to 2”.
•Change Header to 1” and
click OK.
Inserting Dates in Letters
• When creating business letters, make sure you use the
correct date format.
• Select date/time from the Insert menu.
• Make sure that you do not select the option to Update
automatically.
Creating Alternate Headers
and Footers
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In addition to customizing headers and
footers for different sections of a document,
you can also change them for odd or even
pages throughout a section or document.
To create alternate headers and footers in a
document, use the Different Odd and Even
check box in the Page Setup dialog box.
Then create a header or footer for both even
and odd pages.
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Creating Alternate Headers
and Footers
• Select Header/Footer
from the View menu.
• Select the Page Setup
button.
• Click Different Odd
and Even Page.
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Creating Alternate Headers
and Footers (Continued)
Click the Insert
AutoText button.
Select the last
option which is
Page X of Y for the
running-total page
format.
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