Word Processing

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Page Numbers, Headers, and Footers

O B J E C T I V E S After completing this lesson, you will be able to:

1. Add page numbers. C t 0 m ^ ^ d ^ \ ^ € C l 2. Change the starting page number. f . , ^ . . ^ _ . ^ ^ , ^ | ^ , ^

3. Add headers and footers. L S f M f A a m e j * ^ 4. Add headers and footers w i t h i n sections.

5. Link section headers and footers. ^ X^^ClS^ ^ t 6. Create continuation page headers.

7. Create alternate headers and footers.

Estimated Time: IVa hours

• OBJECTIVE 1

Page numbers, headers, and footers are useful additions to multiple-page documents. Page numbers can appear in either the top or bottom margin of a page. The text in the top margin of a page is a header; text in the bottom margin of a page is a footer. Headers and footers can also contain descriptive information about a document, such as the date, title, and author's name.

Adding Page Numbers Word automatically keeps track of page numbers and indicates on the left side of the status bar the current page and the total number of pages in a document. Each time you add, delete, or format text or sections. Word ad- justs page breaks and page numbers. This process, called background repagi- nation, occurs automatically when you pause while working on a document. Right-click the status bar to select formatted page number, section, and page number options when working with long documents.

Me WD-294

L E S S O N A Page Numbers, Headers, and Footers WD-295

Figure 0 - 1 Status bar indicators for a m u l t i p l e - p a g e

d o c u m e n t

Exercise A D D A N D P R E V I E W P A G E N U M B E R S Page numbers do not appear on a printed document unless you specify that they do. The simplest way to add page numbers is to click the Insert tab and click Page Number.

1. Open the file History. 2. With the insertion point at the top of the document, click the Insert tab

and click the Page Number button [a]. Word displays a list of options for placing your page number i n the document. Notice that you can choose top of page, bottom of page, or page margins. Once you choose a position for the page number, you select a design from the gallery. A gallery is a list of design options for modifying elements of a page.

Figure A - 2 P a g e n u n i b e r

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WD-296 UNIT 3 Page Formatting

If you key the number 2 in the header or footer parte, the document will print the

number 2 on every page of the documerrt instead of the page number. Remember

to use the Insert Page Number button to add page numbers to a document.

You can see page numbers when Print Layout view is the selected view, when

the Print tab is displayed, or on the printed page.

3. Click Top of Page to display the gallery for placing numbers at the top of the page. Click Plain Number 3 to place a page number i n the upper right corner of the document.

4. Scroll through the document to view the page numbers. By default Word places page numbers on every page. Notice the divider line that separates the header pane from the document text.

5. Notice that the Ribbon adds a new tab when page numbers have been added to a document. The Header & Footer Tools Design tab includes additional options for formatting the document.

6. Click the Close Header and Footer button [ Q ] . 7. Click the Insert tab, and chck the Page Number

button [a]. Click Bottom of Page, and scroll to the bottom of the gallery. Click Triangle 2. A page number appears at the bottom right comer of each page.

8. Click the Zoom button 100% I and choose Whole page. Click OK. Notice that page numbers appear in the header and footer of the page.

Figure ^ - 3 Viewing page

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L E S S O N 41 Page Numbers, Headers, and Footers WD-297

The available print area on a page varies according to the type of printer, and some

printers cannot print to the edge of the paper. If your footer is not completely

visible, ask your instructor about changing the footer position fronn 0.5 inch to 0.6 inch from the bottom edge of the page.

9. Change the zoom level to 100%, and scroll to view the first page of the document. The page number appears within the 1 -inch top margin and is positioned 0.5 inch from the top edge of the page at the right margin.

10. Click the Undo button to remove the page number i n the footer.

1 Exercise ^ - 2 C H A N G E T H E P O S I T I O N A N D F O R M A T O F PAGE N U M B E R S

Not only can you change the placement of page numbers and decide i f you want to number the first page or not, but you can also change the format of page numbers. For example, instead of using traditional numerals such as 1, 2, and 3, you can use roman numerals (i, i i , iii) or letters (a, b, c). You can also start page numbering of a section with a different value. For instance, you could number the first page i i , B, or 2.

You can apply character formatting to page numbers by selecting the page

number and applying the desired format.

Double-click the header on page 1. This activates the header pane (the area at the top of the page that contains the page number), displays the Header & Footer Tools Design tab, and dims the document text. Select the page number, and change the format of the number to italic using the M i n i toolbar. Press |ctri|-|-fEl to center the number. Press |ctri|-i-[zl to undo the center alignment.

3. Locate the Header and Footer group on the Header & Footer Tools Design tab. Click the Page Number button [ | ] and click Format Page Numbers.

4. Open the Number format drop-down list, and choose uppercase roman numerals ( I , I I , I I I ) . Click OK.

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WD-298 UNIT 3 Page Formatting

Locate the Options group on the Header & Footer Tools Design tab, and click Different First Page. Selecting the Different First Page option creates a separate header for the first page of the document and removes the page number from page 1 of the document. Locate the Navigation group on the Header & Footer Tools Design tab, and click the Previous button Scroll to the top of page 1, and notice that the page number does not display on the first page of the document. Click the Next button @ to return to page 2 of the document. Click the Close Header and Footer button View the document using the Print tab, and note that page 1 does not display a page number. Click the Next Page button [T] to display page 2. The header page numbering format is now italic, starting with roman numeral I I on page 2. Click t h e ^ B B B H I to return to the document.

aoBJECTivE2 Changing the Starting Page Number I n addition to formatting page numbers and changing the page number placement, you can change the starting page numbering. You can format a document to include a cover page and change the page number options to display no page number on page 1 and to display page number 1 on the ac- tual page 2 of the document.

To add a cover page, click the Insert tab and click the Cover Page button. Select a design from the gallery, and the cover page automatically appears at the beginning of the document. You can also insert a blank page by clicking the Blank Page button on the Insert tab.

Exercise 1^-3 A D D A C O V E R P A G E 1. Position the insertion point at the beginning of the document.

Click the Insert tab, and click the Cover Page button Q. Click the Sideline design from the gallery. Click the placeholder "[Type the document title]," and key History. Click the placeholder for "[Type the company name]," and key Campbell's Confections. Key your name i n the Author section. Click the Pick the Date control, and select today's date.

2. Notice that the cover page is not numbered. Scroll to page 2 of the document, and notice that the second page of the document is numbered page I .

L E S S O N ^ B Page Numbers, Headers, and Footers WD-299

3. Position the insertion point at the top of the second page of the document. CUck the Insert tab, and cHck the Page Number button [a CHck Format Page Numbers. CHck the option Continue from previous section. CHck OK to close the dialog box. The second page of the document is now numbered page I I .

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4. Click the Zoom button | .loq̂ î j, and click the Many Pages button gj. Drag to select three pages on the first row. Click OK. Notice that the cover page is not numbered and that page numbering starts with page 2. Return the zoom level to 100%.

5. Double-click the page number of page 2 of the document. Position the insertion point to the immediate left of the page number. Key Page and press I Spacebar I once.

6. Scroll to the header pane on page 3 to view the revised header text.

7. Close the Header and Footer pane. 8. Save the document as [your initials]^-3 in your

L e s s o n ^ folder.

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WD-300 UNIT 3 Page Formatting

Exercise 1̂-4 R E M O V E P A G E N U M B E R S To remove page numbers, delete the text in the header or footer area or click the Remove Page Numbers button.

1. Click the Insert tab, and click the Page Number button [d]. Click Remove Page Numbers.

2. Scroll through the document, and notice that the page number has been deleted from all pages.

3. Click the Cover Page button and click Remove Current Cover Page. 4. Close the document without saving it.

aoBjECTivEs Adding Headers and Footers 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 • An author's name • A graphic, such as a company logo • A draft or revision number

This descriptive information can appear in many different combina- tions. 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 footer could include the report name and a header with the page number and chapter name. A newsletter might contain a header with a title and logo on the first page and a footer with the title and page number on the pages that follow.

Figure ^ - 7 Examples of headers

and footers

Header for second page of a letter

Header and footer for report

L E S S O N A Page Numbers, Headers, and Footers WD-301

Exercise J | - 5 A D D A H E A D E R T O A D O C U M E N T 1.

Open the file History - 2. This file is a six-page document with a title page. You w i l l add a header and footer to pages 2 through 6. Chck the Insert tab, and click the Header button Click the Blank design at the top of the Header gallery. Word displays the Header & Footer Tools Design tab and the blank header pane. Locate the Options group on the Header & Footer Tools Design tab, and click the Different First Page check box. This enables you to give the document two different headers—a header for the title page (the first page), which you will leave blank, and a header for the rest of the document, which will contain identifying text. Notice that this header pane is labeled "First Page Header."

4. Click the Next button [ ^ . Notice that this header pane is labeled "Header." The Previous button f, and the Next button S, are useful

These preset tab settings in the header and footer pane are default settings for a document with the default 1-inch left and

right margins. In such a document, the 3.25-inch tab centers text and the 6.5-

inch tab right-aligns text. This document, however, has 1.25-inch left and right

margins, so it is best to adjust the tabs.

1 8.

when you move between different headers and footers within sections of a document. Key Campbell's Confections History in the page 2 header pane. This text now appears on every page of the document except the first page.

6. Press [fabl once. Notice that the ruler has two preset tab settings: 3.25-inch centered and 6.5-inch right-aligned. Drag the center tab marker to 3 inches on the ruler, and drag the right-aligned tab marker to the right margin (6 inches). Press (Tab) again to move to the right-aligned tab setting.

7. CHck the Page Number button [S], and click Current Position. Click the Plain Number option. Word inserts the page number at the right margin. Click to the immediate left of the page number, and key Page, and press I Spacebar |.

Click the Previous button S], and notice that the first-page header pane is still blank. Click the Next button to return to the header you created on page 2.

WD-302 UNIT 3 Page Formatting

TABLE Header and Footer Tools Design Tab

Button Name Purpose

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Footer Edit the document footer.

Date and Time Insert the current date or time.

Insert common header or fodl^sr%afn!Siiiti^ Bs running total page niivnh^^otL&a^*^'* page, 1 of 10) or c b c u m e d t ^ t ^ ^ t ^

Insert a picture from a file.

Activates header for editing.

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Show the header or footer of the previous section.

Link to Previous Link or unlink the header or footer in one section to or from the header or footer in the previous section.

Different First Page

Different Odd & Even Pages

IShow Document Te<t

Different Odd and Even Specify a header or footer for odd-numbered Pages pages and a different header or footer for

even-numbered pages.

Header from Top Specify height of header area,

insert Alignment Tab Insert a tab stop.

L E S S O N ^ P a g e Numbers, Headers, and Footers WD-303

Exercise 1^-6 A D D A F O O T E R T O A D O C U M E N T 1. With the header on page 2 displayed, click the Go to Footer button

display the footer pane. 2. Key your name and press [rib]. 3. Save the document as [your initials]4^-6 in your L e s s o n ^ folder. 4. With the insertion point at the center of the footer, click the Date &

Time button on the Header & Footer Tools Design tab. 5. Click the third option in the Available formats list. Remove the check

from the Update automatically check box. Click OK. The current date is inserted i n the footer.

6. Press |Tab| to move to the right margin, and click the Quick Parts button [gj Click Field and scroll the list of Field names to locate FileName. CHck FileName, and notice that a list of Field properties appears in the middle of the dialog box. CHck First capital. Click OK.

Figure ^ - 8 Inserting fields

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7. View the footer text. The document's file name is inserted at the right margin. This footer information prints at the bottom of each page except the first.

8. Improve the footer tab positions by dragging the center tab marker to 3 inches and the right tab marker to 6 inches. (Remember, this document has 1.25-inch left and right margins, not the default 1-inch margins.)

WD-304 UNIT 3 Page Formatting

9. Click the Close Header and Footer button |@ to return to the document. 10. Switch to the Print tab. Check that no header or footer appears on the

title page. Click the Next Page button 0 to move through each page of the document and to view the header and footer.

11. Return to Page Layout view and save the document. Leave it open for the next exercise.

•OBJECTIVE4 Adding Headers and Footers within Sections Section breaks have an impact on page numbers, headers, and footers. For example, you can number each section differently or add different headers and footers for each section.

When you add page numbers to a document, it is best to add the page numbers first and then add the section breaks. Otherwise, you have to apply page numbering to each individual section.

If a document has two sections, there are multiple variations for headers and

footers. For example, section 1 can display a header and section 2 can display a

different header. If the Different First Page option is selected, the document could have four different headers or footers.

Section 1 would include a header for the first page and a header for the remaining

pages in the section. Section 2 would Include a header for the first page and a

header for the remaining pages in section 2. To avoid corrfusion, read carefully the label

for each header and footer pane.

Exercise ^ - 7 A D D S E C T I O N S T O A D O C U M E N T W I T H H E A D E R S A N D F O O T E R S

1. Delete the hard page break that follows the title page of the document, and insert a next page section break. Delete blank paragraph marks i f necessary.

2. Insert a next page section break before the heading "Fundraising" in section 2 (page 3 of the document) and a next page section break before the heading "Chronology" in section 3 (page 5 of the document). The document layout now includes four sections.

3. Return to the top of the document (by pressing |ctri|+|Hom"el). and click the Insert tab. Click the Header button (¥). CHck Edit Header. Notice that the header pane label indicates the section number.

4. Click the Next button |W] to move to the header, i n section 2. Notice that this header is also blank, and i t is labeled "First Page Header - Section 2." Earlier in the lesson you selected the Page Setup option Different First Page, and the option was applied to the entire document. This means the first page of each section can be formatted separately from the other pages i n the section. It can include the same text and format as the other pages i n the section, or it can contain different text and formatting.

5. Click the Next button again to move to Header - Section 2. The header and footer text begin on page 3.

L E S S O N A Page Numbers, Headers, and Footers WD-305

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6. Click the Next button\M\o move to section 3. Because the Different First Page option appHes to the entire document, the first page of this section contains no header or footer.

7. Turn off the Different First Page option for section 3 by cHcking the Different First Page option on the Header & Tools Design tab to clear the check box. Page 1 of section 3 displays the document header and footer text. Turning off this option applies only to this section, as you will see in the next step.

Figure 4|-9 The header text for

section 3

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8. Click the Previous button twice to move to the header on page 1 of section 2. The header pane should read First Page Header-Section 2. Notice that the header pane is still blank because the Different First Page option is still checked for this section.

9. CHck to deselect the Different First Page option for this section. Now the header and footer display for page 1 of section 2.

10. Click the Next button two times to move to the first-page header of section 4. Chck to deselect the Different First Page option. The header appears on page 1 of section 4.

11. View each header in the document by dragging the scroll box (on the vertical scroll bar) up one page at a time. As you display each page s header, notice the page numbering. Also notice that the text "Same as Previous" appears on the header panes. Same as previous means the header or footer is linked to the header or footer in the previous section.

WD-306 UNIT 3 Page Formatting

a OBJECTIVE 5 Linking Section Headers and Footers

Breal<ing the link for the header does not break the link for the footer. You must

unlink them separately.

By default, the Link to Previous button |@Twrp.«t«î is "on" when you work in a header or footer pane. As a result, the text you key i n the header (or the

jjcg footer) is the same from section to section. Any change you make in one section header or footer is reflected i n all other sections. You can use the Link to Previous button to break the link between header or footer text from one section to another section. Breaking the link enables you to key differ- ent header or footer text for each section.

Exercise ^ - 8 L I N K A N D U N L I N K S E C T I O N H E A D E R S A N D F O O T E R S

1. Scroll to the header for section 3, and select the text "Campbell's Confections History" and apply italic formatting.

2. Click the Previous button [S] to move to the header in section 2. The header text is italic, demonstrating the link that exists between the headers.

3. Click the Next button % to return to section 3. Click the Link to Previous button il*̂ wi.j°̂ trt«̂ ^ to turn off this option. Now sections 2 and 3 are unlinked, and you can create a different header for section 3.

4. Delete all the text in the header for section 3, including TIP the page number.

5. Press (TS) to move to the center tab setting and key Supplement. Press (Tab) again and click the Date & Time

To select text in a header or footer, you can point and click from the area

to the immediate left of the header or footer pane.

By default, page numbering continues from the previous section.

button Select the first number format, and click OK. Drag the center tab marker to 3 inches and the right tab marker to 6 inches.

6. Click the Go to Footer button [M] to switch to the footer for section 3. The footer text between sections 2 and 3 is still linked, so click the Link to Previous button

to break the link. fUMttaPmMli' 7. Delete all the footer text in section 3 except your name.

Click the Previous button ffl to view the footer text i n section 2. The footer text has not been affected. Click the Next button i j ] to return to the footer in section 3.

8. Click the Link to Previous button to restore the link between section footers. When Word asks if you want to delete the current text and connect to the text from the previous section, click Yes.

Figure ^ - 1 0 Restoring the link between section

footers

LESSOISI^^ Page Numbers, Headers, and Footers WD-307

Microsoft Word

Do you want to delete this header/footer and connect to the header/footer in the previous section?

Yes No Help

Figure 4^-11 Changing the starting page

nunnber for section 2

9. Move to the header pane by clicking the Go to Header button [1]. Click the Next button 3", to move to section 4.

10. Click the Link to Previous button to disconnect the section 4 header from the section 3 header.

11. Move to the header for section 3, and click the Link to Previous button 1^:'**^^^ and chck Yes to connect the section 3 header to the header in section 2.

12. Click the Close Header and Footer button 13. Format the title page attractively. Adjust page breaks throughout the

document as needed. 14. Save the document as [your initialsJ^-8. Submit the document.

Exercise ^ - 9 C H A N C E T H E S T A R T I N G P A G E N U M B E R So far, you have seen page numbering start either with 1 on page 1 or 2 on page 2. When documents have multiple sections, you might need to change the starting page number. For example, in the current document, section 1 is the title page and the header on section 2 begins numbering with page 2. You can change this format so that section 2 starts with page 1.

1. Double-click the page number in section 2, page 1, to display the header pane.

2. Click the Page Number button [5], and click Format Page Numbers to open the Page Number Format dialog box.

3. Click to select the Start at option, and key 1 in the text box.

Page Number Format

1, 2, 3, .. Nimiber format:

n Indude chapter (jumber

chapter starts with style:

Use separator;

Examples:

Heading 1

- (hyphen)

1-1, 1-A

Page nunbering

O Continue from previous section

@ start a t [| ^

Cancel

WD-308 UNIT 3 Page Formatting

You can change the starting page number for any document, with or without multiple sections. For example, you might want to number the first page of a multiple-page document "Page 2" if you plan to print a

cover page as a separate file.

4. Click OK. Section 2 now starts with page 1. Close the Header and Footer pane.

5. Save the document as [your initialsJ^-9 i n your L e s s o n ^ folder.

6. Submit and close the document.

!d O B J E C T I V E 6

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 addressees name, the page number, and the date.

There are three rules for letters and memos with continuation page headers:

• Page 1 must have a 2-inch top margin. • Continuation pages must have a 1 -inch top margin. • Two blank lines must appear between the header and the continuation

page text.

Exercise Jj|-10 A D D A C O N T I N U A T I O N P A G E H E A D E R T O A L E T T E R

The easiest way to create a continuation page header using the proper business format is to 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.

By default, headers and footers are positioned 0.5 inch from the top or bottom edge 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 2-inch margin, and the two additional blank lines i n the continuation header ensure correct spacing between the header text and the document text.

1. Open the file M e n d e z . 2. Add the date to the top of the letter, followed by three blank lines.

LESSON^I^ Page Numbers, Headers, and Footers WD-309

TIP

Letters and memos should use the speiled-out date format (for example,

December 12, 2012), and the date should not be a field that updates each time you open the document. To insert the date as

text, with the correct format, click the Date and Time button and clear the

Update automatically check box.

3. Open the Page Setup dialog box, and display the Layout tab. Check Different FirstTage under Headers and Footers. Locate the section From edge, and set the Header to 1 inch from the edge.

4. Click the Margins tab, and set a 2-inch top margin and 1.25-inch left and right margins. Click OK.

5. Click the Insert tab, and click the Header button Click Edit Header to display a blank header pane.

6. Click the Next button [s] to move to the header pane on page 2.

7. Create the header in Figure ^ 1 2 , inserting the information as shown. Press |Enter| twice after the last line. Use appropriate format for the page number and date.

F i g u r e ^ - 1 2 _ ^^^^^^ ^ ^ ^ ^ ^ ^

Page [ C l i c k Page Number, Current P o s i t i o n , P l a i n Number f o r the page number.]

Date [ C l i c k Date & Time, and choose the t h i r d format to i n s e r t the c u r r e n t date.]

Figure 4 ^ 1 3 Continuation p a g e h e a d e r for a letter

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• t • • • '

Ms. Isabel Mendez Page 2 Decemberie, 2009

. s i t

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8. Close the header pane, and change the zoom level to view both pages. Return the zoom level to 100%.

Mwr, 9. Add a complimentary closing, and key Lydia Hamrick and the title Customer Service at the end of the letter, followed by your reference initials.

10. Save the document as [your initials]^-lO in your L e s s o n ^ folder. 11. Submit, and close the document.

WD-310 UNIT 3 Page Formatting

s d O S J E C T i V E 7 Creating Alternate Headers and Footers In addition to customizing headers and footers for different sections of a document, you can also change them for odd and even pages throughout a section or document. For example, this textbook displays the unit name for even pages and displays the lesson name for odd pages.

Exercise C R E A T E A L T E R N A T E F O O T E R S IN A D O C U M E N T

To create alternate headers or footers in a document, you use the Different odd and even check box and then create a header or footer for both even and odd pages.

1. Open the file History - 2. Delete the page break on page 1 , and insert a next page section break. Delete blank paragraph marks i f necessary.

2. Position the insertion point i n section 1, click the Insert tab, and click the Footer button [S.

3. Click Edit Footer, and click the Different Odd and Even Pages option. Click the Different First Page option so the first page does not display a footer.

4. Click the Next b u t t o n a n d verify that the insertion point is in the Even Page Footer pane for section 2.

5. Click the Footer button [ j ] , and scroll through the gallery. Select I V I f l l f | | ^ | | ( E v e n Page). Click the Pick the Date control, and choose today's

date. The footer displays on page 2.

Figure 4 Even page footer Homt Imtrt PaoeUyout Ref«f«ntej Malltngi fttirtn* Vifw Denon

3, Prtvlaus C ] Diffcrant Ftrst Paqt Hcadif trom Top: 0.S-

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- 4 *

L E S S O N ^ B Page Numbers, Headers, and Footers WD-311

6. Click the Next button [S] to move to the footer on page 3. The footer pane is labeled "Odd Page Footer-Section 2" and is blank.

7. Click the Footer button [j], and scroll through the gallery. Select r V H ^ M K O d d Page). The footer displays on page 3.

8. Click the Close Header and Footer button j ' f l . Click the Zoom button 9. 100%

10.

To create different odd and even headers or footers within a section, you must first

break the link between that section's header or footer and the previous

section's header or footer.

, and click the Many Pages button g j . Drag over the grid to select six pages. Click OK. View each page of the document. Notice the position of the page number on the odd and even pages.

Change the zoom level to 100%. Add 72 points of paragraph space before the title on page 1, and center the text on page 1 horizontally. Apply a page border to section 1. Adjust page breaks throughout the document as needed. Save the document as [your initials]^-! 1 in your L e s s o n ^ folder.

11.

L e s s o n

• A header is text that appears i n the top margin of the printed page; a footer is text that appears in the bottom margin. These text areas are used for page numbers, document titles, the date, and other information.

• Always add page numbers to long documents. You can choose the position of page numbers (for example, bottom centered or top right) and the format (for example, 1, 2, 3 or A, B, C). You can also choose to number the first page or begin numbering on the second page.

• Check page numbers using the Print tab or Print Layout view (page numbers are not visible in Draft view). I n Print Layout view, you can activate the header or footer pane that contains the page number by double-clicking the text and then modifying the page number text (for example, apply bold format or add the word "Page" before the number).

• To remove page numbers, activate the header or footer pane that contains the numbering, select the text, and then delete it. You can also click the Page Number button and choose Remove Page Numbers.

• To add header or footer text to a document, click the Insert tab, and click Header or Footer. Select a design from the gallery. Use the Header & Footer Tools Design tab buttons to insert the date and time or to insert Quick Parts for the file name, author, print date, or other information. See Table ^ - 1 .

4 summary

UNIT 3 Page Formatting

• Adjust the tab marker positions i n the header or footer pane as needed to match the width of the text area.

• A document can have a header or footer on the first page different from the rest of the pages. Apply the Different First Page option i n the Page Setup dialog box (Layout tab), or use the Different First Page button on the Header & Footer Tools Design tab.

• Header and footer text is repeated from section to section because headers and footers are linked by default. To unlink section headers and footers, click the Link to Previous button. To relink the header or footer, click the button again.

• Sections can have different starting page numbers. Click the Page Number button to open the Page Number Format dialog box, and then set the starting page nvunber.

• Memos or letters that are two pages or longer should have a continuation page header— â three-line block containing the addressee's name, page number, and date. Set the header to 1 inch from the edge, add two blank lines below the header, and use a 2-inch top margin. Apply the Different First Page option, and leave the first-page header blank.

• Use the Header & Footer Tools Design Tab or the Page Setup dialog box to change the position of the header or footer text from the edge of the page. The default position is 0.5 inch.

• A document can have different headers and footers on odd and even pages. Apply the Different odd and even option.

Feature

Add or edit footer

numbers

Change page number format

Command Summary

Button Command

Insert tab, Footer

Insert tab. Page Number

Insert tab, Page Number, Format Page Numbers

Skills Review

Exercise Jl|p-12 Add and modify page numbers and add a header.

1. Open the file Chronology - 2.

2. Add page niunbers to the bottom of each page by following these steps: a. Click the Insert tab, and click the Page Number button [a . b. Click Bottom of Page, scroll through the gallery, and click to select

Two Bars 1. Close the Header & Footer Tools Design tab.

3. Modify the page number i n I*rint Layout view by following these steps: a. ScroU to the bottom of page 1 to see the page number. b. Double-click the page number to activate the footer pane. c. Drag the I-beam over the page number, and apply bold, italic format,

change the Font Size to 14. d. Close the Header & Footer Tools Design tab.

4. Add 72 points of spacing before the title on page 1.

The file name Chronology - 2 will change to the file name you assign the document

after you close and reopen the document, print the document, or

update the field.

View the document using the Print tab; then display it i n Print Layout view.

Add a header to the document by following these steps: a. Click the Insert tab, and click the Header button [ l ] . Click the Blank

design at the top of the gallery. b. Press [Tab) twice to position the insertion point at the right-aligned tab

setting. c. Key your name, followed by a comma and space.

d. Chck the Quick Parts button jM] and click Field. Drag the scroll box in the Field Names list, and click FileName. CHck First Capital in the Format Hst box. Click OK.

e. Close the Header & Footer Tools Design tab.

7. Save the document as [your initialsJi^-12 i n your Lesson 4^ folden

Exercise jd|-14 Create a continuation page header for a memo.

1. Open the file Bio Memo. Delete the page break on page 1, and insert a Next Page section break.

2. Key the current date i n the memo heading.

3. Open the Page Setup dicilog box, and change the top margin to 2 inches. Change the left and right margins to 1.25 inches. Click the Layout tab, and cUck to select Different First Page. Click OK.

4. Add a continuation page header to page 2 of the memo by following these steps: a. Click the Insert tab, and click the Header button [ i j . Click Edit Header. b. Click the Next button [s) to move to the header on page 2. c. Change the Header from Top setting to 1 inch. (Header & Footer Tools

Design tab. Position group.)

d. Key the text i n Figure 4^-15, inserting the information as shown.

Figure A - 1 5 s t a f f Page [ C l i c k Page Number, Current P o s i t i o n , P l a i n Number.] [Current date]

e. To insert the current date i n the correct format, click the Date & Time button g ] , and select the third format. Be sure to clear the Update automatically box so the memo date does not change.

f. Press jEnterl twice after the date, and verify that there are two blank lines following the date.

CHck the Previous button to check that no header appears on page 1, and close the Header & Footer Tools Design tab.

Adjust line and page breaks i f necessary.

Save the document as [your initialsjA-14 i n your Lesson gk folder.

Exercise 1 -̂18 Create a continuation page header for a business letter.

1. Open the fUe Yang.

2. Format the document as a business letter. Use the address shown i n Figure 4^-17. The letter w i l l be from Tamara Robbins, Fundraising Coordinator.

Ms. Emiko Yang 7 South Diamond S t r e e t G r e e n v i l l e , PA 16125

3. Adjust page setup options for a continuation page header by choosing the Different First Page option, changing the header to 1 inch from the edge, and setting a 2-inch top margin and 1.25-inch left and right margins.

4. Insert a page break at the beginning of the paragraph that begins "Specialty."

5. Create a three-Une continuation page header that prints on page 2. (Use the correct date format.)

6. Switch to Print Preview to view the document.

7. Add your reference initials, and spell-check the docimient.

8. Save the document as [your initialsjdk-lS i n your L e s s o n ^ folder.