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Chapter 19Managing Page Numbers, Headers, and Footers

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Working with Lists and Symbols

• Word provides predesigned page numbers, headers, and footers that you can use if desired.

• Customize page numbers using the Page Number Format dialog box.

• Create custom headers and footers using the Header & Footer Tools Design tab.

• Print sections of a document rather than the whole document.

• Control how certain text breaks between pages.

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Customizing Page Numbers

• By default Word uses Arabic numbers for page numbers and starts at page number 1.

• Customize page numbers in the Page Number Format dialog box.

• Click the Page Number button in the Header & Footer group of the Home tab, and then click Format Page Numbers to open the dialog box.

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Customizing Page Numbers

• Choose the desired format from the Number format drop-down list.

• To specify a new starting page number, click Start at under Page numbering, and then enter the desired starting number.

• Click OK to apply the new settings.

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Adding Chapter Numbers

• Word can include chapter numbers with some styles and in headers and footers, if included in the header or footer design.

• First check the Include chapter number check box in the Page Number Format dialog box and choose any style to associate with thechapter number.

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Adding Chapters Numbers

• Then, apply a multilevel list style or choose a predesigned header or footer that includes the chapter number.

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Checkpoint

• What is the default page number appearance?

• Name one reason why you might want to customize page numbers.

• In which dialog box do you change page numbering?

• Where do chapter numbers appear if you choose to display them?

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Customizing Headers and Footers

• If you do not want to use a predesigned header or footer, create a custom one.

• To create a custom header, in the Header & Footer Group of the Insert tab, click Header, and then click Edit Header.

• To create a custom footer, in the Header & Footer Group of the Insert tab, click Footer, and then click Edit Footer.

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Customizing Headers and Footers

• Use the tools on the Header & Footer Tools Design tab to insert elements in the header or footer pane that appears.

• Click the Close Header and Footer button in the Close group of the Header & Footer Tools Design tab when you finish editing a header or footer.

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Inserting Header and Footer Elements

• Enter text in the desired locations in the header or footer pane.

• Use the buttons in the Insert group of the Header & Footer Tools Design tab to insert a picture such as a logo or other element in the header or footer.

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Navigating in Headers and Footers

• The choices in the Navigation group of the Header & Footer Design Tools tab enable navigation between the header and footer panes for the current section and other sections.

• Use the Go to Header and Go to Footer buttons to move between the header and footer panes.

• Use the Previous Section and Next Section buttons to move between headers and footers for different document sections.

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Positioning a Header or Footer

• Default header position is .5 inch from the top of the page and default footer position is .5 inch from the bottom of the page.

• Change the entries in the Header from Top or Footer from Bottom boxes in the Position Group of the Header & Footer Tools Design tab to change the header or footer location.

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Adding an Alignment Tab

• Headers and footers by default have a center tab at 3.25 inches and a right tab at 6.5 inches.

• Changing the default margins may mean you need to reset these alignment tabs.

• Click the Insert Alignment Tab button in the Position group of the Header & Footer Tools design tab.

• In the Alignment Tab dialog box, specify the type of tab to create and a leader if any, and click OK.

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First Page Header or Footer

• The first page of a document may requires\ a unique header or footer.

• With the header or footer pane displayed, check the Different First Page check box in the Options group of the Header & Footer Tools Design tab.

• Make sure the tab for the pane changes to read First Page Header or First Page Footer, then create the header or footer there.

• Click the Next Section button in the Navigation group of the tab to display the header or footer pane for the remainder of the document.

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Odd and Even Headers and Footers

• When setting up a document with facing pages (book style), odd and even pages have different margins.

• Set up separate headers and footers for odd and even pages to position elements properly relative to the book style margins.

• With the header or footer pane displayed, check the Different Odd & Even Pages check box in the Options group of the Header & Footer Tools Design tab.

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Odd and Even Headers and Footers

• You can then use the Next Section and Previous Section buttons in the Navigation group of the tab to move between the pages for the odd and even headers and footers.

• Insert elements to create custom headers or footers if desired.

• Or, the Header and Footer drop-down lists in the Header & Footer group of the tab include some predefined styles specifically for odd or even pages.

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Section Headers and Footers

• Dividing a document into sections facilitates using different formatting in each section, including different headers and footers.

• When creating a header or footer that you want to apply to the current section only, click the Link to Previous button in the Navigation group of the Header & Footer Tools Design tab to deactivate it.

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Section Headers and Footers

• Select a predesigned header or footer for the section or insert elements in the pane to create a custom header or footer.

• Use the Previous Section and Next Section buttons in the Navigation group to move between the header or footer pane for the various sections to create all headers and/or footers.

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Checkpoint

• What Ribbon tab holds the choices for setting up a custom header or footer?

• What types of elements can you insert to create a custom header or footer?

• How do you move between the header and footer pane?• Name an example of when you might need to create a

different first page header or footer.• Name one benefit of creating odd and even page headers or

footers when a document is set up with book style pages.• How do you navigate between the panes for odd and even

page or different section headers or footers?

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Printing Sections

• To print specific pages in a document, click the Pages option under Print range in the Print dialog box, then enter the page numbers in the accompanying text box.

• Use a hyphen to specify a range of pages (1-3) or a comma to separate nonconsecutive pages (1,3).

• If the document includes multiple sections, you can print a section number by entering s3 for section 3, or s5 for section 5.

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Printing Sections

• To print a specific page from a section, type both its page and section number, as in p4s5.

• To print a range of pages that spans multiple sections, use a hyphen between the first and last page, as in p3s1-p5s4.

• To print a noncontiguous selection of pages from different sections, separate each page with a comma.

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Keeping Text Together

• A soft page break can occur in an undesirable location, for example causing a heading to display by itself at the bottom of a page or causing a widow or orphan.

• A widow is a short last line of a paragraph that appears at the top of the next page by itself.

• An orphan is the first line of a paragraph that appears by itself at the bottom of a page.

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Keeping Text Together

• Click the dialog box launcher in the Paragraph group of the Home tab, and then click the Line and Page Breaks tab.

• Check and clear options as needed:– Widow/Orphan Control. On by default, avoiding widows

and orphans.– Keep with next. Check to prevent the selected paragraph

from appearing by itself. Useful for headings.– Keep lines together. Keeps the selected lines together on a

page.– Page break before. Inserts a page break before the

selected text, as for a new section title.

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Keeping Text Together

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Checkpoint

• Name an example of when you might need to print pages from different document sections.

• Explain how to specify that you want to print a specific page from a specific section.

• How do you separate noncontiguous pages when specifying them for printing?

• Why is it a bad practice to allow a heading or orphan to print at the bottom of a page?

• What dialog box holds the settings for controlling line and page breaks?

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Wrap Up

• Choose a page numbering style other than the default Arabic numerals if desired.

• Start page numbering with a specific page number to control page numbers.

• Include chapter numbers if you want to display them with a style or in a header or footer.

• Customize a header or footer by inserting the text or elements you want, such as a logo.

• Use navigation buttons to move between the header and footer pane and different sections.

• Change the default .5 inch position for a header or footer if desired.

• Set up a different header or footer for the first page of the document if required.

• If a document is formatted with book style pages and margins, set up odd and even headers and footers to help position elements correctly.

• Also create different headers and footers for a document formatted in different sections to better describe content in each section.

• Print selected pages from a section and control page breaks in a document.