Handy Tips for Headers and Footers in Microsoft Word - Page 2

By Helen Bradley
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Footer Showing the Next Page

Typically when you add a page number to a header, you use the current page number. But in the footer you can be more creative and add a footer that tells the reader the number of the next page, and that says "ends" on the last page.

Here's how you do it. Choose Insert > Footer > Edit Footer. Press the Tab key twice to move to the right side of the page. Type the code listed below pressing Ctrl + F9 each time you need a set of curly brace field codes. Note: the braces you type using your keyboard are not the same type, and they won't work. You must press Ctrl+F9 every time you need the curly braces.

{IF{PAGE}={NUMPAGES} "ends" ".../{={PAGE}+1}"}

This code will show the next page number for each page of the document and shows "ends" on the last page.  

Header and footer tips in Microsoft Word

Figure 4: This code displays the next page number or "ends" on the last page of a document.

Page Numbers in Shapes

Want to make your regular page numbers look more interesting? Place them inside shapes. Choose Insert > Header > Edit Header to go to the document header. To place the page number in the footer, click Go to Footer. Choose Insert > Shapes, select a shape and draw it where you want the page number to go. Click the shape, and use the settings on the Drawing Tools > Format tab to format the shape.

To add the page number, right-click on the shape and then choose Add Text. Click the Header and Footers Tools > Design tab and click Page Number > Current Position > Plain Number. The page number will be inserted into the shape, and you can now format the text by setting your desired font and size. The page number will be on every page of the document.

Header and footer tips in Microsoft Word

Figure 5: You can page numbers in custom-formatted shapes in the page header or footer.

Images in Headers

Word also lets you add images, your company logo for example, to your document headers. Move to the header and choose Insert > Picture. Select an image from your hard drive and size it to fit inside the header area. Alternately you can make the header bigger by dragging on its border. You can add multiple images and even add text in a Text Box. The images and text will appear on every page of the document.

Header and footer tips in Microsoft Word

Figure 6: You can add one or more images to a header -- either your logo or something relevant to the document topic.

If you have a document with a header and footer that you want to use repeatedly, save the document as a template so you can use it any time. For example, set up a document with a header that includes your logo and address so you can use it as a letterhead for writing letters.

Helen Bradley is a respected international journalist writing regularly for small business and computer publications in the USA, Canada, South Africa, UK and Australia. You can learn more about her at her website, HelenBradley.com.

Do you have a comment or question about this article or other small business topics in general? Speak out in the SmallBusinessComputing.com Forums. Join the discussion today!

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This article was originally published on September 12, 2012
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