2.1.4: Headers, Footers, Page Orientation, and Margins
- Page ID
- 62451
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)Inserting Headers and Footers
A header is the area at the top of a page, and a footer is the area at the bottom of a page. Headers and footers consist of one or more lines of text, page numbers, graphics, and other fields, such as the file name, document title, current date and/or time, or author’s name. To create a header or footer, click either the Header or Footer drop down list from the Insert ribbon.
A gallery of built-in designs is displayed. Clicking a built-in design makes the header or footer the active area of the document, while the body of the document fades to the background. A header or footer has three sections: left, center, and right. The user can either type text into existing placeholders, or insert fields from the Header & Footer Tools Design contextual tab, which only appears when the cursor is placed in either the header or footer.
To return to the body of the document, double-click in the document body, or click the Close Header and Footer button on the Header & Footer Tools Design tab. Double-click in the header or footer area to make it active and allow for editing.
The header or footer is printed on each page of the document. To specify a different header and footers for the first page, select the Different First Page checkbox on the Options group of the Header & Footer Tools
Design tab. Any existing header or footer will automatically be removed. A different first page is common in long documents to prevent the cover page from including the headers and footers contained in the rest of the document. A cover page usually does not include any header or footer data.
One of the most common purposes of headers and footers is to include page numbers.
Page numbers are helpful in documents that have more than one page. To add a page number at the current location in an existing header or footer, click Page Number > Current Position, and then choose a style from the gallery of choices. Scroll through the list of style options in the gallery to find one you like. You can select a plain number style, or a Page X of Y style to get a more defined starting and ending number (Page 1 of 7) format. Experiment to find the style that best meets your needs.
An inserted page number can be further formatted as needed. Number formatting and different starting page numbers can be defined in the Page Number Format dialog window, which is opened when the user selects Format Page Numbers…. from the Page Number drop down list. Number formats include Arabic, alphabet, and roman numeral formats.
The Page numbering options allow a user to restarting the page numbers at a user-defined number. This can be useful to recognize unnumbered pages that precede the main part of the document.
In the Position group, you can control the amount of space allotted to the header and footer. By default, each is 1/2-inch tall. Users can change these values in the Header from Top and Footer from Bottom list boxes. Manipulating these selections will affect the printable area of the document’s margins.
It is a “best practice” to add page numbers before adding other header and footer fields, because any existing text will be replaced by adding page numbers using the Insert > Page Number process. Alternatively, users can add page numbering to existing header and footer text through the Quick Parts feature, which is not explained in this text. Other than page numbers, headers and footers often contain the document’s author, date and/or title. Each of these fields help identify the document, particularly when the document is printed and compared with other similar documents.
Setting Page Orientation and Margins
The page setup of a document includes settings such as margins, orientation, and other pagination settings. These settings can be applied to the entire document, or specific sections, which can be created by inserting section breaks (not explained in this text). The Page Setup group found under the Layout tab contains these selections.
Page orientation refers to how a rectangular page is arranged for viewing.
OrientationThe orientation of a Word document can be either portrait or landscape. Portrait orientation is taller than it is wide (vertically), and landscape orientation is wider than it is tall (horizontally). The default orientation is portrait.
Choosing a page orientation needs to consider the paper size selected for the document. The standard paper size in North America is called Letter, which has the dimensions of 8.5” x 11”. Legal documents are 14” instead of 11”, which means when printed in portrait orientation, legal documents are three inches longer (and a pain to fit in a standard folder!). The standard paper size in Europe is known as A4. Its dimensions are 210mm x 297mm, which is closer to the Legal size, than the Letter size.
Many posters and tables are often printed on Tabloid sized paper, which is 11” x 17”. However, since a lot of home printers cannot accommodate this size of paper, many users choose to change their orientation to landscape, which changes the printable width to 11”, and the printable height to 8.5”. If adjusting the orientation doesn’t solve the layout challenges of the document, consider adjusting the margins!
Margins are the white space surrounding the text on a page. Margins can be specified for the top, bottom, left and right edges of a document. The default margins are 1” each, but margins can easily be adjusted from the pre-set choices in the Margins drop-down list, or by manually adjustments in the Page Setup window, which can be opened by clicking the launcher button in the Page Setup group in the Layout tab. Narrow margins leave more room for more data, while wider margins decrease the amount of printable space. Similarly, larger top and bottom margins decrease the available space. If adjusting orientation and margins aren’t enough to resolve page formatting, consider using page breaks.
Pagination is how a document is divided into pages. Word automatically determines how much text will fit on a page based on the amount of text and the document formatting. As new data is added to a page, Word creates automatic page breaks, also known as soft page breaks. To force data to a new page, a user can insert a manual (hard) page break. Inserting a page break moves the text after the insertion point to the next page. To insert a page break, press Ctrl + Enter or click Page Break from the Insert tab. To remove manual page breaks, utilize the Show/Hide button to display formatting marks, such as the Page Break mark:
To remove a hard page break, place the insertion point to the left of the page break and press the Delete key. Word will re-paginate itself, and move data to the previous page.