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Showing posts with label Word Tutorials and Tips. Show all posts
Showing posts with label Word Tutorials and Tips. Show all posts

Create a Dictionary-Style Page Header, Styles

Have you ever imagined or tried to create a dictionary-style page header? How about a bible-style page header? If you have ever seen the pages of the bible, "New World Translation of the Holy Scriptures", you will know what kind of complex bible-style page header I am talking about.
Fig: Dictionary-style header


A dictionary-style page header is the type in which the first and last items that appear on a page are displayed and printed at the top of each page. In a typical dictionary, you'll usually find a copy of the first word/entry/item being defined on the page appearing in the header area at the top left of the page, and the last word/entry/item also appearing at the top right corner of the page. A dictionary-style page header is not limited in use to only dictionaries. It is widely used in documents such as bibles, membership directories, glossaries, etc. The STYLEREF field provides the field codes that help in creating a dictionary-style header in Word. It is used in conjunction with the style applied to the items on a page. The syntax is { STYLEREF StyleIdentifier [Switches ] }. A style is a set or combination of formatting commands, such as font, font size, font color, alignment, indentation, etc, that you store as a group with a unique name. When you apply a style, the whole group of formatting commands in that style are applied in one step.

Check out the following sidebar for instructions about creating a new style in Word

Word provides a set of built-in styles for all documents. Each template consists of a set of built-in styles that are applied to documents based on that template. When you start typing in a new document, Word applies the Normal style to each paragraph. The formatting characteristics combined into the Normal style are: Black (Automatic) 12-point Times New Roman font, single line spacing, and left text alignment. You can create four different types of styles in Word, and these are Character style, Paragraph style, Table style, and List style. You can use text that you've already formatted as the basis of a list style, paragraph style, or character style, by selecting it, and then building the new style on the formatting and other properties applied to the selected text.
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How to Create a New Character Style
  1. On the Format menu, click Styles and Formatting.
    Alternatively, click the Styles and Formatting icon, located at the extreme left of the Formatting toolbar.
    The Styles and Formatting task pane is open.
  2. In the Styles and Formatting task pane, click New Style.
    The New Style dialog box is displayed.
  3. In the Name box, type a name for the style, e.g My Style.
  4. In the Style type box, click Character. 
  5. Under Formatting, select the formatting options -such as font, size, bold, italic, underline, and color - you want. 
    • To add more formatting options such as underline style, underline color, shadow, small caps, etc; character spacing settings, or text effects, click the Format button, click Font, select the options you want, and then click OK. 
    • If you want the style you are creating to be available for new documents, click the Add to template check box.
  6. Click OK to return to the document.
    The style name of the new character style you have created is added to the list of styles in the Styles and Formatting task pane.
Fig: Styles and Formatting task pane

Fig: New Style dialog box, showing character style options.



How to Create a New Paragraph Style
  1. On the Format menu, click Styles and Formatting.
    The Styles and Formatting task pane is open.
  2. In the Styles and Formatting task pane, click New Style.
    The New Style dialog box is displayed.
  3.  In the Name box, type a name for the style, e.g My Paragraph Style.
  4. In the Style type box, click Paragraph.
  5. Under Formatting, select the formatting options -such as font, size, font style, alignment, line spacing, paragraph spacing, and indents. - you want.
    • To add more formatting options such as Tabs, Borders and shading, Numbering, etc, click the Format button, click the appropriate commands, select the options you want in the respective dialog boxes, and then click OK.
    • If you want the style you are creating to be available for new documents, click the Add to template check box.
  6. Click OK.
Fig: New Style dialog box, showing paragraph style options.






How to Create a New Table Style
Among the numerous built-in styles that come with Word are several fantastic table styles. You can apply the formatting instructions contained in any of them to a table, or you can create your own custom table style to provide a consistent look to borders, shading, alignment, and fonts in tables.
  1. On the Format menu, click Styles and Formatting.
    The Styles and Formatting task pane is open.
  2. In the Styles and Formatting task pane, click New Style.
    The New Style dialog box is displayed.
  3. In the Name box, type a name for the style, e.g My Table Style.
  4. In the Style type box, click Table.
  5. Under Formatting, select the formatting options -such as font, size, color, line style, width for border lines, line color, shading, and vertical alignment of text - you want.
    • To add more formatting options, click the Format button, click the appropriate command, select the options you want in the respective dialog boxes, and then click OK. 
    • If you want the style you are creating to be available for new documents, click the Add to template check box.
  6. Click OK.



    The style name of the new table style has been added to the style list. You can reuse a new table style by selecting it in from the Styles and Formatting task pane, or from the Table AutoFormat dialog box.
Fig: New Style dialog box, showing table style options.





How to Create a New List Style
  1. On the Format menu, click Styles and Formatting.
    The Styles and Formatting task pane is open.
  2. In the Styles and Formatting task pane, click New Style.
    The New Style dialog box is displayed.
  3. In the Name box, type a name for the style, e.g My List Style.
  4. In the Style type box, click List.
  5. Under Formatting, select the formatting options -such as font, size, color, starting number (if necessary), level,numbering, bullets, insert picture, symbol and indents. - you want.
    • To add more formatting options, click the Format button, click the appropriate command, select the options you want in the respective dialog boxes, and then click OK. 
    • If you want the style you are creating to be available for new documents, click the Add to template check box.
  6. Click OK.



    The style name of the new list style has been added to the style list. You can reuse a new list style by selecting it in from the Styles and Formatting task pane, or from the List Styles tab in the Bullets and Numbering dialog box.
Fig: New Style dialog box, showing list style options.







How to Rename Styles
  1. On the Tools menu, click Templates and Add-Ins.
    The Templates and Add-ins dialog box is displayed.
  2. Click Organizer.
    The Organizer dialog box is displayed.
  3. Click the Styles tab.
  4. In the In [Document name] box on the left, click the style you want to rename, and then click Rename.
    The Rename dialog box appears.
  5. In the Rename dialog box, type a new name for the style, and then click OK.
  6. Click Close.









How to Delete Styles
If you have a custom style you know you won't be needing again, you can easily delete it. If you delete a paragraph style that you created, Word applies the Normal style to all paragraphs that were formatted with that style and removes the style name from the task pane.You can quickly delete a single style via the task pane, or delete multiple styles via the Tools menu.
To delete a style using the task pane.
  1. On the Format menu, click Styles and Formatting.
    The Styles and Formatting task pane is open.
  2. In the Styles and Formatting task pane, right-click the style you want to delete, and then click Delete.
  3. When Word displays a message box asking whether you want to delete the style, click YES.
Delete Multiple Styles
Fig:Organizer dialog box
  1. On the Tools menu, click Templates and Add-Ins.
    The Templates and Add-Ins dialog box appears.
  2. Click Organizer, and then click the Styles tab in the Organizer dialog box that is displayed.
  3. To delete items from a different template or file, click Close File to close the active document and its attached template or to close the Normal template. Then click Open File, and open the template or file you want.
  4. Click the items to delete, click Delete and then click YES in the message box that appears.
  5. Click Close to return to the document.
    a



    To print a dictionary-style header on a page, first, you'll need to format the items with a character or paragraph style; after that, you will have to insert the STYLEREF field in the header area where you want each item to appear. Basically, you will have to insert two STYLEREF fields in the document header. The fields should be of these formats: {STYLEREF "STYLE NAME"} and {STYLEREF "STYLE NAME" \l}. The first field (which will eventually display the first item on the page), contains the STYLEREF field and the style of the items on the page, e.g {STYLEREF "HEADING 2"}. The second field (which will eventually display the last item on the page) contains the STYLEREF field, the style of the items on the page, and an \l switch, e.g {STYLEREF "HEADING 2" \l}. The \l switch instructs Word to search from the bottom of the current page to find the first text formatted with the style you entered in the field.

    Here are the steps you can follow to create a dictionary-style header, in which, Word displays and prints at the top left and the top right of each page (in the header area) the first and last items appearing on that page that are formatted with a specific style. 
    1. Format the items in the document by using a paragraph or character style.
    2. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    3. You will insert two STYLEREF fields in the document header, by doing the following:
      1. Make sure the insertion point is positioned at the extreme left of the header area. 
      2. On the Insert menu, click Field.
        The Field dialog box is displayed.
      3. In the Categories box, click Links and References.
      4. In the Field names box, click StyleRef.
      5. In the Style name box, under Field properties, click the name of the style (e.g Heading 1) you used in formatting the items in the document (in step 1).
      6. Click the OK button.
        The first item (text) found to be formatted with the specified style in the page (or section/document) is inserted at the insertion point.
        * If Word does not find any text in the current page that is formatted with the style you specified , it searches through the pages that follow, to the end of the document. If none is found either, the following sentences are displayed instead: Error! No text of specified style in document.
      7. Press TAB twice to move the insertion point to the extreme right of the header area.
        If a trail of gray shading follows the insertion point after you pressed TAB, press BACKSPACE to move the insertion point back, and then click an empty (white) space in the header area before pressing TAB again. This will help remove the trail of gray shading.
      8. Repeat steps 3(ii) through 3(v) above.
      9. Under Field options, click the Search from bottom of page to top check box.
        This is the option that will insert the {STYLEREF "STYLE NAME" \l} field and display the last item formatted with the specified style.
      10. Click OK.
        The last text in the current page or document that is formatted with the style you specified is displayed at the insertion point.
    4. Click the Close button on the Header and Footer toolbar to return to the document.


    Tip
    If you know the field code for the field you want to insert, you can skip the procedure above,  press CTRL+F9, and then type the code directly within the brackets inserted into the document.


    Effects of the STYLEREF field location
    Now that we are on the subject, I think it would be pertinent to discuss with you how the location of the STYLEREF field affects the result, so that it does not shock you if you get unexpected result when creating a dictionary-style header. Where you insert the STYLEREF field determines the direction that Word searches in for the style and consequently can affect which text is inserted. The STYLEREF field can be inserted in the document text, headers and footers, and footnotes, annotations and endnotes.

    When you insert the field in:

    Document text
    Word searches for the closest text preceding the STYLEREF field. If no text formatted with the style is found, Word searches for the closest following text.
    Headers and footers 
    How inserting the STYLEREF field in headers and footers determine the search direction, and the text inserted depends on any of two circumstances: when not printing, and during printing.
    •  When not printing:  Word searches for the section that contains the STYLEREF field, from the beginning. If it does no find the style, it searches from the end of the section to the end of the document.
    • During printing:  Word searches for the current page, from top to bottom. If the style is not found, Word searches next from the top of the page to the beginning of the document, and then from the bottom of the page to the end of the document. If the \l switch is used, Word searches from the bottom of the page to the beginning and then the end of the document. 
    Footnotes, annotations, and endnotes
    Word searches for the closest text preceding the footnote, annotation, or endnote reference mark in the document text. If no entry formatted with the style is found, Word searches for the closest text following the reference mark.




    EXERCISES

    Exercise 1

    The following table summarizes the information on the electrical systems in use in most countries of the world.

    Region Type (s) of plug / socket Voltage Frequency
    Afghanistan C, D, F 240 V 50 Hz
    Albania C, F 220 V 50 Hz
    Algeria C, F 230 V 50 Hz
    American Samoa A, B, F, I 120 V 60 Hz
    Andorra C, F 230 V 50 Hz
    Angola C 220 V 50 Hz
    Anguilla A, B 110 V 60 Hz
    Antigua A, B 230 V 60 Hz
    Argentina C, I 220 V 50 Hz
    Armenia C, F 230 V 50 Hz
    Aruba A, B, F 127 V 60 Hz
    Australia I 230 V 50 Hz
    Austria C, F 230 V 50 Hz
    Azerbaijan C 220 V 50 Hz
    Azores C, F 220 V 50 Hz
    Bahamas A, B 120 V 60 Hz
    Bahrain G 230 V 50 Hz
    Balearic Islands C, F 220 V 50 Hz
    Bangladesh A, C, D, G, K 220 V 50 Hz
    Barbados A, B 115 V 50 Hz
    Belarus C 220 V 50 Hz
    Belgium C, E 230 V 50 Hz
    Zimbabwe D, G 220 V 50 Hz


    *Adapted  from http://en.wikipedia.org/wiki/Mains_power_around_the_world
    **For the sake of space, I could not display the full information on the table here. 
    ***Original copy of the table contains more comprehensive information. Please visit http://en.wikipedia.org/wiki/Mains_power_around_the_world for fuller information.


    Instruction:
    Using the STYLEREF field in a header, print at the top of each page the first and last names of countries and the electrical voltage they use as they appear in the table on each page.


    Solution Guide/Tips:
    Step 1:
    Format the Region column with a character style. Use the built-in HYPERLINK style, since the regions/countries already contain hyperlinks. Next, create a new character style with which to format the Voltage column. Name the new character style VOLTAGE, and let it contain the following group of formatting commands: 14-point, bold Times New Roman font.
    Step 2:
    Insert two STYLEREF fields at the extreme left of the header area, and another two STYLEREF fields at the extreme right of the header area. The first and second STYLEREF fields at the left side of the header area will use the code {STYLEREF "HYPERLINK"} - {STYLEREF "VOLTAGE"}, respectively, to display the name and the voltage being used by the first country on the page; while the STYLEREF fields at the extreme right will use the codes {STYLEREF "HYPERLINK" \l} - {STYLEREF "VOLTAGE" \l} to display the name and the voltage being used by the last country on the page.

    Let's now create the dictionary-style header following the steps enumerated in the solution guide/tips above.
    1. Copy and paste the table in a new blank document in Word. You may visit the source site and get the full table so you can have multiple pages to work on in your document.
    2. On the Format menu, click Styles and Formatting.
    3. Click New Style on the Styles and Formatting task pane.
    4. In the New Style dialog box, type VOLTAGE in the Name box, select Character in the Style type box, under Formatting, select Times New Roman, 14, and Bold options, and then click OK.
      VOLTAGE now appears in the Styles and Formatting task pane as a style name.
    5. In the Voltage column, click the cell in the second row (the cell containing 240V), and drag down to the last cell in the (Voltage) column to select them, and then click VOLTAGE in the Styles and Formatting task pane to format the text with the VOLTAGE style.
      If the text in the Region column do not contain hyperlinks in your document, select the entire column and then click Hyperlink in the Styles and formatting task pane.
      Next we create the dictionary-style header.
    6. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed, with the insertion point positioned at the left of the header area.
    7. Use any of the following methods to create the dictionary-style header:
      • Using the Insert menu
        1. On the Insert menu, click Field.
          The Field dialog box is displayed.
        2. Under Categories, click Links and References and then click StyleRef in the Field names list box.
        3. In the Style name box, under Field properties, click Hyperlink, and then click OK.
        4. Click outside the text inserted in the header, press the SPACEBAR once, and then type a hyphen (-).
        5. Repeat steps 7*(i) through 7*(iii) above, but select VOLTAGE in the Style name box instead, and then click OK.
        6. Click outside the inserted text and the press TAB twice.
        7. Repeat steps 7*(i) through 7*(iii) above, but click the Search from bottom of page to top check box, before clicking OK.
        8. Repeat steps 7*(iv) through 7*(v) above, but click VOLTAGE in the Style name box, this time before clicking the Search from bottom of page to top check box, and then click OK.
      • Using the Direct Typing Method
        1. Press CTRL + F9, click outside the curly brackets that appear, press the SPACEBAR once, type a hyphen (-), press the SPACEBAR again, press CTRL + F9 , click outside the curly brackets that appear, press TAB twice to move the insertion point to the right of the header area, and then insert another two curly brackets (fields) seperated by a hyphen as you just did before pressing TAB.
        2. Type STYLEREF "HYPERLINK" within the first curly brackets at the left, type STYLEREF "VOLTAGE" within the second brackets at the left, type STYLEREF "HYPERLINK" \l within the first brackets at the right of the header area, and then type STYLEREF "VOLTAGE" \l within the second brackets at the right side of the header area.
    8. Click the Close button on the Header and Footer toolbar.

      If you had executed each of the steps enumerated correctly, the header should be displaying at the left, the name and the voltage of the first country appearing on the page, while at the right side, the name and the voltage of the country appearing last on the page should also be displayed accordingly.
    Fig: Dictionary-style header created





    Exercise 2
    In the image below, the colored texts are Windows terms, being defined by the black indented paragraphs following them (See the Windows Glossary in the Help and Support Center of your Windows PC for more information)
    The Windows terms are copied and pasted into the document and are formatted with a custom paragraph style named TERMS, which has the following formatting properties:

    Font: Times New Roman, 24 pt, Font color: Blue,  Left, Line spacing: single, Window/Orphan control, Keep with next.

    The black indented paragraphs are formatted with a custom paragraph style named DEFINITION, which consists of the following group of formatting instructions: 
    Font: Times New Roman, 24 pt, Font color: Black, Indent: Left:0.5", Justified, Line spacing: single, Window/Orphan control, Tabs: 0.5", Left.

    The document is saved with the filename "Windows Glossary", and is formatted with brown, top and bottom page borders, which do not surround the header and footer. The footer content reflects the filename of the document and page numbers; while the header displays the first and last Windows terms appearing on each page.

    Instruction:
    Study the image and create a dictionary-style header similar to it.

    Fig:Dictionary-style header image for exercise 2


    Shortly I will discuss with you how to create a bible-style header, as well as how to apply the other field  options in the Field dialog box.





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    Creating Headers and Footers (a step-by-step approach)

    A header is a text or graphics that is usually printed in the top margin of every page in a document; while a footer is a text or graphics that is usually printed in the bottom margin of every page in a document. Header and footer elements are repeated in each page of a section or document.

    The information contained in the header or footer can include one or more of the following items:
    • Document title or name
    • Section title
    • Page number
    • Graphics, such as logo (miniaturized), etc
    • Date and time
    • Author's name
    • Organization's name and/or address
    • etc






    There are several options available for you when creating a header or footer. You can create either the same or a different header or footer for odd and even pages and specify a different header or footer for the first page of a section or document. Dividing a document into sections makes it possible to use different headers and footers in each section. For example, you might make the header on even pages to reflect the document title; while the header on odd pages reflect the title for that section. For a comprehensive tutorial on dividing a document into sections, see this post Section Breaks: Create or Insert, Delete, Control, Format, Cut, Copy, Paste, Save and Reuse as AutoText Entry


    Fig: Document showing headers and footers



    Of all the document views in Word, it is only in Print Layout view you can create or edit a header or footer. As a result, if you choose the Header and Footer command while editing a document in any of Normal view, Web Layout view, or Outline view, Word will immediately switch to Print Layout view and display the Header and Footer toolbar. While the Header and Footer toolbar is displayed on screen, text and graphics in the main document become dimmed, and the header and footer areas are enclosed by a nonprinting dashed line, with nonprinting text above the dashed line indicating the current section and whether the area is the header or footer.

    The Header and Footer toolbar contains buttons to enable you switch between viewing the header and footer elements, as well as buttons to enable you insert header or footer items, such as AutoText entries, page number, number of pages, date and time, etc. A header or footer text can be entered and formatted like any other document text. The following is the image and the labeling of the Header and Footer toolbar in Word XP 2002.


    Fig: Header and Footer toolbar



    The following table shows information about the buttons on the Header and Footer toolbar.

    BUTTON NAME                                       FUNCTION
    Insert AutoText Displays a drop-down menu from which you can select AutoText
    entries.
    Insert Page Number Inserts page numbers that automatically update when you add
    or delete pages.

    		Insert Number of Pages Prints the total number of pages in the active document at
    the insertion point
    		Format Page Number Displays the Page Number Format dialog box, where you format
    the page numbers in the current section.
    		Insert Date Inserts a date field that automatically updates so that the
    current date is displayed when you open or print the file.
    		Insert Time Inserts a time field that automatically updates so that the
    current time is displayed when you open or print the file.
    		Page Setup Displays the Page Setup dialog box, with the Layout tab
    selected, so that you can set header and footer, and other layout options
    for the current document.
    		Show/Hide Document Text Shows or hides main document text when clicked.
    		Same as Previous When enabled, the current section connects to and uses the
    header or footer of the previous section. When disabled, the current section
    can have a header or footer different than that of the previous section.
    		 Switch Between Header and Footer Moves the insertion point between the areas in which you
    create or change headers and footers.
    		Show Previous Moves the insertion point to the previous header or footer
    that is different than the current header or footer.
    		Show Next Moves the insertion point to the next header or footer that
    is different than the current header or footer.
    		Close Closes the Header and Footer toolbar

    This tutorial will cover the following headings:






    1. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed and the main document content is dimmed.  Also, at the top margin you see the insertion point positioned in an area enclosed by a nonprinting dashed line, with the word "Header", or so, printed on it. This is the header area. The footer area is at the bottom margin. To move to the footer area, click the Switch Between Header and Footer button.
    2. With the insertion point positioned within the dashed line surrounding the header, type the text you want for the header.
    3. Do one or more of the following:
      .
      4. To insert Click this
      Page numbers
      Page of pages (e.g. Page 4 of 17)
      		, and click Page X of Y from the list.
      The current date
      The current time
      •  If you like, use Formatting toolbar buttons to apply basic formats such as alignment, color, font, bold, etc, to the information you have entered.
    4. To enter the footer information, click the Switch Between Header and Footer button to move the insertion point to the footer area. (You can also use the vertical scroll bar between the header and footer areas to scroll between the header and footer.)
    5. Follow steps 2 through 3 above to create the footer.
    6. Click the Close button, or double-click the dimmed main document text, to return to the main document when you are through.

    Fig: Creating a header or footer






    The Same As Previous Button - Knowing It and How to Use It
        I believe you can recognize the Same As Previous button. It is one of the several buttons on the Header and Footer toolbar. See its look and position in the image of the Header and Footer toolbar above.
        Well, I decided to include this sidebar in this tutorial to discuss  the role of the Same As Previous button in creating headers and footers in Word. Failure to know the role of the button, or how and when to use it can cause you a lot of troubles when trying to create a different header or footer for each section of a document.
        Suppose you have a document you have divided into several sections. To create a different header or footer for each section, you basically position the insertion point in the section for which you want to create a different header or footer; issue the Header and Footer command; enter the header or footer items you want, and then click the Close button. Having done that, you'll find out that the information you just entered in the header or footer area has  been repeated on, and replacing, the headers or footers in the previous or remaining sections too! Even if you go back to change it, and no matter how you try, it is the information you entered last that will appear as the header or footer throughout the entire document.  
        The reason for this is that, (1) Word has been preset to use the header or footer in the first section as the default for every subsequent section; (2) Word initially connects all the headers and all the footers in the document, making their contents identical. Given this connection, it follows that changing the header or footer in any of the sections will lead to an automatic readjustment of the headers or footers of the remaining sections to match the new one.
        This kind of connection can sometimes pose a lot of problems for an inexperienced user who is trying to create a different header or footer for each section of a document. So, is there a way out of this problem? Sure, trust Microsoft Word. With Word, no task is impossible in the world of word processing. The solution lies with the famous Same As Previous button! As long as the Same As Previous button is enabled (pushed in), all the headers and all the footers in the current section will remain connected to, and be the same as, the headers and footers of the preceding section.
        So, before you can successfully create a header or footer that sticks to one section without replacing the headers or footers of the section preceding it, you'll have to break the connection between them. In other words,  to create a different header or footer in one section, the first thing you must do before entering the header or footer information is to click the Same As Previous button to break the connection between the header or footer you're currently creating and the header and footer preceding it. To reestablish the connection between the header or footer in the current section and the preceding headers or footers, all you need to do is click the Same As Previous button again, and then click Yes in the message box that Word displays.
    Back to top




    You can create a header or footer for the first page of a document, and a different header or footer for the rest of the pages. If the document contains more than one section, you can also create a different header or footer for the first page, and a different header or footer for the remaining pages in each section or document. If you like, though, you can omit the header or footer from the first page, but have headers and footers in the remaining pages. 
    Here are the steps to you should follow to create a different header or footer for the first page of a document or section.
    1. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    2. On the Header and Footer toolbar, click the Page Setup button.
      The Page Setup dialog box is displayed.
    3. Click the Layout tab, if it's not already selected.
    4. Under Headers and footers, click the Different first page check box, and then click OK.
    5. If necessary, click the Show Next or Show Previous button to move to the first page header or footer in the document or section.
    6. Create the header or footer you want to appear in the first page.
      You can leave this header or footer area blank if you want to omit a header or footer from the first page.
    7. Click the Show Next and the Switch Between Header and Footer buttons to move to the header or footer area, and then create the header or footer you want to appear in the remaining pages of the document or section.
    8. Click the Close button on the Header and Footer toolbar, or double-click the dimmed text to return to the document.
    Fig: Setting the Different first page option
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    I understand quite well that things usually go quite awful for beginners when creating different headers or footers for different sections of a document. In case you had a problem with any of the steps in the heading above, I have decided to simplify the process with the long steps in the following headings. Do not forget I have admitted to the fact that the steps below are long, and, ... repetitive. It's all for the sake of clarity. Please bear with me. Also, I strictly recommend you take the pain to follow the steps strictly sequentially and religiously. Later, you can do it in a different way or different order, where necessary, once you have become a pro in creating headers and footers.




    Create a Different Header or Footer for the First Page of a Document Containing Only One Section

    A document containing only one section is a document that has not been divided into sections.
    The tips I'm about sharing with you under this heading is about creating a header or footer for an entire document, in which the header or footer on the first page will be different than the header or footer appearing in the rest of the pages. Please note that, for the sake of simplicity, the document on which we will performing these steps should be containing three or more pages (so that we can see the result quickly), but ONLY ONE SECTION. The further we go in this tutorial, the more complex the steps will be getting. So, I want us to start from the basic. Please make sure you follow these steps sequentially, to avoid confusions. Once you get the hang of it you can perform step 5 to step 8 at any random order.
    1. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed, and the main document text is dimmed.
    2. On the Header and Footer toolbar, click the Page Setup button.
      The Page Setup dialog box is displayed.
    3. Click the Layout tab, if it's not already selected.
    4. Under Headers and Footers, click the Different first page check box, and then click OK.
    5. To create the header you want to appear on all the pages of the document, EXCEPT THE FIRST PAGE, enter the information (e.g. the document title) in the area enclosed by the nonprinting dashed line, with the nonprinting text 'Header' printed above it.
    6. To create the header you want to appear on only the FIRST PAGE of the document, click the Show Previous button, and then enter the information (e.g company logo) you want in the area enclosed by the nonprinting dashed line, with the text 'First Page Header' printed above it. You may leave this area blank if you do not want a header to appear on the first page of the document.
    7. To create the footer you want to appear on only the FIRST PAGE of the document, click the Switch Between Header and Footer button, and then enter the information (e.g company address and phone number) in the area enclosed by nonprinting dashed line with the nonprinting text 'First Page Footer' printed above it. You may leave this area blank if you do not want a footer to appear on the first page of the document.
    8. To create the footer you want to appear on the all the pages of the document, EXCEPT THE FIRST PAGE, click the Show Next button, and then enter the information you want (e.g page numbers) in the area enclosed by the nonprinting dashed line, with the text 'Footer' printed above it.
    9. To return to the main document, click the Close button on the Header and Footer toolbar, or double-click the dimmed main document text.
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    Under this heading, you will learn how to create a different header or footer for the first page of  the first section, only, of a document containing several sections. Please make sure you follow the steps highlighted below sequentially. After mastering the entire process, you can perform step 7 through step 13 in a different order you want.
    1. Position the insertion point anywhere in the first section (or in the first page).
    2. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    3. Click the Page Setup button on the Header and Footer toolbar.
      The Page Setup dialog box is displayed.
    4. Click the Layout tab, if it's not already selected.
    5. Under Headers and footers, click the Different first page check box.
    6. In the Apply to box, under Preview, choose This section, and then click OK.
      The words above the nonprinting line in the header area now read, "First Page Header -Section 1-".
    7. Create the header you want to appear on the first page.
    8. Click the Switch Between Header and Footer button to move to the footer area.
      The words above the nonprinting line in the footer area now read, "First Page Footer -Section 1-".
    9. Create the footer you want to appear on the first page. You may leave the footer area blank if you do not want a footer to appear on the first page.
    10. Click the Show Next button.
      The words above the nonprinting line in the footer area now read, "Footer - Section 1-".
    11. Create the footer you want to appear in the rest of the document or section.
    12. Click the Switch Between Header and Footer button.
      The words above the nonprinting line in the header area now read, "Header -Section 1-".
    13. Create the header you want in the rest of the document or section.
    14. Click the Close button on the Header and Footer toolbar to return to the document.

    Fig: Setting the Different first page, and the Apply to This section options
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    The lesson you will learn under this heading is about creating a different header or footer for the first page of each section of a document. Each section in a document can contain a different header or footer. Also, the header or footer on the first page of each section can be different from the header or footer in the remaining pages in the section. You probably know how to do this already, but I suppose there are still some beginners out there who may still be having troubles creating a different header or footer for the first page of each section of a document. For the sake of simplicity, I'd like you to follow these steps sequentially. After mastering the process, you can ignore step 1 below, and perform steps 5 through 22 at any random order, or skip some if necessary.

    Fig: Creating a different header for the first page of each section
    1. Position the insertion point anywhere in the first section (or in the first page).
      To move to page 1 quickly, press CTRL + Home.
    2. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    3. Click the Page Setup button on the Header and Footer toolbar.
      The Page Setup dialog box is displayed.
    4. Click the Layout tab, if it's not already selected.
    5. Under Headers and footers, click the Different first page check box.
    6. In the Apply to box, under Preview, choose Whole Document, and then click OK.
      The words above the nonprinting dashed line in the header area should now read, "First Page Header -Section 1-". 
      If necessary, click the Show Previous or Show Next button until the nonprinting words above the nonprinting dashed line in the header area show "First Page Header -Section 1-".
    7. Create the header you want to appear on the first page of section one.
      You may leave this area blank if you do not want a header on the first page of the document.
    8. Click the Switch Between Header and Footer button to move to the footer area.
      The words above the nonprinting dashed line above the footer area should now read, "First Page Footer -Section 1-".
    9. Create the footer you want to appear on the first page of the document.
      Leave this area blank if you do not want a footer on the first page of the document.
    10. Click the Show Next button.
      The words above the nonprinting dashed line should now read, "Footer -Section 1-".
      If necessary, click the Show Next or Show Previous button until you see the words, "Footer -Section 1-" above the nonprinting dashed line above the footer area.
    11. Create the footer you want to appear in the rest of the section, or document.
    12. Click the Switch Between Header and Footer button to move to the header area.
      The words above the nonprinting dashed line should now read, "Header -Section 1-".
    13. Create the header you want to appear in the rest of the section, or document.
    14. To create a different header for the first page of section two, click the Show Next button.
      The words above the nonprinting dashed line should now read, "First Page Header -Section 2-" and "Same as Previous".
      If necessary, click the Show Next or Show Previous button until you see the words above the nonprinting dashed line in the header area read "First Page Header -Section 2-", and "Same as Previous".
      You will find that the Same As Previous button is selected (pushed in), and that the header you created for first page of the preceding section now appears in the current nonprinting dashed line. You will have to disable the Same As Previous button before you delete this now existing header.
    Fig: Disabling the Same As Previous button


    1. Click the Same As Previous button on the Header and Footer toolbar to disable it, and to disconnect the header in the current section from the header in the first page of section one.
      Now, select the existing header, and then press DELETE or BACKSPACE to delete it.
    2. Create the header you want for the first page of section two, and then click the Switch Between Header and Footer button to move to the footer area.
    3. Click the Same As Previous button to disconnect the current footer from the footer in the first page of section one.
    4. Select and delete the existing footer, and then create the footer you want for the first page of section two.
    5. Click the Show Next button.
      The words above the nonprinting dashed line in the footer area now read, "Footer -Section 2-" and "Same as Previous".
    6. Click the Same As Previous button to disconnect the current footer from the footer in the preceding section; select and delete the existing footer, and then create the footer you want to appear in the rest of the section, or document.
      You may skip this step if you want the current footer to be identical to the footer from page two of the preceding section.
    7. Click the Switch Between Header and Footer button to move to the header area. 
    8. Click the Same As Previous button to disconnect the current header from the header in the preceding section; select and delete the existing header, and then create the header you want to appear in the rest of the section or document.
      You may skip this step if you want the current header to be identical to the header in the preceding section.
    9. Repeat steps 14 through 22 in the remaining sections.
    10. Click Close on the Header and Footer toolbar, or double-click the dimmed text, to return to the document.
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    Ordinarily, this heading summarizes the lessons covered in the box above, but it basically teaches how to create a different header or footer for any section of a document at any time and at any point. Don't forget that if a document contains two or more sections, you can create a different header or footer for each section of the document, if you want. The header for each section can contain the title of that section; while the footer can contain the author's name, if the information in each section of the document is contributed by a different author.
    Follow these steps to create a different header or footer for each section of a document:
    1. Position the insertion point in the section for which a different header or footer is to be created.
    2. On the View Menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    3. On the Header and Footer toolbar, click the Same As Previous button to disable it and to disconnect headers and footers in the current section from the previous section.
      Make sure you perform this step before creating a new, or deleting the existing  header or footer.
    4. Create the header or footer you want for the current section.
      Word now registers the newly created header or footer for the current section and subsequent sections. Also, the header or footer on the previous section now remains unmodified.
    5. Repeat steps 3 through 4 to change the header or footer in each (subsequent) section.
    6. Click the Close button on the Header and Footer toolbar to return to the document when you are through.
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    1. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    2. On the Header and Footer toolbar, click the Page Setup button.
      The Page Setup dialog box is displayed.
    3. Click the Layout tab if it's not already selected.
    4. Under Headers and footers, click the Different odd and even check box, and then click OK. 
    5. Click the Show Previous or Show Next button to move to an even page header or footer.
    6. Create the header or footer you want to appear on each even-numbered page.
      Click the Switch Between Header and Footer button to switch between viewing the header or footer area.
    7. Click the Show Next button to move to an odd page header or footer.
    8. Create the header or footer you want to appear on each odd-numbered page.
      Click the Switch Between Header and Footer button to switch between viewing the header or footer area.
    9. Click the Close button on the Header and Footer toolbar, or double-click the dimmed main document text, to return to the document.
    Fig: Setting the different odd and even page header or footer option
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    Word makes it pretty easy to make the header or footer in one section the same as the header or footer in the previous section. Of course if you decide to, you can easily reestablish the connection between the header or footer in the current section and the preceding headers or footers. It's only that the action will mean a discarding of the header or footer in the current section, and being replaced by the header or footer preceding it. Here are the steps to reconnect a header or footer with the preceding header or footer.
    1. Position the insertion point in the section containing the header or footer you want to connect to the header or footer preceding it.
    2. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    3. On the Header and Footer toolbar, click the Same As Previous button.
      Word now displays a message box asking whether you want to delete this header/footer and connect to the header/footer in the previous section.
    4. Click YES to confirm your intention.
    5. Click the Close button on the Header and Footer toolbar to return to the document.

    Fig: Reconnecting a header or footer with the preceding header or footer
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    You can easily delete a header or footer in a section or document anytime you no longer want it. However, you need to tread with care in this process to avoid upsetting your work, because if the document consists of several sections, and all headers or footers are still actively connected, deleting a header or footer in any section will result in the header or footer for every other section being equally deleted. So, if you intend to delete the header or footer for the current section only, make sure you first break the connection between the header or footer in the current section and the preceding header or footer.
    1. Position the insertion point in the section that contains the header or footer you want to delete.
    2. On the View menu, click Header and Footer.
      The Header and Footer toolbar is displayed.
    3. Do one of the following:
      • If the document contains only one section, simply select the header or footer you want to delete, and then press the DELETE or BACKSPACE key.
      • If the document contains several sections, and the headers or footers in the sections are connected, and you intend to delete all the headers or footers, simply select the header or footer to be deleted and then press DELETE or BACKSPACE.
      • If there is a connection between the header or footer in the current section and the preceding header or footer, but it is the header or footer in the current section only you want to delete, click the Same As Previous button on the Header and Footer toolbar to break the connection, select the header or footer you want to delete, and then press DELETE or BACKSPACE.
      • If you have different headers or footers in other sections of the document, and you want to delete all or only few of the headers or footers, select the header or footer you want to delete in the current section, press DELETE or BACKSPACE, then click the Show Next or Show Previous button on the Header and Footer toolbar to find the next header or footer you want to delete. You may have to check whether the Same As Previous button is not enabled, then select and press DELETE or BACKSPACE.
    4. Click the Close button on the Header and Footer toolbar to return to the document, when you are through. Alternatively, double-click the main document text.
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    The size of headers and footers can affect margin settings, since headers and footers are printed in the top and bottom margins, respectively. While creating a header or footer, always make sure the header or footer is neither too large, nor contains too many items spanning several lines, because, a too-large header or footer may not be conveniently accommodated within the top or bottom margin in its current setting. The result is that Word automatically adjusts the affected margin to accommodate the too-large header or footer. Do not forget that the sizes of the margins and the main text area are inversely related: the wider the margin, the narrower the main text area, and vice versa. In other words, if the header or footer is too large, you will have too small space on which to type the main document. Or worse, the main document text may be overwritten by the too-large header or footer. On the other hand, if you have a too-large header or footer, and you have taken steps to prevent Word from adjusting the margins to accommodate a header or footer, the too-large header or footer will have some of its parts obscured by the main document text.
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    1. On the File menu, click Page Setup.
      The Page Setup dialog box is displayed.
    2. Select the Margins tab.
    3. Type a hyphen (-) before the number in Top or Bottom margin box.
    4. Click OK.
    Fig: Preventing Word from adjusting margins
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    A header or footer can be tweaked and formatted in a number of ways. Among these is changing the positioning of the headers and footers. Headers and footers are positioned horizontally within the top and bottom margins, respectively; and vertically within the page. A header or footer can be aligned horizontally flush left, center, or right within the left and right margins, or simply run into the left margin to create a negative left indented header or footer, or run into the right margin to create a negative right indented header or footer. The vertical positioning of a header or footer involves: (1)  Adjusting the distance of the header or footer from the top or bottom edge of the page. (2) Adjusting the amount of space between the header or footer and the main document text or content.
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    1. On the View menu, click Header and Footer.
      The Header and Footer toolbar appears.       
    2. Locate the header or footer you want to adjust by clicking the Show Next and Show Previous buttons on the Header and Footer toolbar. 
    3. Do one or more of the following to position the header or footer: 
      • To create a left-aligned header or footer, just type the text at the insertion point or insert items. 
      • To center a header or footer, press TAB once, and then type the text. If you have already typed the text, select it and then press TAB once.
        • In Word, the header and footer areas have two preset tab stops, which are: Centered, between the left and right margins; and Right-aligned at the default right margin. So pressing TAB once centers the header or footer, while pressing the TAB twice aligns the header or footer right. You can set different tab stops using the ruler, if you are not satisfied with the default. 
      • To align the header or footer right, press TAB twice, and then type the text.
        You can adjust the tab stop position using the ruler, if you are not satisfied with the default setting. 
      • Click the appropriate alignment button on the Formatting toolbar.
      • Drag the indent markers on the ruler.
      • To create a negative indent header or footer, display the Paragraph dialog box, select the Indents and Spacing tab, type a negative number in the Left box, and then click OK.
    4. Click Close on the Header and Footer toolbar to return to the document.

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    1. On the View menu, click Header and Footer.
    2. Click the Show Previous and Show Next buttons on the Header and Footer toolbar to locate the header or footer you want to adjust.
    3. Click the Page Setup button on the Header and Footer toolbar.
      The Page Setup dialog box is displayed.
    4. Click the Layout tab.
    5. In the Header or Footer box, under From Edge, enter a value for the distance from the edge of the page to the top of the header or to the bottom of the footer.
    6. Click OK.
    7. Click Close on the Header and Footer toolbar to return to the document.
    Fig: Entering values for the distance from the edge of the page to the top of the header or to the bottom of the footer
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    The steps involved in changing/adjusting the distance between the main document text and a header or footer are:
    1. On the View menu, click Header and Footer.
    2. Locate the header or footer you want using the Show Next, Show Previous, or Switch Between Header and Footer button on the Header and Footer toolbar.
    3. Do one or more of the following:
      • To adjust the space between the top of the main document text and a header, do the following:
        1. Move the mouse pointer to the top margin boundary on the vertical ruler. 
        2. When the the shape of the pointer becomes a double-headed arrow (↕), click and drag up to reduce space; or and drag down to add space.
      • To adjust the space between the bottom of the main document text and a footer, do the following:
        1. Move the mouse pointer to the bottom margin boundary on the vertical ruler.
        2. When the mouse pointer changes to a double-headed arrow(↕), click and drag up to add space; or drag down to reduce space
    4. Click the Close button on the Header and Footer toolbar to return to the document.


    Fig: Changing the distance between document text and a header





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