Be able to create or edit headers and footers

Topic 13 – Layout

Objective

Be able to create or edit headers and footers in a word‑processing document.

What is a Header?

A header is the area at the top of each page of a document. It can contain text, graphics, page numbers, dates, or other information that you want to appear on every page.

What is a Footer?

A footer is the area at the bottom of each page. Like a header, it can hold page numbers, file names, confidentiality notices, or any other repeated information.

Key Features of Headers and Footers

Feature	Header	Footer
Location	Top margin of the page	Bottom margin of the page
Common content	Document title, chapter name, date, logo	Page number, file name, copyright notice
Visibility	Shows on every page unless different first page or section is set	Shows on every page unless different first page or section is set
Editing mode	Activated by double‑clicking the top margin or using the “Header” command	Activated by double‑clicking the bottom margin or using the “Footer” command

Creating a Header or Footer – Step‑by‑Step

1. Open the document in your word‑processor (e.g., Microsoft Word, LibreOffice Writer).
2. Choose the Insert tab on the ribbon/menu.
3. Click Header or Footer and select a built‑in style or choose “Edit Header/Footer”.
4. The document switches to Header/Footer editing mode; the rest of the page is dimmed.
5. Type the desired text, insert a field (e.g., page number), or add a graphic.
6. Use the Header & Footer Tools to:
   • Insert page numbers.
   • Link or unlink from previous sections.
   • Set a different first‑page header/footer.
7. When finished, click Close Header and Footer or double‑click outside the header/footer area.

Editing an Existing Header or Footer

1. Scroll to any page that displays the header/footer you wish to change.
2. Double‑click inside the header or footer area to activate editing mode.
3. Make the required changes (add/remove text, update page numbers, change font, etc.).
4. If the document has multiple sections, ensure you are editing the correct section:
   • Check the “Link to Previous” option; turn it off if you want a unique header/footer for the current section.
5. Close the editing mode as described above.

Special Cases

• Different first page: Useful for title pages. Enable “Different First Page” in the Header & Footer Tools.
• Odd/even pages: Enables different headers/footers on left‑hand (even) and right‑hand (odd) pages, often used in book layouts.
• Section breaks: Insert a section break to have distinct headers/footers in different parts of the document.

Practical Tips

• Keep header/footer text concise; avoid clutter.
• Use automatic fields (e.g., {PAGE}) for page numbers so they update automatically.
• Check the print preview to ensure headers/footers appear as intended.
• When copying a header/footer from one document to another, use the “Copy” and “Paste” commands while in editing mode.

Common Errors and How to Fix Them

Error	Cause	Solution
Page numbers start at 0 or repeat	Incorrect field code or section break without resetting numbering	Insert a “Page Number” field and choose “Format Page Numbers” to set the start value.
Header appears on the title page	“Different First Page” not enabled	Check “Different First Page” in Header & Footer Tools.
Header/footer content changes in the middle of a section	“Link to Previous” turned off unintentionally	Re‑enable “Link to Previous” or copy the desired content to the new section.

Summary

Headers and footers provide consistent information across a document. By using the Insert → Header/Footer commands, you can create, edit, and customise these areas, including page numbers, dates, and graphics. Understanding section breaks and options such as “Different First Page” or “Odd/Even Pages” allows you to produce professional‑looking documents that meet exam requirements.

Assessment Questions

1. Explain the difference between a header and a footer.
2. List three types of information commonly placed in a header.
3. Describe the steps to insert a page number that starts at 5.
4. What option would you use to have a different header on the first page of a report?
5. How can you create separate headers for two sections of the same document?