Be able to create or edit headers and footers

Topic 13 – Layout

Scope & Links

This note covers the 13.3 Headers & footers sub‑topic of the Cambridge IGCSE ICT 0417 syllabus. For the other parts of the layout unit see:

• 13.1 Create/Edit a document
• 13.2 Tables

Only the information required for creating, editing and styling headers and footers is presented below.

Objective

Be able to create, edit and format headers and footers in a word‑processing document, applying appropriate alignment, corporate house‑style and automatic fields.

Purpose of Headers and Footers

• Identify the document (title, chapter, project name).
• Provide navigation aids (page numbers, section numbers).
• Show document metadata (date, author, file name, confidentiality notice).
• Support branding or legal requirements (logo, copyright, company colour).

What is a Header?

A header occupies the top margin of each page. It can contain text, graphics, page numbers, dates or any other information that should appear on every page (unless a different first‑page or section setting is applied).

What is a Footer?

A footer occupies the bottom margin of each page. Like a header, it can hold page numbers, file names, copyright notices, or other repeated information.

Key Features of Headers and Footers

Styling & Alignment (Corporate House‑Style)

All formatting must follow the corporate house‑style prescribed by the exam board or the organisation you are modelling.

• Alignment: Choose left, centre or right alignment consistently (e.g., centre‑aligned page numbers, left‑aligned document title).
• Font, size & colour: Use the same font family, point size and colour throughout the header/footer.
• Line spacing: Usually single or 1.15 to avoid crowding the main body.
• Margins: Keep text at least 1 cm from the top or bottom edge.

Inserting Automatic Fields

Automatic fields keep the header/footer up‑to‑date without manual editing.

• Page number – Insert → Page Number → Top/Bottom of Page
  { PAGE \* Arabic }
• Date – Insert → Date & Time → Choose format → Tick “Update automatically”
  { DATE \@ "dd MMMM yyyy" \* MERGEFORMAT }
• File name – Insert → Quick Parts → Field → FileName
  { FILENAME \* Upper }
• Author / Custom document property – Insert → Quick Parts → Field → DocProperty → Author
  { DOCPROPERTY Author }

To refresh any field manually press F9. Fields also update automatically when the document is opened or printed.

Creating a Header or Footer – Step‑by‑Step

1. Open the document in your word‑processor (Microsoft Word, LibreOffice Writer, etc.).
2. Choose the Insert tab.
3. Click Header or Footer and pick a built‑in style, or select “Edit Header/Footer” for a blank area.
4. The document enters Header/Footer editing mode; the main body is dimmed.
5. Apply the required styling (font, size, colour, alignment) using the Home ribbon.
6. Insert the desired content:
   • Type static text (e.g., “Company Confidential”).
   • Insert a page number via Insert → Page Number.
   • Insert the current date via Insert → Date & Time.
   • Insert a graphic (logo) via Insert → Picture.
   • Insert other fields (file name, author) via Insert → Quick Parts → Field.
7. Set any special options (see “Special Cases” below):
   • Tick “Different First Page”.
   • Tick “Different Odd & Even Pages”.
   • Use “Link to Previous” to share or break the header/footer across sections.
8. When finished, click Close Header and Footer on the ribbon or double‑click outside the header/footer area.

Editing an Existing Header or Footer

1. Navigate to a page that displays the header/footer you wish to modify.
2. Double‑click inside the header or footer area to activate editing mode.
3. Make the required changes (add/remove text, update a field, change font or alignment).
4. If the document contains multiple sections, verify you are editing the correct one:
   • Check the “Section” indicator on the status bar.
   • Link to Previous: keep the same content across sections (checked) or create independent content (unchecked).
5. Press F9 to update any fields, then close the editing mode as described above.

Special Cases

• Different first page – Useful for title or cover pages. Enable via the Header & Footer Tools tab → “Different First Page”.
• Different odd & even pages – Allows left‑hand (even) and right‑hand (odd) pages to have distinct headers/footers, ideal for book‑style reports. Activate “Different Odd & Even Pages”.
• Section breaks – Insert a Layout → Breaks → Section Break (Next Page) to give a new part of the document its own header/footer. Remember to set “Link to Previous” appropriately for each section.
• Link to Previous – When checked, the header/footer of the current section mirrors the previous section. Uncheck it to create a unique header/footer for the new section.

Practical Tips

• Keep header/footer text concise; avoid clutter that distracts from the main body.
• Use automatic fields (page number, date, file name) so information updates automatically.
• Maintain consistent styling throughout the document to meet corporate house‑style requirements.
• Check the Print Preview before printing or exporting to PDF.
• To copy a header/footer from one document to another, open both documents, activate Header/Footer editing mode in each, select the content, copy (Ctrl +C) and paste (Ctrl + V).

Common Errors and How to Fix Them

Practice Task (AO2 – Produce ICT‑based solutions)

Create a two‑section report that meets the following requirements:

1. Section 1 consists of a title page without any header or footer.
2. Section 2 starts on the next page and uses:
   • A left‑aligned header containing the document title (“Annual Sales Report”).
   • A centred page number that starts at 1.
   • A right‑aligned footer showing the current date (auto‑updating) and the file name (auto‑updating).
3. Apply the corporate house‑style: Arial 12 pt, colour #003366, line spacing 1.15, and keep at least 1 cm from the page edges.
4. Use “Different Odd & Even Pages” so that on odd pages the footer shows the date on the left and the file name on the right, while even pages reverse the order.

When you have finished, use Print Preview to verify that the header/footer appears correctly on every page.

Summary

Headers and footers give a document a professional, consistent appearance and convey essential information such as identity, navigation, and legal notices. By using the Insert → Header/Footer commands, applying the corporate house‑style for alignment and formatting, and inserting automatic fields (page number, date, file name, author, etc.), learners can meet all the requirements of syllabus point 13.3. Understanding “Different First Page”, “Different Odd & Even Pages”, “Link to Previous” and section breaks enables the creation of complex, multi‑section documents suitable for examinations and real‑world tasks.

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?