13 Layout – Placing Text and Automated Objects in Headers and Footers
Learning Objective
By the end of this lesson you will be able to insert and format both static text and automated objects (file information, page numbers, total pages, date and time) in the header and footer of a document.
Why Use Headers and Footers?
Provide consistent information on every page.
Help readers navigate large documents.
Allow automatic updating of changing data (e.g., page numbers).
Improve the professional appearance of reports, letters and assignments.
Common Elements Inserted in Headers/Footers
Element
Purpose
Typical Location
File name
Identify the document
Header – left or centre
Author / Owner
Show who created the file
Header – right
Page number
Indicate current page
Footer – centre or right
Total number of pages
Give context (e.g., “Page 3 of 12”)
Footer – centre
Date
Show when the document was printed or saved
Footer – left
Time
Show the exact time of printing
Footer – left (next to date)
Automated Fields – How They Work
Automated fields are placeholders that the word‑processing software updates automatically. The most common field codes are:
{ PAGE } – current page number
{ NUMPAGES } – total number of pages
{ FILENAME \* MERGEFORMAT } – name of the file
{ AUTHOR } – author name stored in document properties
{ DATE \@ "dd MMMM yyyy" } – current date
{ TIME \@ "HH:mm" } – current time
Step‑by‑Step Procedure (Microsoft Word example)
Open the document and switch to the Insert tab.
Click Header or Footer and choose a built‑in style or select Edit Header/Footer.
Place the cursor where you want the first element.
For static text, simply type the required wording (e.g., “Confidential Report”).
For automated objects, use the Quick Parts → Field… dialog:
Select the appropriate field name (e.g., Page for page number).
Choose any formatting options (number format, alignment, etc.).
Click OK to insert the field.
To combine page number and total pages, insert two fields and type “ of ” between them, e.g.:
{ PAGE } of { NUMPAGES }
Use the Header & Footer Tools – Design tab to:
Toggle Different First Page if the first page needs a unique header/footer.
Toggle Different Odd & Even Pages for book‑style layouts.
When finished, click Close Header and Footer or double‑click outside the header/footer area.
Example Layouts
Below are two common header/footer configurations that meet the lesson objective.
Example 1 – Simple Report
Suggested diagram: A page showing a header with the file name centred, and a footer with “Page 1 of 8” centred, date on the left and time on the right.
Example 2 – Letterhead
Suggested diagram: Header contains company logo (represented by text) on the left, document title centred, and author name on the right. Footer shows page number on the centre and “Printed on 12 Oct 2025” on the left.
Key Points to Remember
Headers and footers are part of the document layout, not the main body text.
Automated fields keep information up‑to‑date without manual editing.
Use the “Different First Page” option for title pages that should not display a header/footer.
Check the final document in Print Preview to ensure fields display correctly.
Practice Activities
Create a three‑page report. Insert a header that shows the file name on the left and the author on the right.
Add a footer that displays “Page X of Y” centred, and the current date on the left.
Modify the first page so that its header is blank but its footer still shows the date.
Export the document as PDF and verify that all automated fields have updated correctly.
Self‑Check Questions
What field code would you use to display the total number of pages?
How can you make the first page header different from the rest of the document?
Explain the difference between inserting static text and an automated field.
Why is it important to use the “Print Preview” function after adding headers and footers?
Summary
Headers and footers provide a consistent framework for displaying essential information throughout a document. By mastering the insertion of both static text and automated objects—such as file information, page numbers, total pages, date, and time—you can produce professional‑looking documents that meet the requirements of the Cambridge IGCSE ICT syllabus.