Know and understand the purpose of headers and footers

Topic 13 – Layout

Objective (Cambridge IGCSE ICT 0417)

Students should be able to create, edit and apply headers and footers appropriately within a range of software packages, understand their purpose, and recognise how they relate to corporate house style, tables and proof‑reading requirements.

Syllabus Alignment

What Are Headers and Footers?

• Header: The top margin of every page (or slide) that can contain recurring information.
• Footer: The bottom margin of every page (or slide) that can contain recurring information.

Typical Content

Why Use Headers and Footers?

1. Consistency – the same information appears on every page, reinforcing branding or structure.
2. Navigation – page numbers and headings let readers locate sections quickly.
3. Professional appearance – documents look polished and are easier to read.
4. Legal & copyright compliance – footers can contain mandatory statements.
5. Integration with other components – tables, styles and proof‑reading are all linked to header/footer use.

What Not to Do (Common Pitfalls)

• Over‑crowd the area – keep information to a maximum of 2‑3 items per header/footer.
• Use fonts larger than 12 pt (recommended 9‑12 pt for footers).
• Mix different fonts or colours unless dictated by the corporate house style.
• Manually type dates or page numbers – use automatic fields to avoid errors.
• Forget to update the header/footer after inserting or deleting pages.

Link to Tables (Syllabus 13.2)

When a table extends over several printed pages, the table header row can be set to repeat on each page. In most word‑processors this option is found in the Table‑Properties dialog and is independent of the document header/footer, but the repeated table header serves the same purpose – it keeps column headings visible for the reader.

Document‑Creation Checklist (Syllabus 13.1)

Before inserting any header or footer, ensure the document itself is set up correctly.

1. Open a new file in the chosen programme.
2. Set the page size (A4, Letter, etc.) and orientation.
3. Define margins – leave at least 2 cm at top and bottom to accommodate headers/footers.
4. Select the default font, size and line spacing (e.g., Arial 11 pt, 1.5 line).
5. Insert placeholder text (e.g., “Lorem ipsum…”) to visualise the layout.
6. Save the document with an appropriate file name (use the Save As dialog).

Table‑Building Tutorial (Syllabus 13.2)

Microsoft Word

1. Place the cursor where the table should appear.
2. Insert → Table → Drag to select the required number of rows and columns.
3. To add or delete rows/columns: Layout tab → Insert Above/Below or Delete.
4. Merge cells: select cells → Merge Cells.
5. Apply a table style: Design tab → choose a built‑in style or create a custom one.
6. Set the header row to repeat: right‑click the first row → Table Properties → Row tab → check “Repeat as header row at the top of each page”.
7. Adjust column width, shading, and alignment using the Layout tab.

Google Docs

1. Insert → Table → select the required dimensions.
2. To add rows/columns: right‑click inside the table → Insert row/column above or below.
3. Merge cells: select cells → Format → Table → Merge cells.
4. Apply a style: select the table → Table → Table properties → set border colour, cell background, and text formatting.
5. Repeat the header row: select the first row → Table → Table properties → “Header row” (checkbox).

Headers & Footers in Different Contexts

Word‑Processing Software

Presentation Software (PowerPoint)

• View → Slide Master.
• Insert a text box into the Header or Footer placeholder.
• Typical footer content: slide number, presenter name, date, corporate logo.
• Close the Master view – changes automatically appear on every slide.

Web Pages (HTML)

<header>
<h1>Company Name</h1>
<nav>…navigation links…</nav>
</header>
<footer>
<p>&copy; 2025 My Company – All rights reserved</p>
<p>Contact: info@mycompany.com</p>
</footer>

In HTML the <header> and <footer> elements serve the same conceptual purpose as in word‑processing, but they are part of the page’s markup rather than a printable margin.

Quick Comparison Table

Style Integration (Syllabus 14 – Corporate House Style)

• Define a HeaderStyle and FooterStyle** in the document’s style set (e.g., font = Arial 10 pt, colour = #003366, alignment = centre).
• Corporate house style may dictate:

  • Exact placement (e.g., header left‑aligned, footer centred).
  • Mandatory logo size and position.
  • Specific wording for copyright or confidentiality notices.

• Applying the style once ensures that any later change to the style updates every header/footer automatically – a key AO2 skill.

Best Practice Checklist (AO2)

• Design is simple; avoid clutter.
• Font size 9‑12 pt for footers, 10‑14 pt for headers (as per corporate guidelines).
• Page numbers are aligned consistently (centre or right‑aligned).
• Document title or chapter name appears in the header for context.
• Dynamic fields (date, page number, file name) are inserted automatically.
• Header/footer styles match the corporate house style.
• When a table spans pages, set the table header row to repeat on each printed page.

Proof‑reading Checklist (Syllabus 15 – Proofing, AO3)

• Check that the same header/footer appears on every page (or slide).
• Verify that page numbers are sequential and start on the correct page.
• Confirm that the date is current and automatically generated.
• Ensure spelling and punctuation are correct in all header/footer text.
• Confirm that corporate branding (logo, colour, font) follows the house style.
• For printed tables, confirm that the repeated table header row aligns with the document header/footer.

Suggested Classroom Activity

Students will produce a two‑page report on a topic of their choice, using a range of software to demonstrate the concepts above.

1. Open a new document and follow the Document‑Creation Checklist.
2. Insert a header containing the report title, student name and the school logo.
3. Insert a footer with automatic page numbers, the current date and a copyright notice that follows the school’s house style.
4. Create a three‑column table that runs onto the second page; set the table header row to repeat on each printed page (see the Table‑building Tutorial).
5. Apply a predefined HeaderStyle and FooterStyle (or the PowerPoint master‑slide equivalents).
6. Proof‑read the document using the Proof‑reading Checklist, then peer‑review a classmate’s work, checking for:

   • Correct placement and consistency of header/footer information.
   • Proper use of automatic fields.
   • Adherence to the corporate house style.

Assessment Questions (AO1)

1. List three pieces of information that are commonly placed in a header.
2. Explain why page numbers are usually placed in the footer rather than in the body of the text.
3. Describe two ways a header can help a reader navigate a multi‑chapter document.
4. When a table extends over several pages, what feature should be used to keep column headings visible?
5. How does applying a predefined style to a header/footer support corporate house style requirements?

Exam‑style Command‑Word Practice (AO2)

1. Insert a header that shows the document title left‑aligned and the page number right‑aligned.
2. Create a footer that automatically displays the current date, the file name, and a copyright notice centred at the bottom of each page.
3. Apply the corporate HeaderStyle and FooterStyle to the document you have just created.