Word 2003 Advanced

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The first intermediate topic we are going to review in Microsoft Word will be the creation of headers and footers within a Word document. Headers and footers are inserted in a Word document so that you can provide fixed information on each of your pages. For example, you might be interested in creating a letterhead that would always have the name of your company at the top of the page and the company's address and telephone number and email and website at the bottom of the page. To create headers and footers, we go to the view menu and select header and footer. You will notice that when the header footer option has been selected from the view menu item, that a new toolbar appears on the screen. In addition to that, the header appears outlined in dashed lines at the top of your screen. At this point, we could now type whatever we would like as the header on our document. And while we are in the header, we can elect to apply any type of formatting to the header that you might use within the body of your document. So for example, we might decide to select the title, center it in the header, change the font type to be something that is a little different because we are talking about the name of the company. So what I might decide to take as a choice would be this font style, I am going to change the font size to 18 and I am going to make it blue and bold. So within the header, I have decided to change the font type, change the font size, make the header bold and make the information at the top in blue. The first icon in the block on the right hand side allows you to switch between the header and footer. If you look at the way the icon appears, you can see that it is attempting to show you your document as a page and the header and the footer is shown in yellow at the top and the bottom. So when I click it each time, it switches me between the header and the footer in the document. So now that I am at the bottom of the document in the footer, I might decide to type the company's address and I might decide at this point to insert a symbol because what I would like to have separate the street address from other information is that dot or bullet on the page. And I am going to use it again so I am going to select the bullet, use the keyboard shortcut Ctrl C to copy it and then Ctrl V to paste it and then I am going to take this information, I am going to drag over it and center it in the document as well. I am going to make it bold and in keeping with the format that I used at the top, I am going to use the same font style in the footer as I used in the header. At this point, let's take a look at what we have by closing the header and footer toolbar. You will notice at the top of the document, I can see the header and at the bottom of the document, I can see the footer but it is grayed out and you will notice that it is in the top of the document and my insertion point is sitting here in the left margin where I would begin doing my typing. And even if I continue to use the up navigation arrows, I can't get into the header and if I come down to the bottom of the document by using the Enter key until I get all the way down to the bottom, I can now see where the footer is and notice that as soon as I go to the next page, the header and footer have reapplied themselves to my page 2 in the document automatically. To get back into the header and the footer, I could either select from the menu options, view the header and footer or while I am sitting in the document, I could put the cursor up pointing to the header or the footer and double click it and it places me now in the header or I could switch to the footer. Some other features that are built in that could be used in the header and the footer might be to insert a page number. So I might decide to move over to here and type this number symbol by clicking the icon and the page number gets inserted inside the footer. The icon for the double pluses is the number of pages. So I might want to write one of and then click the two pluses and that icon will insert the number of pages. This is one of two. This one will allow me to format the page number. So I might decide I don't want it to be in the digits one, two, three, four. Actually I'd like it to be A, B, C or I'd like to use Roman numerals. I can decide where I want them to be and so forth. So now my page number is inserted. If I close and then look at page one, this is page one of two and if I come down to page two, this is page two of two. In addition I could insert the date. For example, I might hit the Enter key at this stage and decide I wanted the date inserted below the name of the company inside the header. This date will change, it's important to remember that because it's been inserted inside the header from this command. It will change tomorrow to the ninth. If I wanted to, I could also insert the time and this will be the time that the document has opened when I create a new document and open this tomorrow or later in the day. I'm going to go to a new document and I'm going to now view the headers in the footers again and in this time the header, in this particular case, of what I would like to use is the company name at the top and a different header on second and subsequent pages. If I now go to page setup, if you recall you can change the margins, you can change the orientation, you can also change the paper and you can also change the layout. The layout in this particular case is going to be different first page because on the first page, the first page header is going to be my company name centered. The footer, which is the first page footer, is going to be the address of the company, the phone number, et cetera, et cetera. So when I look at this, my company name is here and my company address and so forth is at the bottom of the page. Let's go to a new page, I'm just going to force it by doing a control enter and you'll notice that on the new page there is no header and footer. So what I'm going to do is double click this one and drag over the company's name and address and copy it and then scroll down to the header, to the footer section on the second page and paste it in to the second page. And now when I close, you will notice that my first page has the header with the company name, the company's address and phone number and so forth and then my second and subsequent pages have no header but they have the footer that includes the company address and phone number and et cetera. If I force you to the third page, you will notice that my third page has no header but it has the company's address and phone number, et cetera and the third page.