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Headers and Footers In Word

How can I get a different header/footer on the second (and subsequent) page(s)?

This is another way of asking "How can I get a header/footer to appear only on the first page?"

General Information:

If you ask the Office Assistant about this, you won't get a good answer. This is because Clippy doesn't understand the concept of second page headers. Clippy will tell you about changing the header or footer at different places in the document by creating new sections. That will work because the header/footer instructions are stored in the last paragraph marker of the section.

However, he won't point out that each section can have up to three different headers and three different footers. Every document has at least one section but can have more. The number of header/footer sets for each section is controlled in 

File > Page Setup > Layout (tab)

by checking either or both of the options:

If you have already set a header or footer and then check "Different first page" the header/footer you set previously will become the header/footer for second and subsequent pages. If you check different odd and even, you can set yet another header/footer for the odd pages that follow page two. As you'll see below, you can also access this dialog box from within the header/footer view.

Many experts (including your author) believe that using headers and footers is the best way to construct a letterhead template, with the letterhead itself in a header with headers/footers set for "Different first page." (Something similar is done when setting up for preprinted letterhead as well. Even if you will be using preprinted letterhead, follow along, then take a look at the Letterhead Textboxes and Styles Tutorial.)

Step-by-Step Instructions for creating separate headers/footers without creating additional sections

If your template is only one page but the document based on it can be multiple pages, you will want to set up the header/footer for all pages or for the second and subsequent pages before setting a different header/footer combination for the first page. (The header/footer for all pages becomes the header/footer for second and subsequent pages when you select the option for a different first page.)

To do this, first (with your template being only one page)

View > Header and Footer

The Header and Footer toolbar will pop up and your insertion point (cursor) should be in a box with a dashed border that says "Header." (If it says "First Page Header" don't worry, we'll get to that in a bit, keep reading.)  

If you were in "Normal" or "Web" view, you will be switched to Page Layout (Print Layout) view and any text on your regular page will either turn gray or disappear. You don't have to memorize the legend shown above for the various buttons. If you hold your mouse pointer over one of the buttons, a tooltip should popup on your screen.

Create the Header for All Pages or for Second and Subsequent Pages

If you want anything to appear in the header for all pages or for the second and subsequent pages, put it in here (in the window designated "Header"). In part three of this series, I'll discuss some of the AutoText that you might insert using the toolbar and how to get additional entries in this list.

Create the Footer for All Pages or for Second and Subsequent Pages

If you want something in the footer for all pages or for the second and subsequent pages, click on the "Switch Between Header and Footer" button on the Header and Footer toolbar.

This will take you to a box at the bottom of the page that says "Footer."

Create a Different (or No) Header / Footer For the First Page

Click on Page Setup on the toolbar. 

This will display the Page Layout Dialog Box. 

Check the box for "Different first page" and then click on OK to close that dialog. Now the header box will say "First Page Header" and anything you typed in the " Header" box before will be gone! 

Type what you want to go in the header on the first page of your document, then click on the Switch button and type in anything you want in the first page footer.

Save your template!

When your template is used to create a document, if the document extends onto a second page, the headers/footers you originally typed will appear on the second and subsequent pages.

What If It Says "First Page Header" When I Said It Would Say "Header" in the Box's Border?

Then type in the material for the header/footer to go on the first page. Click the "Close" button on the Header and Footer Toolbar and insert a manual page break. That will move your insertion point into Page 2. 

If you now use

View > Header and Footer

the same toolbar will pop up but this time the caption in the dashed border of the box will be "Header." Type what you want for your second and subsequent page header here, switch to the footer and type that for the second and subsequent page.

Click Close on the Header/Footer Toolbar and use backspace to delete your page break. 

Save your template.

Well, I think that is enough about headers and footers and letterhead for one sitting! I'll be back next issue with more on letterhead and headers and footers. In the meantime, here is some supplemental reading for extra credit.

How to Control Page Numbering in a Word Document (don't use Insert Page Number!)

Using Date Fields in Microsoft Word (don't use Insert Date!)

If you want to try getting the keyboard shortcuts all at once, you can take a look at the Microsoft Knowledge Base for Word 97, Word 98, or Word 2000. You can also print the keyboard shortcuts on your computer (including your custom keyboard shortcuts) by picking keyboard commands on the Print dialog box under Print What? (instead of document). The WOPR utilities have a command to create a document showing all keyboard shortcuts (as well as their source).

Chas Kenyon is a trial lawyer concentrating in criminal defense with a long interest (obsession?) with making word processing work well in the law office.  Visit his home page