How can I get a different header/footer on the second (and subsequent)
page(s)?This page last revised: 19 Jul 2022 19:38:13 -0400 . More on headers / footers
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Sections / Headers and Footers / Page Numbering in Word 2007 and later If you ask the Word Help about this, you won't get a good answer. The assistant 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. Each section has three different headers and three different footers. Some of these may be empty or not displayed, but they are there. Every document has at least one section but can have more. Briefly, the number of header/footer sets displayed for each section is controlled in Word 97 - Word 2003
File -> Page Setup -> Layout (tab) Word 2007 - 2021/365 Insert (tab) -> Header (footer) -> Header & Footer Tools (tab) by checking either or both of the options: __ Different odd and even
__ Different
first page
in the headers and footers frame (Word 97 - 2003), or
the Header & Footer Tools tab (Word 2007 and later).
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. Many experts 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 Word 2007-2021/365 Instructions
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), . . .
Word 2007 - 2021/365 Insert -> Header -> Edit Header
 The Header and Footer Tools Tab will
become available, and your insertion point (cursor) should be in an area above a dashed line that says "Header." (If it says "First Page Header" don't worry, we'll get to that in a bit. Keep reading.) The tools on the Header/Footer Tools ribbon tab become available whenever the user is in a header or footer. Note, unlike the page number command on the Header/Footer
toolbar in earlier versions of Word, the command on the ribbon for anything except "current position" will REPLACE the header or footer, not simply add to it. The Date & Time button still simply adds a date field at the current position. Alt+Shift+P will insert a page number field at the current location as well. Likewise, if you Insert one of the headers or footers from a gallery rather that choose to Edit, Word will replace any existing header/footer with what you have chosen.
If you are in "Draft" or "Web" view when you tell Word that you want to view Headers and Footers, you will be switched to Print View and any text on your regular page will either turn gray or disappear. When you close the Header and Footer Tools using the Red X on the right end of the tools, you'll be switched back to the view you started from.
Create the Header for All Pages or for Second and Subsequent PagesIf 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").
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 "Go to
Footer" button on the Header and Footer Tools tab. This will take you to the bottom of the page below where it says "Footer." Your insertion point (cursor) will be under the line. You can get here directly by choosing Insert > Footer > Edit Footer as well.
Check the Different First Page checkbox in the Header and Footer Tools Tab (Options Group) Now the header box will say "First Page Header" and anything you typed in the Header or Footer before will be gone! Type what you want to go in the header on the first page of your document, then click on the
Go To Footer 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.
Then type in the material for the header / footer to go on the first page. Uncheck the Different First Page checkbox and type what you want for your continuation page header / footer.
Then check the box again. Save your template.
The Headers and Footers in the Galleries are simply "building blocks." You can save your own Building Blocks in those galleries if you want. I would recommend storing those building blocks in your own template (which can be used as a
Global Template so your building blocks can be available in all your documents, rather than in the default storage location. You would select the text in a header / footer and then press Alt+F3. Assign an appropriate name and pick the Header or Footer Gallery. Remember in setting a name that names are displayed in the galleries in alphabetical order. You may want to use an
underscore _ as the first character of the name to make your entry show up first. Again, consider saving in your own custom global template rather than the default location if you may want to copy or share your entries. You can give your entries categories, as well, if you wish. See Boilerplate Text in Microsoft Word for more on using Building
Blocks.
You can use fields and Document Property Content Controls to automatically put information in headers and footersThe obvious fields are those for page numbers. Others to be considered include the StyleRef and Document Property fields. See Letterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of:
You can use design techniques to visually distinguish the header and footer from the body of the document.This can make your document easier to read.
See Visual Design Techniques to Distinguish Headers and Footers from the Body.
Word 97-2003 InstructionsIf 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), . . .
Word 97 - 2003 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 are in "Normal" or "Web" view when you tell Word that you want to view Headers and Footers, you will be
switched to Page Layout (Print Layout) view and any text on your regular page will either turn gray or disappear. When you close the Header and Footer toolbar, you'll be switched back to the view you started from.(No toolbar in Word 2007 and later, sorry. You have the ribbon. You can do these same things by controls on the Insert tab and the Headers & Footers tab.) 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").
Create the Footer for All Pages or for Second and Subsequent PagesIf 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."
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.
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.
There are obviously the fields on the
header/footer toolbar. Others to be considered include the StyleRef and Document Property fields. See Letterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of
The Headers and Footers patterns can be saved as AutoText. I would recommend saving your
AutoText in your own template (which can be used as a Global Template so your headers and footers can be available in all your documents, rather than in the default storage location (normal.dot). You would select the text in a header / footer and then press Alt+F3. Assign an appropriate name. Remember in setting a name that names are displayed in alphabetical order. You may want
to use an underscore _ as the first character of the name to make your entry show up first. Again, consider saving in your own custom global template rather than the default location if you may want to copy or share your entries. You can give your entries categories, as well, if you wish. See Boilerplate Text in Microsoft Word for more on using
AutoText.
TroubleshootingPage numbers only show up on the first page.Question:I need the page number at the bottom of page one (have that) but at the top of the other pages. How do I do this? I have used the long method by Word: unchecking "different first page" on page one (checking it for other pages)
and having it checked on second page/section. Also, "link to previous" is unchecked. But it will not allow me to (or does not show) page numbers from page 2 on. I attempt to "format page numbers" but nothing happens. On page one the header/footer reads (in light blue): Header-section 1 and Footer- Section 1
On page two the header/footer reads (in light blue): First Page Header Section 2 and First Page Footer Section 2 The "show field codes instead of their values" has been
unchecked and the "Building Blocks.dotx " is not disabled.
Response:I assume you have more than one page now. I assume you are on page 1. I assume you only have one section. Insert Tab
Header
Edit Header
Put cursor where you want your page number on following pages.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now have page
numbers in your headers Check the box for "Different First Page"
This makes what you just entered appear only on pages after the first one. Go to your First Page Footer
Put cursor where you want your page number on the first page.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now have a page numbers in your first page footer.
(You could just type "1"
instead.) Double-click in the document body to quit editing your headers and footers.
The tools on the Header/Footer Tools ribbon tab become available whenever the user is in a header or footer. Note, unlike the page number command on the Header/Footer toolbar in earlier versions of Word, the command on the
ribbon for anything except "current position" will REPLACE the header or footer, not simply add to it. The Date & Time button still simply adds a date field at the current position. Alt+Shift+P will insert a page number field at the current location as well. Page numbers only show up on the first page.Question:I need the page number at the bottom of page one (have that) but at the top of the other pages. How do I do this? I have used the long method by
Word: unchecking "different first page" on page one (checking it for other pages) and having it checked on second page/section. Also, "link to previous" is unchecked. But it will not allow me to (or does not show) page numbers from page 2 on. I attempt to "format page numbers" but nothing happens. On page one the header/footer reads (in light blue): Header-section 1 and Footer- Section 1
On page two the header/footer reads (in light blue): First Page Header Section 2 and First Page
Footer Section 2 The "show field codes instead of their values" has been unchecked and the "Building Blocks.dotx " is not disabled.
Response:I assume you have more than one page now. I assume you are on page 1. I assume you only have one section. Insert Tab
Header
Edit Header
Put cursor where you want your page number on following pages.
Press the key combination Alt+Shift+P or click on the Page Number button, and
select Current Position | Plain Number.
You now have page numbers in your headers Check the box for "Different First Page"
This makes what you just entered appear only on pages after the first one. Go to your First Page Footer
Put cursor where you want your page number on the first page.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now
have a page numbers in your first page footer.
(You could just type "1" instead.) Double-click in the document body to quit editing your headers and footers.
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Questions List The up-to-date version of this FAQ may be found at: http://www.addbalance.com/word/Download this FAQ in Word 97
format Changes / suggestions / ideas can be sent to Charles Kenyon.
views since 13 April 2004
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