9. Footers and Page Numbers

Overview

Footers and page numbers should always be included in presentations. In this lesson, I'll show you how to include them on both individual slides and handouts.

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Summary

  1. Lesson Goal (00:06)

    The goal of this lesson is to learn how to add footers and page numbers to PowerPoint presentations.

  2. Adding Footers and Page Numbers (00:26)

    The master slide for a template includes placeholders at the bottom of each slide for the page number, the footer, and the current date. However, these placeholders are not automatically visible in presentations that use the template. To make these placeholders visible, we select Header & Footer from the Insert tab of the ribbon, then select the Slide tab. In this window, we can select which of the placeholders are visible on our slides. If we add a footer, we can set the text of it here. We can also choose not to show these placeholders on the title slide.

    If we want to edit these placeholders, it’s best to do so by adjusting the master slide. Any changes we make here will be reflected in the presentation. For example, we can delete placeholders we don’t want to use, or adjust the position or formatting of the placeholders we do use.

  3. Adding Page Numbers to Printed Pages (02:26)

    When you print a presentation, you may want to print multiple slides on a single page. You may then want to add a page number or a footer to these pages as well. To do this, we select the Insert tab, then Header & Footer, and open the Notes and Handouts tab. Here we can add page numbers, headers and footers, and the date and time to our handouts.

    It’s good practise to add page numbers to slides and to handout pages. It makes navigation and understanding easier for readers of your presentation, making the presentation more effective.

Transcript

Footers, and more importantly, page numbers can cause PowerPoint users a lot of problems. I have lost count the number of times that someone has complained in a meeting that a presentation doesn't contain page numbers. So if you want to stay on the good side of your coworkers, make sure you know how to insert these items correctly on your slides. Let's start by looking at the slide master and at the bottom of the page, we have three placeholders for page number, footer and the date. However, when I go to our presentation by closing the master view, and scroll through the slides, you can see that these three placeholders are missing. So how do we insert these placeholders on our slides? It's actually very simple. We go to the Insert tab in the ribbon.

Then we go to Slide Number.

And here we can include the date and time, the slide number and a footer. So I'll tick slide number and I'll also tick footer. And here I'll write private and confidential.

I'll also make sure that the slide number and footer don't appear on the title slide.

I'll then apply these settings to all and now when we scroll through our sides, you can see the private and confidential at the bottom of our page, and the page number in the bottom right-hand corner. If you want to edit the formatting and position of the footer and page number, resist the temptation to make the edits on each slide. And instead return to the slide master and make the changes there. So let's say, for example, that I'd like to switch the page number from the right-hand side of the page to the left-hand side of the page. I'll go to my slide master, I'll delete the date placeholder from the bottom left-hand corner.

I'll select the page number placeholder, and the default text placeholder and align left.

And within the page number placeholder, I'll also align the text left. Control + L.

I'll now close the master view.

And now on our slides, you can see that our page number is aligned on the left for every slide.

Sometimes when we're distributing documents, we'll want to print more than one slide per page, and we may want to add a page number or footer to these pages as well. To do this, return to the Insert tab in the ribbon and go to Header & Footer.

Select the Notes and Handouts tab, and here you can include page number, footer, header and the date and time. I'll select the page number and I'll have a footer that also says private and confidential.

I'll then apply to all.

And now to check what this page would look like, I press Control + P to bring up the print menu.

Here it shows me four slides in the horizontal view. I have the date, I have private and confidential and I have the page number.

As I mentioned at the start of this lesson, page numbers should be added to all presentations. They make it much easier for readers to navigate the slide deck and to refer back to specific slides in meetings. With this short lesson under your belt. You should have no problem adding page numbers and footers to both your slides and handouts in the future.

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