5. Inserting Headers, Footers, and Quick Parts

 
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Overview

Headers and Footers can contain useful information for the reader as well as aesthetic flairs. They often include Quick Parts which store useful text for re-use throughout the document.

Summary

Lesson Goal

Decorate the headers and footers with Quick Parts.

What is a Quick Part

A Quick Part is a type of text box. The main type of Quick Part is a Document Property. These come in many varieties, including title, author, date and so on.

When you store text in a specific Quick Part, it’s applied to all Quick Parts of the same variety. For example, if you type “Document 1” into the Title Quick Part, every time you insert a new Title Quick Part, it will already contain the text “Document 1”. Similarly, if you change the text in one of these Title Quick Parts, all other Title Quick Parts will update to match the change you made.

This is useful from a design perspective as you may occasionally have information such as the Title or Author displayed across the document. Using a Quick Part saves you from having to type the information multiple times. You could just copy and paste text boxes, but when you edit one of these text boxes, the others will stay the same.

Customizing headers and footers

One of the most common places to place a Quick Part is in the Header or Footer. It is common to see the book or document name here, as well as info about the author.

To open the header and footer settings, double click the top or bottom of the page. This will reveal the Design tab under Header & Footer Tools.

There are 3 options for header and footers. The first will make the header and footer in the first page of the document unique to all others in the document. The second will distinguish headers and footers on even pages from headers and footers on odd pages. The last will hide the main text of the document while editing headers and footers.

From this contextual Design tab, you can also adjust the height of the header and footer. You can insert pictures, page numbers and Quick Parts. You can also insert Word’s Built-In presets.

Transcript

In the previous lesson, we rearranged pictures and added text to them by using the text box. In this lesson, we'll improve the look of the footer of the document with Quick Parts.

We'll add specialized text to the footer of this document that provides descriptive information about the document.

While arranging the look of headers and footers isn't as visual as adding shapes or pictures, this is still a task that's best left for the design stage of building a document. We'll open the header and footer tools by double clicking at the bottom of the page.

This will place the cursor in the footer, allowing us to type freely.

Instead, we'll rely on Quick Parts to enter text here.

A Quick Part is a type of text box which can create and store text that you can quickly deploy and edit anywhere in your document.

We'll click the Quick Parts command and hover over Document Property.

This long list of properties are all types of text boxes that store specific text.

You can insert multiples of the same Quick Part to save you from rewriting the text every time.

Let's demonstrate this with title.

We'll type the title of the document and align right.

We'll then close this view and place the cursor in the middle of the document.

We'll navigate to the Insert tab and insert the title Quick Part again.

It contains the title as we entered it in the footer. When we change the text in this Quick Part, it changes in the matching Quick Part.

We'll delete this and return to the headers and footers view.

We can use the commands in this tab to make more changes to the headers and footers.

Starting from the commands on the right, we can adjust the height of the headers and footers.

The default is perfectly acceptable for most documents, so we'll leave it as is.

Next, let's investigate the Options group.

Our first page already contains the title and the main body of text. So there's no need for further repetition in the footer.

Fortunately, we can remove it by checking Different First Page.

Now the header and footer in the first page are distinct from the rest of the document.

We can also make the headers and footers on alternating pages distinct from each other by checking different odd and even pages.

Many books use this to include the page number on every other page.

We'll keep this box checked.

Unchecking the final box will hide all text outside the header or footer.

The document text reappears when we close the header and footer options.

Note that we can only uncheck this box if there's content in the header. Since our header is empty, I'll leave it unchecked.

Moving on, the Navigation group helps you jump to the footer when working in the header and vice versa.

From the Insert group, we can quickly insert the date in a variety of formats, add a Quick Part containing the author name and we can insert pictures.

This can be useful for creating official headed letters.

In the final group, we can add the page number and we can also choose to preset headers and footers.

Let's select an odd page footer and choose the Facet Odd Page preset.

This makes our title Quick Part look better and it adds a subtitle Quick Part.

This document's subtitle is in the cover page, so we'll copy it and paste it in the subtitle Quick Part.

We'll select the Facet Odd Page preset again to update the style of the subtitle Quick Part.

Finally, we'll select an even footer and choose Banded to add the page number.

With that, we've finished updating the footer of the document. The changes are subtle, but they add to the professional look we're trying to create.

Note that we opted to leave the header blank.

Headers in professional documents tend to be void of text. Some official letters and documents contain the logo in the header, but we don't need it here.

However, it's not uncommon to see headers in academic articles and books.

Fortunately, you can use the same techniques said at both headers and footers in any Word document.

Designing with Shapes, Pictures, and Themes

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