9. Footers and Page Numbers

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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.

Lesson Notes

Footers and page numbers

- Placeholders for footers and page numbers included in the Slide Master
- However, they are not automatically included in a presentation
- To include them, go to the Insert tab and Slide Number

Editing the footer and page number

- When editing the footer and page number formatting or position, don't do it on each slide
- Instead, make the edits in the slide master, which will update each page automatically

Keyboard shortcuts

CTRL + P: Open Print menu


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? Well, it's actually very simple.

We go to the Insert tab on 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 & 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 slides, you can see the Private & 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.

Ctrl + 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 & Confidential.

I'll then apply to all.

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

Here it shows me four slides in the horizontal view.

I have the date, I have Private & 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.