Headers and Footers

MS Word for Writers Intermediate Skills You Wish You'd Known Before You Started Writing Your Book
12 minutes
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Transcript

We're back now to talk about basic headers and footers through your document. And the most common reason for doing so is if you're going to print out your file and pass it off to someone, perhaps a critique group partner, or perhaps an agent or editor submission. So, here we go. There are a couple of different ways to get into the header area of your document. And if you're not familiar, that means the area at the top of your document inside the top margin that is not part of your main text area. So using toolbar choices, the way to get there is from the Insert tab, and it's about two thirds of the way across.

You'll see the header and footer area here. You're going to click header, and you could insert some template ID styles of headers either with some text at the left hand edge text spots reserved for this level. Center and the right hand part or with a special color formatting or what there are some choices you can scroll down that are very interesting and design. I would encourage you if you're sending to an agent or editor though to just go with the basic because it will influence the way they feel about you and the ease of which you are to work with. So try to keep it basic if you're sending to them. Then we're now we're just going to go down to edit header at the bottom of this list because it will drop us in to that top of the document in a way that we can now type and make changes.

There are a couple things I want you to notice. Notice that the text in the main part of our document turned to gray. This is not going to appear in print it will still be black text is just Microsoft's way of alerting you that the header or footer area is turned on at the moment. Notice also that We have a new tab out here available at the right the Design tab has become available. Now that our header and footer tools are turned on. Notice also the options available on this toolbar.

If you're done and need to get out, look for that red X that's part of your toolbar, where you can close the header or the footer and move back into the main portion of your text. Notice also, if you need to add header or footer elements, those are available right here. Now on the Design tab, you no longer have to go back to the Insert tab. They're all included right here on design. You can add time and date stamps, or other quick parts or even pictures. So if you're in a business situation and you want to add a logo into your header, all those are possible from this insert area of the design toolbar.

Or you can move between your header and footer and previous and next headers and footers in the center section here. Alright, two more Have this toolbar to be aware of the options are something that you want to check on before you start adding your headers and footers the first time, because they can, if you change your choices later on, they can cause you to have to do the work twice. And you probably don't want to do that. So if you're formatting something and you want every single page of it to have exactly the same header or exactly the same footer, make sure that these two boxes are unchecked. We won't be having a different or special first page, and we won't be having different odd and even page headers or footers. I'll explain some situations where you might want to have those as well.

Okay, for the moment, we're going to treat this as if you were printing off your document to send to an agent or critique partner, all the pages are going to be the same. All right, the last section here is you able to choose how far from the top or bottom of document that header will appear, you can use the standard distance which is half an inch. But if your top and bottom margins are going to be half an inch in your final print book, you'll want to have the headers and footers be closer to the top and closer to the bottom than the margin itself. But we'll talk about that at the end game later when we're formatting for print. For now, let's dive into this header. Notice as well, whatever line formatting you had chosen in your paragraph area, that's going to be represented right off the bat in your header.

So if you do not want the thing in your header to be indented, you can go to the ruler and simply drag that back to the left. Let me undo or you can use the backspace key on your keyboard to erase that. Notice how it moves the ruler marker as well those both of those will accomplish the same thing. Okay, let's look At the drop down list under header, we have those same template ID choices. Or we can edit the header, but we're already in that section. What if we were ready to add a page number, we can choose page number and now add it to the top of the page.

You'll notice there are preset formats, add it to the top left, top center, top right, or there's a scroll bar contained in here where you can choose a variety of other preset contents. Or even if you're in the header at the moment, but you want to add your number to the bottom of the page. Just grab that from the drop down menu. You have similar presets, bottom left, bottom center, bottom right, or a myriad of matching choices to the styles you might have chosen before. You could it would be an odd choice, but you could place the page numbers in the margin. I've seen this vertical left and vertical right choices use sometimes in booklet printing.

So our brochures, that is an option, it's not standard in for publishing books however, or you could simply drop the page number at your current position, and that's the one I'm going to choose. But you might look at a little fancy vacation. If you're amused by this, you can have the page number put in followed by a bar line and the word page responding to that. And then you would probably do this if you're going to alternate odd and even pages, have one of them have the number first on the outside edge, and then on the opposite side of paper, have it print on the outside edge of the left and outside edge of the right so they match. But often simpler is better in the case of getting your manuscript in front of us and having networking. Now, a quick easy way to check and make sure that everything is good throughout.

Your document is to click this next button. So in the center of your toolbar, we're going to click next and it will take us to our next page. Now, notice for just a moment that this button appeared and lit up link to previous section. Why is that lit up? We told it at the very beginning, we did not want to have different first pages, and we did not want to have different odd and even pages. Nonetheless, sometimes this sneaks in and in the new section, this feature may have been turned on.

As soon as we disable that though, we get our page number back only What's the problem? Now, the page number isn't page four like we'd expect. Remember from one of our earlier lessons we learned at the bottom left hand corner, you can view page numbers and as well as word count, we would expect that this year Chapter would begin on page four, but it says page zero. How can we fix that? Look back to your toolbar to the page number button, grab that drop down arrow, and pull down to format page numbers. This is where we find lots of cool choices.

And you'll notice, oh my goodness, here's why the problem is happening. Here's why page number zero, it's set to start at zero. We don't want it to start at zero though, do we? This is Chapter Three, we want it to continue from a previous section. So I'm just going to swap the radio button from start at zero to continue from previous section, and then click OK. And now our page number updates just as we would expect it. Now, you might wonder, when I clicked go to the next section, why did it take me all the way to chapter three instead of to chapter two?

Well, if you were watching very, very, super closely, this is a test Watching super closely in the section that we did page breaks. You'll note that between chapter one and chapter two, I placed a regular straight page break. But between chapter two and chapter three, I used section break next page. That's how it gives us new options to deal with this chapter. In a polished document, I would always be using section break next page breaks between chapters, for the very reason that it allows me the flexibility to apply different first page breaks or different first page formatting, and different odd and even page formatting. Where that might come up for you an example is grab a book I have nearby here.

Okay, this is the romance writers phrase book, a super super guide by Jean Kent and Candace Shelton. But just to demonstrate on A new chapter page, you might have a large chapter name, you might have some design element you might have it dropped down a certain height from the top of your page. But in all of these cases, there is no header appearing above that. Whereas on the odd and even pages that follow it, you may have the numbers in this case, they're mirrored in the outside corners. And on one page is the title of the book. And on the other pages, the name of the chapter, you might also see the author's name on one side and the title of the book on the other depends on the expectations in your genres and a little bit on your own personal desires for design how you want that to appear.

So we'll talk about this more in the formatting section at the bonus end of our course. But for now, just know that there are various options. If you're formatting nice and simple, though, for submission to One person or a small group, then it's simply easy enough to go ahead and add your page numbers there. Another polishing touch you might want to do is add your author name with a comma in front of that page number. What if you wanted instead your page numbers to go in the footer, very simple, you could obviously delete your header or not do it in the first place. But then on your toolbar, switch, go to footer.

And in exactly the same way as we did earlier, you're going now that you're in the footer section here, this is the bottom of our page. Go to page number. Let's drop it in bottom left corner, for example. Do take notice if you had that first line indent on you'll want to get rid of that extra indent in front of your page number there, and just as you could before, you can add an author name before the page number or address Up to you. If you prefer to have it centered, you still have access to all the tools on your toolbar that you did in the home in the paragraph area. You can choose to center your text or right align your text.

All these options are still available to you to left, center or right align super easy. Enjoy

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