How to Create a Header and Footer in Word 2016

Edited 2 weeks ago by ExtremeHow Editorial Team

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Creating headers and footers in Microsoft Word 2016 is a must-have skill that can add professionalism and uniformity to your documents. Headers and footers can include the document title, page numbers, author's name, date, or any other detail you find useful to repeat on each page. In this document, you will learn how to add headers and footers to your document, how to customize them, and some tips to make them more effective.

Understanding headers and footers

Before going into the steps to create a header and footer, it is important to understand what they are. A header is an area at the top of each page, while a footer is at the bottom. Both headers and footers can be used to display text or graphics, such as page numbers, the document title, a company logo, or the author's name.

In Word 2016, headers and footers are automatically set to appear on every page of a document. However, you can customize them to appear differently on the first page or even section-by-section if your document is divided into sections.

Steps to create a header in Word 2016

1. Open your Word document in which you want to create a header.
2. Go to the "Insert" tab on the ribbon, which is located at the top of the screen. The ribbon has several tabs, such as Home, Insert, Design, etc.
3. In the Insert tab, you'll find the Header & Footer group. Click the "Header" button. A drop-down menu with a list of built-in header options will appear.
4. From the drop-down menu, choose the header style you prefer. Options include Blank, Austin, Retrospect, etc., each of which offers different layouts with different styles and alignments.
5. After choosing a style, the header section will become editable. You can now type directly into the header area. Enter the text or information you want to display, such as the title, author's name, or date.
6. To leave the header area, you just need to click anywhere outside the header space, or alternatively, click the "Close Header and Footer" button in the ribbon that appears once you're in header and footer editing mode. Your text will remain at the top of every page.

Steps to create a footer in Word 2016

1. Open your Word document or continue working from a document already open to create a footer.
2. Go to the "Insert" tab on the ribbon.
3. In the same Header & Footer group, click the "Footer" button. A list of footer options will appear in a drop-down menu format.
4. Select a footer style from the menu. It can be blank, banded, sliced, etc. These styles arrange and format the footer text in different ways, and you can choose based on your preference.
5. The footer section will become editable, and you can start typing your text by clicking on it. Add whatever details you feel necessary, such as page numbers, chapter names, or copyright information.
6. To exit editing mode, click anywhere outside the footer box or click the "Close Headers and Footers" button, just as you do with headers. Your footer will appear on every page.

Customizing headers and footers

First page header and footer

Sometimes, you might want a different header and footer on the first page of your document - this is often the case with title pages.

1. Double-click the header or footer area to open the Header & Footer Tools Design tab.
2. In this tab, check the box labeled "Different first page". This option ensures that the header and footer on the first page are different from the rest.
3. Once this box is checked, you can format the first page header and footer separately.

Using section breaks

In longer documents, it may be necessary to have different headers and footers for different sections. This is achieved by using section breaks.

1. Place your cursor where you want the section break.
2. Go to the "Layout" tab on the ribbon.
3. Click "Breaks" and select "Next Page" under the Section Breaks category.
4. Now, double-click on the header or footer in this new section and deselect the "Link to Previous" option in the Header & Footer Tools Design tab. This makes it independent of the previous section.
5. You can now set a different header or footer content for this section.

Adding page numbers

Adding page numbers is the most common use of headers and footers.

1. Click the header or footer where you want to add the page number.
2. On the ribbon, click "Page Number" in the Header & Footer group.
3. Select the location where you want to display the page number from the options displayed, e.g., top of page, bottom of page, etc.
4. Choose a numbering style from the gallery. Word will automatically insert page numbers throughout the document.

More tips for effective headers and footers

Use simple fonts and colours

For a professional look, it is important to use simple and readable fonts in your headers and footers. Use standard fonts like Arial, Times New Roman or Calibri, which are easy to read. Similarly, use contrasting colors that do not overwhelm the main content of your document.

Keep it consistent

When adding headers and footers, consistent formatting reinforces the professionalism of the document. Make sure the font, color, and size remain consistent.

Marginal adjustment

Sometimes, the default header and footer margins may not suit your design needs. To adjust:

• Double-click in the header or footer area to bring up the Header and Footer tools.
• In the Design tab, find “Position” and click on it.
• Now, you can adjust the position of the header or footer in relation to the top or bottom margin of the document.

Conclusion

Headers and footers are important elements in a well-organized document because they add context and continuity. By following the steps outlined, you can effectively create and customize headers and footers in Word 2016 that enhance the professionalism of your document. Whether you use them to display page numbers or add customized text such as titles or author names, headers and footers present essential information subtly and consistently. Through simple customization and strategic formatting, headers and footers improve both the visual appeal and readability of any document.

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