University of North Texas Technical Writing Lab

ENTW 2700 - Use Microsoft Word to Format a Manual

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Format Headers and Footers

Headers and Footers are excellent navigational aids for readers. Typically, headers and footers contain

  • the title of the manual
  • the title of the section, or chapter
  • page numbers

You will need to format some headers and footers differently. For example, front matter (e.g., the Table of Contents) is usually numbered with lower-case Roman numerals, while other pages use Arabic numbering. If you are formatting a Table of Contents, go to Format a Table of Contents for header and footer directions.


Use the following directions to format headers and footers for body pages.

 

Body Pages

Format a body page header (odd page)

  1. Place the text cursor on the preceeding fly page.
  2. On the Word toolbar, select Insert>Break.
  3. In Section break types, choose Odd page.
  4. Click OK.
  5. On your first body page, select View>Header and Footer.
  6. In the header, type "Chapter One."
    The text above the header should read: "Odd Page Header - Section #_" and "Same as Previous."
  7. On the Header/Footer toolbar, click the Same as Previous icon to turn it off.
    Always turn off Same as Previous when you format a new header.
  8. Align the text with the right margin.
 

Odd Page Break

Header/Footer Toolbar

Same as Previous icon


Format a body page footer (odd page)

  1. On the Header/Footer toolbar, click the Switch between Headers/Footers icon.
    The text above the footer should read "Odd Page Footer - Section # _" and "Same as Previous."
  2. On the Header/Footer toolbar, click the Same as Previous icon to turn it off.
    Always turn off Same as Previous when you format a new footer.
  3. On the Header/Footer toolbar, click the Format Page number icon.
  4. In Number Format, use the drop down menu to select Arabic numbers (e.g., 1,2,3).
  5. In Page numbering, choose Continue from previous section.
  6. Click OK.
  7. On the Header/Footer toolbar, click the Insert Page Number icon.
    Always insert page numbers from the Header/Footer toolbar.
    The page number should be 3.
  8. Align the page number with the right margin.
  9. Click Close.
 

The Header/Footer Toolbar

Switch between Headers/Footers icon

Same as Previous icon

Format Page Numbers icon

Insert Page Number icon


Format a body page header (even page)

  1. Align the text cursor after any text on the first odd page of Chapter One.
  2. On the Word toolbar, select Insert>Break.
    Select Page break because you will not begin a new section.
  3. In Breaks, choose Page break.
  4. On the even body page, on the Word toolbar, select View>Header and Footer.
    The text above the header should read, "Even Page Header - Section #_" and "Same as Previous."
  5. On the Header and Footer toolbar, click the Same as Previous icon to turn it off.
    Always
    turn off Same as Previous when you format a new header.
  6. In the header, type the title of your manual.
  7. Align the text with the left margin.
 

Page Break

Same as Previous icon


Format a body page footer (even page)

  1. On the Header/Footer toolbar, click the Switch between Headers/Footers icon.
  2. On the Header/Footer toolbar, click the Same as Previous icon to turn it off.
    Always turn off Same as Previous when you format a new header.
  3. On the Header/Footer toolbar, click the Format Page Number icon.
  4. In Number Format, use the drop down menu to select Arabic numbers (e.g., 1,2,3).
  5. In Page numbering, choose Continue from previous section.
  6. Click OK.
  7. On the Header/Footer toolbar, click the Insert page number icon.
    The page number should be 4.
  8. Align the page number with the left margin.
  9. Click Close.

Return to top of page

 

The Header/Footer Toolbar

Switch between Headers/Footers icon

Same as Previous icon

Format Page Numbers icon

Insert Page Number icon


Insert a line into a header or footer (optional)

If you choose to use lines in your headers or footers, be sure that you are consistent with their length, weight, and position.

  1. From the Word toolbar, select View>Header and Footer.
  2. From the Word toolbar, select View>Toolbars>Drawing.
  3. Click the line icon.
    A box will appear on the page that says "Create your drawing here."
  4. Place the cross-hair marker outside of the box, aligned with the left margin.
  5. Left-click and hold the mouse button while you press the Shift key.
  6. Drag the cross-hair marker across to the right margin.
  7. Release the mouse button and the Shift key.
  8. Use the mouse to adjust the width of the line.
 

The Drawing Toolbar

 Line icon


Move the line

  1. Move the cursor over the line until it becomes a four-way arrow.
  2. Left-click and hold the mouse button.
  3. Drag the line to the desired position in relation to the header or footer text.

Return to top of page
 

Select the Line