How can I get a different header / footer on the second page?

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How can I get a different header/footer on the second (and subsequent) page(s)?

This page last revised: 01 Oct 2014 10:27:50 -0500 .

 

More on headers / footers
Headers and Footers Tutorial
Letterhead System
Letterhead Tutorial

General Information:

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Sections / Headers and Footers / Page Numbering in Word 2007 and later

If you ask the Word Help about this, you won't get a good answer. The assistant will tell you about changing the header or footer at different places in the document by creating new sections. That will work because the header/footer instructions are stored in the last paragraph marker of the section.

Each section has three different headers and three different footers. Some of these may be empty or not displayed, but they are there. Every document has at least one section but can have more. The number of header/footer sets displayed for each section is controlled in 

Word 97 - Word 2003

File -> Page Setup -> Layout (tab)

Word 2007 - 2013

Insert (tab) -> Header (footer) -> Header & Footer Tools (tab)

by checking either or both of the options:

__ Different odd and even

__ Different first page

in the headers and footers frame (Word 97 - 2003 shown shown below) (Word 2007- in ribbon). 

Page Setup - Layout dialog box in Microsoft Word. Both options in the headers and footers frame checked.

If you have already set a header or footer and then check "Different first page" the header/footer you set previously will become the header/footer for second and subsequent pages. If you check different odd and even, you can set yet another header/footer for the odd pages that follow page two.

Many experts believe that using headers and footers is the best way to construct a letterhead template, with the letterhead itself in a header with headers/footers set for "Different first page."  (Something similar is done when setting up for preprinted letterhead as well. Even if you will be using preprinted letterhead, follow along, then take a look at the Letterhead Textboxes and Styles Tutorial.)

 

Step-by-Step Instructions

bullet

Word 97-2003 (immediately following)

bullet

Word 2007-2013 (further down)

If your template is only one page but the document based on it can be multiple pages, you will want to set up the header/footer for all pages or for the second and subsequent pages before setting a different header/footer combination for the first page. (The header/footer for all pages becomes the header/footer for second and subsequent pages when you select the option for a different first page.)

To do this, first (with your template being only one page), . . .

Switch to the Header/Footer View pane.

Word 97 - 2003

View -> Header and Footer

 

Box to view and edit the header in Microsoft Word.

 

Header and Footer Toolbar in Microsoft Word (with legend)The Header and Footer toolbar will pop up and your insertion point (cursor) should be in a box with a dashed border that says "Header." (If it says "First Page Header" don't worry, we'll get to that in a bit. Keep reading.)  If you are in "Normal" or "Web" view when you tell Word that you want to view Headers and Footers, you will be switched to Page Layout (Print Layout) view and any text on your regular page will either turn gray or disappear. When you close the Header and Footer toolbar, you'll be switched back to the view you started from.

(No toolbar in Word 2007 and later, sorry. You have the ribbon. You can do these same things by controls on the Insert tab and the Headers & Footers tab.)

Create the Header for All Pages or for Second and Subsequent Pages

If you want anything to appear in the header for all pages or for the second and subsequent pages, put it in here (in the window designated "Header"). 

Create the Footer for All Pages or for Second and Subsequent Pages

If you want something in the footer for all pages or for the second and subsequent pages, click on the "Switch Between Header and Footer" button on the Header and Footer toolbar.Switch Button to go from header to footer and back in Microsoft Word.

This will take you to a box at the bottom of the page that says "Footer."

Create a Different (or No) Header / Footer For the First Page

Click on Page Setup on the toolbar. 

Header and Footer Toolbar in Microsoft Word - Page Setup button

This will display the Page Layout Dialog Box. 

Page Setup - Layout dialog box in Microsoft Word. Check "different first page."

Check the box for "Different first page" and then click on OK to close that dialog. Now the header box will say "First Page Header" and anything you typed in the " Header" box before will be gone! 

The First Page Header window will come on your screen so you can view and or edit that footer in Microsoft Word.

Type what you want to go in the header on the first page of your document, then click on the Switch button Switch Button to go from header to footer and back in Microsoft Word. and type in anything you want in the first page footer.

The First Page Footer window will come on your screen so you can view and or edit that footer in Microsoft Word.

Save your template. When your template is used to create a document, if the document extends onto a second page, the headers / footers you originally typed will appear on the second and subsequent pages.

What If It Says "First Page Header" When I Said It Would Say "Header?" in the Box's Border?

Then type in the material for the header / footer to go on the first page. Click the "Close" button on the Header and Footer Toolbar and insert a manual page break. That will move your insertion point into Page 2. 

If you now use

View -> Header and Footer

the same toolbar will pop up but this time the caption in the dashed border of the box will be "Header." Type what you want for your second and subsequent page header here, switch to the footer and type that for the second and subsequent page.

Click Close on the Header/Footer Toolbar and use backspace to delete your page break. 

Save your template.

 

You can use fields to automatically put information in headers and footers

There are obviously the fields on the header/footer toolbar. Others to be considered include the StyleRef and Document Property fields. See Letterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of 

bulletTextboxes in headers and footers to reserve space for preprinted letterhead
bulletUse of the StyleRef field to insert information from the body of a letter into the continuation page headers automatically. Note that either a character style or a paragraph style will work with the StyleRef field. The style does not have to change any formatting - it can just serve as a marker for the field. In the tutorial the styles used do have formatting functions as well -- primarily the paragraph spacing and the designation of the following style. See Styles for more on styles.
bulletInsertion of a date automatically that will not change when you open the document at a later date

Save a Header/Footer setup for use in other documents

The Headers and Footers patterns can be saved as AutoText. I would recommend your AutoText in your own template (which can be used as a Global Template so your headers and footers can be available in all your documents, rather than in the default storage location (normal.dot).

You would select the text in a header / footer and then press Alt+F3. Assign an appropriate name. Remember in setting a name that names are displayed in alphabetical order. You may want to use an underscore _ as the first character of the name to make your entry show up first. Again, consider saving in your own custom global template rather than the default location if you may want to copy or share your entries. You can give your entries categories, as well, if you wish.

See Boilerplate Text in Microsoft Word for more on using AutoText.

 

 

Word 2007-2013 Instructions

If your template is only one page but the document based on it can be multiple pages, you will want to set up the header/footer for all pages or for the second and subsequent pages before setting a different header/footer combination for the first page. (The header/footer for all pages becomes the header/footer for second and subsequent pages when you select the option for a different first page.)

To do this, first (with your template being only one page), . . .

Switch to the Header/Footer View pane.

Word 2007 - 2013

Insert -> Header -> Edit Header

 

 

The Header and Footer Tools Tab will become available, and your insertion point (cursor) should be in an area above a dashed line that says "Header." (If it says "First Page Header" don't worry, we'll get to that in a bit. Keep reading.) 

If The tools on the Header/Footer Tools ribbon tab become available whenever the user is in a header or footer. Note, unlike the page number command on the Header/Footer toolbar in earlier versions of Word, the command on the ribbon for anything except "current position" will REPLACE the header or footer, not simply add to it. The Date & Time button still simply adds a date field at the current position. Alt+Shift+P will insert a page number field at the current location as well. Likewise, if you Insert one of the headers or footers from a gallery rather that choose to Edit, Word will replace any existing header/footer with what you have chosen.

If you are in "Draft" or "Web" view when you tell Word that you want to view Headers and Footers, you will be switched to Print View and any text on your regular page will either turn gray or disappear. When you close the Header and Footer Tools using the Red X on the right end of the tools, you'll be switched back to the view you started from.

Create the Header for All Pages or for Second and Subsequent Pages

If you want anything to appear in the header for all pages or for the second and subsequent pages, put it in here (in the window designated "Header"). 

Create the Footer for All Pages or for Second and Subsequent Pages

If you want something in the footer for all pages or for the second and subsequent pages, click on the "Go to Footer" button on the Header and Footer Tools tab.

This will take you to the bottom of the page below where it says "Footer."

Your insertion point (cursor) will be under the line. You can get here directly by choosing Insert > Footer > Edit Footer as well.

Create a Different (or No) Header / Footer For the First Page

Check the Different First Page checkbox in the Header and Footer Tools Tab (Options Group)

Now the header box will say "First Page Header" and anything you typed in the Header or Footer before will be gone! 

Type what you want to go in the header on the first page of your document, then click on the Go To Footer button Switch Button to go from header to footer and back in Microsoft Word. and type in anything you want in the first page footer.

Save your template. When your template is used to create a document, if the document extends onto a second page, the headers / footers you originally typed will appear on the second and subsequent pages.

What If It Says "First Page Header[/Footer]" When I Said It Would Say "Header[Footer]?" in the Border?

Then type in the material for the header / footer to go on the first page. Uncheck the Different First Page checkbox and type what you want for your continuation page header / footer. Then check the box again. 

Save your template.

Save a Header/Footer setup for use in other documents

The Headers and Footers in the Galleries are simply "building blocks." You can save your own Building Blocks in those galleries if you want. I would recommend storing those building blocks in your own template (which can be used as a Global Template so your building blocks can be available in all your documents, rather than in the default storage location.

You would select the text in a header / footer and then press Alt+F3. Assign an appropriate name and pick the Header or Footer Gallery. Remember in setting a name that names are displayed in the galleries in alphabetical order. You may want to use an underscore _ as the first character of the name to make your entry show up first. Again, consider saving in your own custom global template rather than the default location if you may want to copy or share your entries. You can give your entries categories, as well, if you wish.

See Boilerplate Text in Microsoft Word for more on using Building Blocks.

 

You can use fields to automatically put information in headers and footers

There are obviously the fields on the header/footer toolbar. Others to be considered include the StyleRef and Document Property fields. See Letterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of 

bulletTextboxes in headers and footers to reserve space for preprinted letterhead
bulletUse of the StyleRef field to insert information from the body of a letter into the continuation page headers automatically. Note that either a character style or a paragraph style will work with the StyleRef field. The style does not have to change any formatting - it can just serve as a marker for the field. In the tutorial the styles used do have formatting functions as well -- primarily the paragraph spacing and the designation of the following style.  See Styles for more on styles.
bulletInsertion of a date automatically that will not change when you open the document at a later date

Troubleshooting

Page numbers only show up on the first page.

Question:

I need the page number at the bottom of page one (have that) but at the top of the other pages. How do I do this? I have used the long method by Word: unchecking "different first page" on page one (checking it for other pages) and having it checked on second page/section. Also, "link to previous" is unchecked. But it will not allow me to (or does not show) page numbers from page 2 on. I attempt to "format page numbers" but nothing happens.

On page one the header/footer reads (in light blue): Header-section 1 and Footer- Section 1
On page two the header/footer reads (in light blue): First Page Header Section 2 and First Page Footer Section 2

The "show field codes instead of their values" has been unchecked and the "Building Blocks.dotx " is not disabled.

Response:

I assume you have more than one page now. I assume you are on page 1. I assume you only have one section.

Insert Tab
Header
Edit Header
Put cursor where you want your page number on following pages.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now have page numbers in your headers

Check the box for "Different First Page"
This makes what you just entered appear only on pages after the first one.

Go to your First Page Footer
Put cursor where you want your page number on the first page.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now have a page numbers in your first page footer.
(You could just type "1" instead.)

Double-click in the document body to quit editing your headers and footers.

The tools on the Header/Footer Tools ribbon tab become available whenever the user is in a header or footer. Note, unlike the page number command on the Header/Footer toolbar in earlier versions of Word, the command on the ribbon for anything except "current position" will REPLACE the header or footer, not simply add to it. The Date & Time button still simply adds a date field at the current position. Alt+Shift+P will insert a page number field at the current location as well.

Page numbers only show up on the first page.

Question:

I need the page number at the bottom of page one (have that) but at the top of the other pages. How do I do this? I have used the long method by Word: unchecking "different first page" on page one (checking it for other pages) and having it checked on second page/section. Also, "link to previous" is unchecked. But it will not allow me to (or does not show) page numbers from page 2 on. I attempt to "format page numbers" but nothing happens.

On page one the header/footer reads (in light blue): Header-section 1 and Footer- Section 1
On page two the header/footer reads (in light blue): First Page Header Section 2 and First Page Footer Section 2

The "show field codes instead of their values" has been unchecked and the "Building Blocks.dotx " is not disabled.

Response:

I assume you have more than one page now. I assume you are on page 1. I assume you only have one section.

Insert Tab
Header
Edit Header
Put cursor where you want your page number on following pages.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now have page numbers in your headers

Check the box for "Different First Page"
This makes what you just entered appear only on pages after the first one.

Go to your First Page Footer
Put cursor where you want your page number on the first page.
Press the key combination Alt+Shift+P or click on the Page Number button, and select Current Position | Plain Number.
You now have a page numbers in your first page footer.
(You could just type "1" instead.)

Double-click in the document body to quit editing your headers and footers.

More on headers - footers:

bulletSee Sections, Headers and Footers for much more on using headers and footers and manipulation / use of Word sections.
bulletSee Letterhead Template that lets you start letterhead from File Menu or QAT
bulletSee Letterhead Textboxes and Styles Tutorial - two-page template download that demonstrates use of 
bulletTextboxes in headers and footers to reserve space for preprinted letterhead
bulletStyles that are based on each other and use the style for following paragraph feature
bulletUse of the StyleRef field to insert information from the body of a letter into the continuation page headers automatically
bulletInsertion of a date automatically that will not change when you open the document at a later date
bulletThe AutoText list restricted by styles for the salutation and closing.
bulletInsertion of the typist's name as signer automatically by accessing the Author document property.
bulletSee also Chapter 19 in Microsoft Word 2010 Bible by Herb Tyson, MVP for info on Word 2007 and Word 2010
bulletThe way to disable Same as Previous is to click the button in the Headers/Footers toolbar to turn it off. --And you have to do it in the section following the one where you want to make a change.
bulletMoreover, it is independent for each header and footer you have (so you have to do it separately for the odd and even headers).
bulletAlso, if you need a header that begins on the second page of a section, use "Different first page" as well as "Different odd and even," then omit the text in the First Page Header.
bulletFields in headers and footers get updated on a different schedule than do fields in the regular document. See the Microsoft Knowledge Base article Q89953 for more on this.
bulletThe styles in headers and footers are named (coincidentally) "header" and "footer." If you want to change the formatting of your headers and footers, start by modifying these styles. Since I usually use the same fonts and margins in the footer as in the header, I generally have a "header" style based on [no style] that has a negative indent of .5 left and right and is in a font that is two points smaller than body text. I then modify the "footer" style to be based on the "header" style.
bulletIf the AutoText bar on your Header / Footer toolbar doesn't have any contents (or doesn't have the entries that you are expecting), the first thing to look at is the style of your paragraph. If it isn't "header" or "footer" your expected entries won't be there because this control is set to work with these styles. This control is essentially an AutoTextList field and works the same way. 
bullet Word 2010 Tutorial on Headers and Footers
bullet Headers and Footers in Word 2003 - From Basic to Elaborate - a Tutorial
bullet

How to Control Page Numbering in a Word Document

More on letterhead and letter template creation:

bullet Setting Up Letter Templates by Suzanne Barnhill, MVP
  Setting Up Letter Templates in Ribbon Versions of Word by Suzanne Barnhill, MVP
bullet Using Headers and Footers by Suzanne Barnhill, MVP - excellent and comprehensive page
bullet Different Margins on First Page
bullet Headers Unbound How to Put a Header (Footer) Anywhere on a Page by Suzanne Barnhill, MVP (the following tutorial demonstrates some of these techniques)
bullet

Letterhead Textboxes and Styles tutorial by Charles Kenyon http://addbalance.com/word/download.htm#LetterheadTextboxesAndStylesTutorial

bullet

Template Basics by Charles Kenyon
http://www.addbalance.com/usersguide/templates.htm

bullet

How to Create a Template - Part 2 - by John McGhie, MVP - essential reading http://www.word.mvps.org/FAQs/Customization/CreateATemplatePart2.htm

bullet

Word "Forms"
http://www.addbalance.com/word/wordwebresources.htm#Forms and

bullet

Word for Word Perfect Users
http://www.addbalance.com/word/wordperfect.htm if you are coming from a WP environment (or even if you are not).

bullet

Envelopes - Alternative Return Addresses by Graham Mayor, MVP - how to have multiple return addresses that depend on your template rather than on your computer settings.

I have read the Special Edition Using Office series from Que since Word 97. It has the best explanation of using the letter wizard with your own templates that I have seen and also has detailed instructions on inserting information from your Outlook Contacts into Word letters and other documents. That alone is worth the price of the book. (It also includes the WOPR utility which still manages to stretch and really use Word features that are otherwise tough to reach.)

In SE Using Office 2003, this information on letters and using Contacts info is in Chapter 19 under Creating and Editing Letters.

Special Edition Using Office 2000 by Woody Leonhard and Ed Bott
(Special Edition Using Office XP by Woody Leonhard and Ed Bott)
(Special Edition Using Office 2003 by Woody Leonhard and Ed Bott)

Click for more information from Amazon.com about Special Edition Using Microsoft Office 2000 Click here for more information about Special Edition Using Microsoft Office XP from Amazon.com. This will open a new window in your browser. Click here for more information about Special Edition Using Microsoft Office 2003 from Amazon.com. This will open a new window in your browser.

 

Using Date Fields in Microsoft Word

More on Headers and Footers

Letterhead System for Microsoft Word

Much more on headers and footers - Microsoft Word Legal Users' Guide Chapter
http://www.addbalance.com/usersguide

 

 

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Using Date Fields in Microsoft Word
Calculated Dates
Booklet Formatting and Printing in Microsoft Word
Changing the Default Font in Microsoft Word
Document linked to Printer in Microsoft Word
Fonts Missing from Menu in Microsoft Word
How can I get a different header / footer on the second page?
More on Headers and Footers in Word
Letterhead
Weird Lines and Borders
Macros and VBA
Master Documents Feature in Microsoft Word
Moving (Sharing) Customizations in Microsoft Word
Global StyleSheet?
MVP means?
Naming Files - A System is the Key
Posting tips in the Microsoft Word Forums
Getting rid of that (*)#"@^ paperclip! - Taming the Office Assistant
Page X of Y doesn't work in Microsoft Word!
Save Changes to the Global Template? Keeps Popping Up
Templates in Microsoft Word
Global Templates
Too Many Icons on the Taskbar in Microsoft Word 2000
Getting Rid of the Web Toolbar in Microsoft Word
Word for Word Perfect Users
Favorite Documents Menu
Work Menu in Microsoft Word
Templates Menu in Microsoft Word
What books have been recommended about Microsoft Word?
Where can I find more templates?
Word Links

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