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 - 2021/365

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.) 

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 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 and Document Property Content Controls to automatically put information in headers and footers

The obvious fields are those for page numbers. 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: 

	Frames/Textboxes in headers and footers to reserve space for preprinted letterhead
	Use 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.
	Insertion of a date automatically that will not change when you open the document at a later date
	Beginning with Word 2007, there are mapped Content Controls labeled Document Properties under Quick Parts. Information typed in one of these is reflected automatically anywhere else in the document the same control is inserted. These can be placed in the document and also in the Header/Footer.

You can use design techniques to visually distinguish the header and footer from the body of the document.

This can make your document easier to read.

See Visual Design Techniques to Distinguish Headers and Footers from the Body.

 

	Textboxes in headers and footers to reserve space for preprinted letterhead
	Use 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.
	Insertion of a date automatically that will not change when you open the document at a later date
	AutoTextList field
	Document Property fields for Author and Company in signature block (incorporated in AutoText entry)