Locked lesson.
About this lesson
Learn how to apply and control page numbers and insert file notes.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
Exercise files
Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.
Page Numbers and File Location Notes .docx70.4 KB Page Numbers and File Location Notes - Solution.docx
71 KB
Quick reference
Page Numbers & File Location Notes
Learn how to apply and control page numbers and insert file notes.
When to use
When you want to add page numbers to your document.
Instructions
Access the footer two ways
- Move your mouse to the top or bottom margin of the page and double-click.
OR
- Click the Insert Ribbon, Click Footer drop-down arrow and choose a layout.
OR, click the “Edit Footer” option. - Observe the three changes to your screen:
- The document portion is shaded and the footer portion is brightened up.
- The dashed line appears with the footer label.
- A new ribbon opens at the top:
Insert page numbers into the footer
- On the Header & Footer Tools Ribbon.
- Click Page Number drop-down arrow and choose a layout.
Note: this will wipe out any existing text inside the footer. - OR, click the “Current Position” option, which will retain text already in the footer.
- With the tab key (on your keyboard), move the page number inside the Footer.
Insert file location notes into the footer:
- While in the Footer area, position the insertion point where you want the File Path to be placed.
- On the Header & Footer Tools Ribbon, click Document Info.
- Click the “File Path” and observe the result.
Two options to close the footer
- Move your mouse to the document page and double click.
OR - Choose “Close Header/Footer”on the Header & Footer Tools ribbon.
Login to download
- 00:05 In this lesson I'm gonna show how to add page numbers and
- 00:08 file location notes to the footer of a document.
- 00:11 Now, again, I can scroll down to the bottom of my page, and
- 00:14 I can double click, click click, right inside to activate the footer.
- 00:18 I know it worked because right up here I do have header and footer tools and
- 00:21 my design menu came up and here's all my tools.
- 00:24 Now, I'm gonna double click into the document.
- 00:26 Double click to show you the other way to do that.
- 00:28 Go to Insert.
- 00:30 Way over here on the right hand side, we do have Footer and
- 00:32 we have a gallery of footers.
- 00:33 Now if I choose any one of these galleries,
- 00:36 our pictures from the gallery is gonna wipe out what's already there.
- 00:39 I'm gonna go ahead and click on this particular one and
- 00:41 it completely wiped out my existing footer.
- 00:44 So I'm gonna Ctrl-Z to undo that and
- 00:46 I want to control the footer that I put in there.
- 00:49 So I can still go to my Header, Footer design tool.
- 00:51 Way over here on the right hand side we have Footer.
- 00:54 The quickest way to edit a footer without messing it up by replacing it with
- 00:58 a gallery photo, is just to hit Edit Footer, and now I can come in here and
- 01:03 I can click around or do whatever I want.
- 01:05 One of those actions on the left of your Header Footer tools, is Page Number.
- 01:09 When I click Page Number,
- 01:10 it'll put a page number at the top of my page, at the bottom of my page,
- 01:16 but remember anything in this gallery will wipe out what I currently have.
- 01:20 So let's just say I do like this Plain Number 3, I'm gonna go ahead and activate
- 01:24 that one, click, and again it wiped out my website over here on the left-hand side.
- 01:28 I don't want that to happen.
- 01:30 I'm trying to preserve this.
- 01:31 So Ctrl+Z, I'm gonna undo.
- 01:33 Ctrl+Z.
- 01:34 Let's go back there to Page Number.
- 01:36 I have Top of Page, Bottom of Page, Page Margins, Current Position is the trick.
- 01:41 That is the magic trick right there to controlling your page numbering,
- 01:45 go with current position, right?
- 01:47 So in here I'm gonna go ahead and
- 01:49 choose this one 'cause it has the word page written in front of it.
- 01:52 Go ahead and click that.
- 01:53 It landed in here, but it didn't wipe out what it already had.
- 01:57 Now, I can just hit Tab a couple times, tab, tab, tab,
- 02:00 push that over to the right hand side.
- 02:02 Now watch what happens, I'm gonna double-click back into my document,
- 02:05 double-click.
- 02:06 I'm going to Ctrl+Enter to force a page break 'cause right now I only have one page,
- 02:10 notice page 1 of 1 right down here.
- 02:12 Ctrl+Enter.
- 02:15 It says, page 3 of 3.
- 02:17 I must have hit it twice accidentally.
- 02:19 But look what happened to my page number.
- 02:20 It shows me Page 2.
- 02:22 If I scroll down to the very bottom, it shows me Page 3.
- 02:24 Well, I would like to know what page I'm on, Page 1 of how many, we'll go ahead and
- 02:29 Ctrl+Home, get right back up to the top.
- 02:31 I'm gonna go to my Insert Ribbon, go to my Footer,
- 02:34 go to my Edit Footer, and I'm going to insert a different page number there.
- 02:39 So I'm just gonna get rid of the one I already had.
- 02:42 Gonna go to my page number.
- 02:44 Current position, 'cause it'll preserve what I already have written in there.
- 02:47 But if you scroll down a little bit,
- 02:49 there's one in here that says, Page 1 of 1.
- 02:54 This is great.
- 02:55 Look what just happened, Page 1 of 3.
- 02:58 I'm going to double click out of here.
- 02:59 I'm going to scroll down and look at the next, Page 2 of 3.
- 03:02 Scroll down to the next one, Page 3 of 3.
- 03:05 This is great.
- 03:06 It'll actually keep track of how many pages
- 03:08 automatically are in the document and plus show you a page number, I love it.
- 03:12 Okay, one more trick about the Footer.
- 03:15 I'm gonna double click into the bottom of this Footer, and
- 03:18 click right behind my website, and I'm going to hit my Enter key.
- 03:22 Notice it dropped my insertion point down but
- 03:24 it did not disturb the location of my Page 3 of 3.
- 03:27 And I'm gonna go back to my page number.
- 03:30 Actually, I want to go to my Document Info, File Path,
- 03:34 the File Path will show me exactly where this document is stored.
- 03:40 Of course, I can reduce the font size on that if I like.
- 03:43 Yes, it did disturb may page number location at that point, so
- 03:46 I'm gonna have to fix that.
- 03:47 But the reality is, it's a very common event to see your document locations
- 03:52 at the bottom of your print out so that whoever is coming behind you, or
- 03:57 you in the future can locate where was this file stored.
- 04:00 So that's a great feature, again that happened to be on
- 04:04 the Header Footer Design Tab right over here in Document Info.
- 04:07 You can put any of these items on your footers.
Lesson notes are only available for subscribers.