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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 .docx72.5 KB Page Numbers and File Location Notes - Solution.docx
72.6 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 for ease of use.
Instructions
Access the Footer two ways:
- Move your mouse to the 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
- 00:05 Hello, in this exercise we're going to add page numbers, which is a very normal thing
- 00:09 to do on a long document, and also file location notes, in case you work for
- 00:12 a large company and it's hard to find your files,
- 00:15 it's very normal to add the file location in the footer.
- 00:18 First of all, I can click on insert.
- 00:20 Right over here I have footer and I can choose anything from this gallery.
- 00:24 Keep in mind, when you choose options from the gallery,
- 00:26 it wipes out what is already there.
- 00:29 The safest way to preserve an existing footer would be to click on this
- 00:32 one that says edit footer.
- 00:35 I'll go ahead and click that, it opens my footer, I can see my insertion point.
- 00:39 The website was already there, I've got a footer notation right here.
- 00:43 And take a look at my ribbon, I have an absolute header and footer ribbon and
- 00:48 design right here, design ribbon.
- 00:49 So I can change anything that I want.
- 00:52 I can also close the header footer there as well.
- 00:55 Let's go ahead and insert the page number.
- 00:57 Now when I click page number,
- 00:59 when I hit this drop down arrow, I can choose top, bottom, top of page,
- 01:03 bottom of page, page margins, but keep in mind these are called galleries.
- 01:06 So, my existing footer, right down there with a website will vanish if
- 01:10 I choose something from this gallery, which I will go ahead and do.
- 01:14 Page number on the right hand side, click.
- 01:17 Wipes out my existing footer, puts in a page number.
- 01:20 Maybe that's okay, maybe that isn't, it's up to you.
- 01:23 But I do want to show you if I double click outside of here and
- 01:27 enter a page break, Ctrl+Enter to put in a page break,
- 01:30 when I scroll down to the second page I do have page two right there.
- 01:35 Now the quickest way to get back into the footer is to simply double click,
- 01:39 click click, right into the bottom that margin area,
- 01:43 the bottom margin, that activates the footer.
- 01:46 So let's see, let's Ctrl+Z, let's undo all of that so I get my GoSkills website back.
- 01:52 And this time I'm gonna double click out of there.
- 01:54 Let's go right back into our insert footer button and we can go to edit footer.
- 02:01 Now the safest way to put in a new page number
- 02:04 without wiping out what's already there, is to use the current position, all right.
- 02:09 So current position, I can go ahead and choose page one right up here.
- 02:13 It didn't break what was all ready written there.
- 02:16 Now it did put the page one right here, that doesn't make sense.
- 02:19 So I'm simply going to put my insertion click right in front of it and
- 02:22 hit tab a couple of times to move it over and
- 02:25 I can even type the word page in front of it just to make sure.
- 02:29 So that's the safest way.
- 02:31 Double click outside of it and if I put in a second page with my control enter,
- 02:36 look at the bottom, it says page 2, I typed all of that.
- 02:39 Well now we're gonna add one more thing.
- 02:42 So since I'm no longer in my footer, the quickest way to activate your footer,
- 02:46 yes I could go to insert footer, or I could just move my mouse to the bottom
- 02:49 margin of the page and double click, click, click, that activates the clicker.
- 02:53 I can click behind my website reference, hit enter.
- 02:58 Hitting enter didn't effect my page number position at all.
- 03:01 It stayed in place.
- 03:03 My insertion point is over here.
- 03:05 And now on my header footer design ribbon, right over here,
- 03:08 we have an option that says document info.
- 03:10 Believe it or not file path.
- 03:12 Now, when I answered the file path that is an entire location where this document
- 03:17 is filed.
- 03:17 I can decrease the size if I want and basically that's just a nice thing
- 03:22 to do for other people coming behind me to find the documents that you created.
- 03:27 Now, to get out of here I can click the X right up here to close my header footer,
- 03:31 or just double click into the document, click, click, into the document.
- 03:35 My header, or I'm sorry, my footer is grayed out.
- 03:37 I can look at the bottom and
- 03:39 sure enough page number's there, file location there, everything is there.
- 03:43 This is a great feature.
- 03:45 Just so you're aware of it that is how you insert you page numbers and
- 03:49 file locations.
- 03:51 Thank you.
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