Tools for Information Literacy | Week ⑨ 
Work in the header, footer and footnote layers

Headers (not the same thing as HEADINGS)

These Header and Footer instructions assume you have already sectioned your document correctly.

After toggling to the header and using the Show Next button on the header toolbar, insert descriptive headers for each section

The Thesis and Dissertation Guide says nothing about headers, but we will add them to our document so that it will be set up to be printed as a book. We want to add headers to odd and even pages in the chapters of of our document, so when it is printed the reader can see at a glance where they are in it. It might look like this.

In the example above, "AVOGADRO CORP" was put in the header of each even page, "WILLIAM HERTLING" was put in the header of each odd page, and the headers are center aligned.

The page number is outside aligned in the footer.

But we will do ours differently. We will put the document title in the head of each even numbered page in the chapters and will ensure that the chapter title in each chapter odd page section is unique to the chapter.
There will be no headers in any First Page Header of any section.

After we have done the headers, we will put the page numbers in the footers, and center align them.

First, the headers ...

Add headers to your document so that the even page headers for all sections beginning with the Introduction and ending with the Appendix in your document have the title of the document centered in them.

Using the Next button in the Header&Footer ribbon, move to Even Page Header - Section 4.

You will start to create headers in all the sections that begin with Introduction.

1. Find the Even Page Header - Section 4.
   Remember to  unlink this header  from the header for the even page header for section 3 (so that it does not say "link to previous" in the ribbon, nor says "same as previous" in the header), for if you don't, the header you enter here will propagate back through even page headers for the previous section as well as the subsequent sections.
   • apply the words "Everybody's talking at me" (include the quotation marks) in the header for section 4
2. Since the even page headers will populate to the end of the thesis, and we want even page headers in all the sections beginning with section 4, we are finished with even page headers.

Then go on to do the same thing by placing the chapter titles in odd page headers, but with a difference.

1. FIRST, be sure that the header for this odd page section header is NOT linked to previous. Having deselected that button, type the section name into the header. For example, in the section, you would add the words Introduction in the header.
2. Then go on to do the same for each succeeding odd page sections - header not same as previous, then add section name.

REMEMBER, you must first be sure the section header you are about to modify is NOT LINKED TO PREVIOUS. Once you have done this, when you change the header, you change the header you are working on and all the headers that follow it, but you do not change the headers you have already done.

The result should be ...

1. the title of the document in every even page header from section 4 to section 10
2. the title of each section in every odd page header from section 4 to section 10 (but with every subsequent section title in every subsequent odd page header - you will have seven different odd page headers ).

In the image below, we can see that the program view does not display any last page in a section if it has no text upon it. The page numbering will be correct even if it seems like it skips a number.

Page numbers in the footer

Be careful with page numbers.
Word for Mac is especially sensitive.
Entering page numbers needs to be done in the following sequence.

Step 01: There will be no page numbers visible on any first page section, do not enter a number on the title page.

Since all the footers are linked together, this will ensure there are no page numbers in every first page footer section.

Step 02: Move to the first even page footer you find and insert a page number at the bottom center of the page. This, too, will enter a page number in the footer of every subsequent even page in the document.

The page number is an object with its own properties. Therefore, when you add a number to the footer, you add a second paragaaph. You need to move to the second paragraph (denoted by the pilcrow) and backspace to remove the second paragraph and keep the page number the only object in the footer.

Step 03: Move to the first odd page footer you find and do the same thing - insert a page number at the bottom center of the page. This, too, will enter a page number in the footer of every subsequent odd page in the document. Don't forget to backspace to remove the unneeded black paragraph from the odd page footers.

These three actions will result in your document being numbered from 1 on the title page to whatever the number turns out to be on the last page in the document that has text on it. (If the last page of the document with text on it is an odd page, the document will end with a blank even page with no page number on it).

For some reason, entering a page number in the first section even page footer, sometimes also adds a apge number to the first page section footer and you did not want a number there. Go back to the title page and delect the page number 1. It will delete a number from all the succeeding first page sections.

Sections 3 and 4 are same, they only have two pages in each section and thus there will be no number on fhe first page, but a number on the even page..

Then go to the next footer, the First Page footer in section 4. There should be no number here because it is linked to the First Page footer in section 1.

The Even Page footer should already have a number in it because it should be linked to the previous (even page) footer.

We now have page numbers in all the odd and even footers for the document since each succeeding footer inherits the one that came before it.

But the Thesis and Dissertation Guide has some specifics about page numbering.

So we begin with the first even page number and format it as Roman numeral, lower case. And then check each footer in sections two and three to ensure that page numbers in the even and odd footers are also formatted as lower case Roman numberals, each continuing the numbering from the previous section (the title page was the start of the numbering).

Arabic numerals (beginning with 1, 2, 3, 4, etc.) start at Introduction. Arabic numberals must be included on all subsequent pages of the text. Thus, the first page of Introduction will be an Arabic numeral 1, and numbering of all subsequent pages will follow in order. But, because there is no number visible in any first page section footer, we need to format the footer page number that does not show.

So, we need to make some modifications.

Step 05:

1. Navigate to the first page footer in section 5 and delink this footer from previous first page footers.
2. Navigate to the inital even page footer in section 5 and delink this footer from previous even page footers.
3. Navigate to the inital odd page footer in section 5 and delink this footer from previous odd page footers.

Step 06: re-paginate the sections to the end

1. Navigate to the first page footer in section 4 and format the page number to Arabic numerals with page number starting at 1 (even though there is no number visible).
2. Navigate to the first even page footer in section 4 and format the page number to Arabic numerals with page number starting at 1.
3. Navigate to the first odd page footer in section 5 and format the page number to Arabic numerals with page number starting at 1.

This will now propagate to all the pages from the first page in chapter 1 to the very end of the document being paginated correctly from 1 to whatever the last full page of text is numbered.

As you add or subtract pages from the manuscript, the pagination will adjust without need of correction.

Footnotes

We want to see the difference between a footnote and a footer.

A footer is the bottom margin of each page. Headers and footers are useful for including material that you want to appear on every page of a document, like a page number.

A footnote is a note at the bottom of a page in a book which provides more detailed information about something that is mentioned on that page. The tool to insert it is found in the references ribbon.

It exists in a layer between the body text and the footer, a layer that the tool will add to the page.

We will insert a footnote.

Find the first instance of the job title "S3" in the text, and add a footnote after the "3" using an arabic numeral at the end of the sentence.

In the footnote (which is in a different layer from the text and from the footer), insert the following text:

The S-3, or operations officer, is in charge of operational planning and training at the battalion and brigade level. "The S-3 is the primary staff officer for integrating and synchronizing the operation as a whole for the commander. The S-3 normally focuses efforts in three areas: managing and tracking current operations; conducting, preparing and maintaining unit training; and planning for future operations," Preston said. He said a good S-3 is someone who can continue to look into the future and not get bogged down on the current situation.
(quote by Mrs. Melissa K Buckley [Leonard Wood], April 10, 2014 at https://www.army.mil/article/123791/xo_s3_course_about_networking).

You will note that adding this footnote, in this location, renumbers all the existing footnotes that follow.