Guide to headers and footers in PowerPoint

Applies to
Microsoft Office PowerPoint® 2003
Microsoft PowerPoint® 2002

Headers and footers refer to the text or data (such as slide number, page number, date, and so on) that you want to appear at the top or bottom of your slides, handouts, outlines, or notes pages. Instead of adding this type of information on every slide or page, you add it once using the Header and Footer dialog box in PowerPoint and have it apply to all your slides or pages. The following animation illustrates how you select options in the dialog box and how the options are applied.

Play Demo

Select header and footer options

Display the Header and Footer dialog box in the following ways:

  • On the View menu, click Header and Footer.
  • In print preview, in the Options list, click Header and Footer.

ShowSelect options for slides

  • In the Header and Footer dialog box, on the Slide tab, select any of the following options, and fill in text as necessary: Date and time, Slide number, and Footer. If you select Update automatically, the date and time are updated each time you open, print, or run the presentation. (Time is included with only some date formats.)
    • Each option you select is outlined with a bold border in the preview window.
    • To apply headers and footers to only some slides, select the slides, open the Header and Footer dialog box, and select options. Then click Apply.
    • To apply headers and footers to all slides, click Apply to All.
    • To keep headers and footers off the title slide, select the Don't show on title slide check box.

ShowSelect options for notes, handouts, and outlines

  • In the Header and Footer dialog box, on the Notes and Handouts tab, select any of the following options and fill in text as necessary: Date and time, Header, Page number, and Footer. If you select Update automatically, the date and time are updated each time you open, print, or run the presentation. (Time is included with only some date formats.)
    • Each option you select is outlined with a bold border in the preview window.
    • The headers and footers apply to all pages of your output.

Edit headers and footers using print preview

To get a good look at your headers and footers at any time, check them in print preview. You can then open the Header and Footer dialog box and change your selections.

  1. On the Standard toolbar, click the Print Preview button.
  2. In the Print What box, select the type of output you want: slides, handouts, notes, or an outline.
  3. To change header and footer options, click the arrow on the Options button, and then select Header and Footer.
  4. To return to normal view, click Close.

Change the size, position, or formatting of headers and footers

If you want to move headers and footers around or change their size or appearance (font type, font color, borders, and so on), make these changes to the header and footer placeholders on the appropriate master (slide, notes, or handout). For example, if you want to change the look and position of the date on your slides, do the following:

  1. On the View menu, point to Master, and then click Slide Master.
  2. On the slide, click the Date Area placeholder, and do any of the following:
    • To change position, when the pointer becomes a four-pointed arrow, drag the placeholder to the new position.
    • To resize, point to a sizing handle, and when the pointer turns into a two-pointed arrow, drag to the size you want.
    • To change the font, select the placeholder, and then, on the Format menu, click Font. In the Font dialog box, select the options you want.
  3. To return to normal view, on the Slide Master View toolbar, click Close Master View.

 Notes 

  • Formatting changes you make to the handout master headers and footers also apply to headers and footers on your outline.
  • Formatting changes you make to the slide master headers and footers appear on all the slides that follow that master. Formatting changes you make to the title master headers and footers appear on all title slides that follow that master. However, if you want some slides to have different header and footer formatting than other slides, see the next section for an alternative procedure.

Other scenarios

Beyond the basics, here are some other tasks you may want to do with your headers and footers.

ShowUse different placeholder formatting for only some slides while keeping the overall look of a single slide master.

Copy the slide master, make the formatting changes you want on the copied master, then apply that master to the slides you want to have the different formatting.

  1. On the View menu, point to Master, and then click Slide Master.
  2. In the thumbnails on the left, select the slide master you want to copy, right-click it, and on the shortcut menu, click Copy. Click below the master thumbnails, right-click, and then click Paste on the shortcut menu.
  3. On the new slide master, make the formatting changes you want to the header and footer placeholders, such as resizing or repositioning them or changing the font.
  4. At the lower left of the window, click the Normal View button, and if the Slide Design task pane is not displayed in normal view, on the Formatting toolbar, click Design.
  5. On the Slides tab, select the slides you want the new header and footer formatting applied to.
  6. In the Slide Design task pane, under Used in This Presentation, click the new design (based on the master you just created), click the arrow to display a shortcut menu, then click Apply to Selected Slides. (You can see unique names for the design templates by pointing to them and viewing the ToolTip.)

ShowInsert slide number or date and time directly onto a single slide.

You can insert the slide number or date and time directly onto a single slide in a text box or placeholder.

  1. On the Slides tab, select the slide.
  2. If date and time or slide numbers are selected in the Header and Footer dialog box, turn them off. On the View menu, click Header and Footer, clear the Date and time check box or the Slide number check box, and then click Apply.
  3. Either position the insertion point in a placeholder on the slide, or, on the Drawing toolbar, click Text Box and draw a text box on the slide.
  4. On the Insert menu, click either Slide number or Date and time.

 Notes 

  • When you insert a slide number directly onto a slide, the number will update to the correct number even if you change the order of the slide. For the date and time inserted directly onto a slide, this is fixed text after you insert it; it does not update automatically.
  • When there is no insertion point in a placeholder or text box on a slide, clicking either the Date and time or Slide number command on the Insert menu opens the Header and Footer dialog box.

ShowGet back the original header or footer placeholder that you deleted from the master or changed on the master.

If you delete a placeholder, you can reapply it. If you change a placeholder and want the original back, click it to select it, delete it, and then reapply it.

  1. On the View menu, point to master, then click Slide Master, Handout Master, or Notes Master.
  2. In master view, on the Format menu, click either Master Layout, Handout Master Layout, or Notes Master Layout.
  3. In the related layout dialog box, select the placeholder that you want to reapply, then click OK.

ShowApply different headers and footers to different slides.

Apply the headers and footers to selected slides. If, for example, you want the same footer text on all slides, slide numbers on all but the title slide, and a date on the title slide only, do the following:

  1. In the Slides tab in normal view, select the title slide.
  2. On the View menu, click Header and Footer.
  3. On the Slide tab, select Date and time, then select the date and time options you want.
  4. Select the Footer check box and type in footer text.
  5. Make sure the Slide number and Don't show on title slide check boxes are cleared.
  6. Click Apply.
  7. On the Slides tab, select the remaining slides in the presentation.
  8. On the View menu, click Header and Footer.
  9. Make sure the Date and time check box is cleared, select the Slide number check box, select the Footer check box, and type in the same footer text as on the title slide.
  10. Click Apply.

ShowPrint headers and footers only on handouts and not on the slides themselves.

Before printing, clear all the options on the Slide tab in the Header and Footer dialog box, and make sure you set the options for handouts (Notes and Handouts tab).

  1. On the View menu, click Header and Footer, click the Slide tab, and clear the header and footer check boxes.
  2. Click the Notes and Handouts tab, select the options you want, and then click Apply to All.
  3. On the Standard toolbar, click Print Preview.
  4. In the Print What box, select one of the handout options.
  5. Click Print, and then click OK in the Print dialog box.

ShowFormat page or slide numbers so that they show a range, such as "Page 3 of 10."

Add the text you want to the page or slide number placeholder on the master, but note that this text is added around the placeholder text that's in angle brackets; do not delete the bracketed text. For example, to add text to the page number placeholder for a handout so it gives the page number out of a total of 10, do the following:

  1. On the View menu, point to Master, and then click Handout Master.
  2. On the handout master, click the Number Area placeholder to select it, point to the <#> text (under Number Area) and click it to select it. Press the LEFT ARROW key to get the insertion point next to the left-angle bracket, and type Page plus a space; then point to the right of the right-angle bracket, type a space, and type of 10.

 Note   If you want to see the text in the placeholder more clearly, you can use the Zoom control on the Standard toolbar.

ShowInclude full path names in the header or footer (for example, \\server\share\mydocs\thisfile.ppt) or other file data such as "Last printed" or "Last modified."

This type of information isn't included automatically in headers and footers; you have to type the text you want. You can either type this text in the Headers and Footers dialog box or change the text on the master, being careful not to delete the header or footer placeholder text that's in angle brackets. Here are the steps you'd follow to add footer text to handouts stating the presentation was last modified on January 15, 2004.

To enter the footer text in the dialog box:

  1. On the View menu, click Header and Footer, and then click the Notes and Handouts tab.
  2. Select the Footer check box, and, in the footer text box, type: Last modified on January 15, 2004 (or use whatever date format you prefer).

To add the footer text to the handout master:

  1. On the View menu, point to Master, and then click Handout Master.
  2. Click the Footer Area placeholder to select it, then click the <footer> text, on the bottom left, to select it. Press the left arrow key to get an insertion point by the left-angle bracket, and type Last modified on January 15, 2001.

To include the path for the presentation as a footer, follow the same steps, typing the path either in the dialog box or in the placeholder on the handout master. This would be text only and not a hyperlink.

 Note   To see small print better in the placeholders on the master, you can use the Zoom control on the Standard toolbar.

Troubleshooting

Follow the steps given if you have any of the following problems:

ShowMy header or footer is not displaying.

  • Select the slide, open the Header and Footer dialog box, and check to make sure the option you want is selected.
  • Check the master to make sure that the specific header or footer placeholder has not been deleted. If it has, reapply it in master view using the appropriate Master Layout command on the Format menu.
  • Check to see whether background graphics are turned off. On the Format menu, click Background. If the Omit background graphics from master check box is selected, sometimes headers and footers also are not shown.

ShowI can't select the header or footer data on my slide to change it.

Change it in the Header and Footer dialog box.

  1. On the View menu, point to Header and Footer.
  2. Select the appropriate tab.
  3. Select the appropriate check boxes for header and footer and type the text that you want.

ShowI cleared all the check boxes in the Header and Footer dialog box, but headers and footers still appear on my slides (or notes/handouts/outline).

If you added headers and footers manually on the master or on your slides using drawing or text tools, these will not be affected by settings in the dialog box. To correct this:

  1. Delete the headers and footers you created manually.
  2. If some placeholders got deleted from the master, reapply them. In master view for notes, handouts, or slides, on the Format menu, click the appropriate Master Layout command, and select the check box for any date, slide or page number, or footer placeholder that got deleted, then click OK.

Now you can control the headers and footers by your settings in the Header and Footer dialog box.

 
 
Applies to:
PowerPoint 2003