Microsoft Office Tutorials and References
In Depth Information
Show Document Text
Show Document Text
Sometimes having document text showing is useful and helps provide a frame of reference
for headers and footers. At other times, however, it can be distracting and can make it
harder to identify header and footer text, particularly if you’re actually using gray fonts in
the header or footer area. Displayed text also can make it difﬁ cult to access graphics that
are stored in the header or footer layer.
By default, Show Document Text in the Options group of the Header & Footer Tools ➪ Design
tab is enabled. To hide document text, click to remove the check next to that option.
Setting the distance from the edge of the page
Headers and footers are printed in the margin area. The margin is the area between the
edge of the paper and the edge of the text layer in the body of the document. If the header
or footer is too “tall” for a given page, Word reduces the height of the text layer on the
ﬂ y so that the header or footer can be printed. That is, it will be printed if the distance
between the top of the header or the bottom of the footer and the respective edge of the
paper does not spill into the nonprintable areas of the paper.
Printers have a nonprintable area around the perimeter of the paper (usually 0.25 inches for
most printers). This is an area in which it is mechanically impossible for a given printer to
print. Windows’ printer drivers do a good job of calculating the margin so that the printer does
not try to print in the nonprintable region. When the margin is too small, Word will warn you.
Word does not warn you, however, if the header or footer extends too far into the margin.
When this happens, all or part of the header or footer is cut off. Everything might look ﬁ ne
in Print Preview, and there is no warning, but part of the footer or header will be cut off in
You can rein the document in using the Header Position from Top and Footer Position from
Bottom settings in the Design tab’s Position group. If you ﬁ nd that the header or footer
is being cut off, determine how much is being cut off and make that much additional
allowance. For example, if 0.25 inches of text is being cut off the footer, then increase
Footer Position from Bottom by that amount. You also can use the From edge settings on
the Layout tab of the Page Setup dialog box to make these adjustments.
Adding Header and Footer Material
You can put a variety of things into headers and footers, ranging from ﬁ le names and
various other document properties (author, title, date last printed/modiﬁ ed, and so on) to
page numbers and even watermarks. Inserting most text and graphics that will actually
be printed in the top or bottom margin is straightforward. There are some special cases,
however, such as page numbers, side margin matter, and background images and watermarks,
that require special attention.