Problems with Headers and Footer in Word 2013

This is exactly why businesses loathe upgrading Word.  I have been using Word for 15 years and just upgraded from 2003 to 2013. All in all, the transition has been relatively smooth, but time consuming.  However, we have spent four (4) hours trying to insert Page x of y on pages 2, 3 and 4 of the attached letter and have the same footer on every page. I do not know it anyone at Microsoft monitors these forums, but this should be easier.

File is attached. Any help would be very appreciated.
Bank-Letter---150805--etc..doc
LVL 1
Bill GoldenExecutive Managing MemberAsked:
Who is Participating?

[Product update] Infrastructure Analysis Tool is now available with Business Accounts.Learn More

x
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

Rgonzo1971Commented:
HI,

Start you pages at 1 but insert your fields in the 2nd page

Regards
Bank-Letter---150805--etcV1.doc
Bill GoldenExecutive Managing MemberAuthor Commented:
I'm sorry but your solution doesn't come close. You put the same footer on the second page as the first page, that portion is fine.  But it is not on the third or fourth page. The header on the second page is gone and the header on the third and fourth page still say Page Two.
Joe Winograd, Fellow&MVEDeveloperCommented:
Hi Bill,
The problem is that there's a Section break after the inserted pages, so it thinks pages 2-4 are in Section 2 (and the Section 1 Header/Footer doesn't apply to it). There are at least two ways to fix it. One is to add the same Footer to Section 2; the other is simply to remove the Section break, which is what I did to create the attached revision. One other thing — go into Edit Footer and un-tick Different First Page. Regards, Joe
Bank-Letter-fixed-footer.doc
Why Diversity in Tech Matters

Kesha Williams, certified professional and software developer, explores the imbalance of diversity in the world of technology -- especially when it comes to hiring women. She showcases ways she's making a difference through the Colors of STEM program.

Joe Winograd, Fellow&MVEDeveloperCommented:
Bill,
Our messages crossed — I was testing and writing my post when you were writing yours. I fixed just the footer the first time, not the header. Attached is a revision where I entered the Page Number in the header. Since the Section break has been removed, it works fine, too. Regards, Joe
Bank-Letter-fixed-header-and-footer.doc
Joe Winograd, Fellow&MVEDeveloperCommented:
Oh, I just noticed that your header had "Two" in it, not "2", so attached is a new version with words for the page numbers instead of digits. Regards, Joe
Bank-Letter-fixed-header-with-words.doc
Bill GoldenExecutive Managing MemberAuthor Commented:
Unfortunately that still does not fix the problem.  Now I have an unwanted header on Page 1 and still do not have the nomenclature...Page 2 of 4, Page 3 of 4 and Page 4 of 4 as the header on Pages 2, 3 and 4.  What is so sad is that I can fix this in less the three minutes with Word 2003 and have tried for hours with the current version of Word.  Microsoft referred me to a consultant says it is very difficult but will fix any reports we have at $50.00 a pop!
Joe Winograd, Fellow&MVEDeveloperCommented:
Bill,

I'm sure we can get everything done that you want. You just have to say what you want. For example, you didn't say initially that the header on Page 1 is unwanted. Your attached file showed it, so I assumed you wanted it. If not, it's simple to tick the box that says Different First Page and remove the header from the first page. You also didn't say that you want the page number to be in X of Y format (the "Two" in what you posted implied otherwise). This is also easy to fix — simply select a different page number format. Attached is a revision that does all of this.

I remember when I first moved from Office 2003 to 2007 — I had the same problems as you. My biggest issue was finding menu items, and I finally solved that by putting my most frequently used stuff on the QAT (such as Header and Footer). Then I moved from Office 2007 to 2013 (skipped 2010) and had "getting used to it" problems again. But after a while I did, indeed, get used to it, and I'm sure you will, too. Regards, Joe
Bank-Letter-fixed-to-Bill-s-specs.doc
Paul SauvéRetiredCommented:
I used a similar approach to the one Joe Winograd described.

However, when you remove the Section break in your letter, Section 1 inherits the settings of Section 2 (i.e. the footer on page 1 disappears).

If this document is what you require, I will attempt to explain what I did to get the result.
Bank-Letter---150805--etc.Paul.doc
Joe Winograd, Fellow&MVEDeveloperCommented:
> However, when you remove the Section break in your letter, Section 1 inherits the settings of Section 2 (i.e. the footer on page 1 disappears).

After removing the Section break, I simply did a copy/paste of the footer into the footer on Page 1. That's all it took.
Paul SauvéRetiredCommented:
>>After removing the Section break, I simply did a copy/paste of the footer into the footer on Page 1. That's all it took.

In fact, I copied the footer from page 1 of the original document BEFORE removing the section break, removed the section break and pasted it to the 'new' page 1 footer.

Then I cut the [Type here] field that appeared in the header of the 'new' page 1 header AFTER removing the section break and pasted it to page 2.
Joe Winograd, Fellow&MVEDeveloperCommented:
> I copied the footer from page 1 of the original document BEFORE removing the section break, removed the section break and pasted it to the 'new' page 1 footer.

Yes, exactly what I did.

> Then I cut the [Type here] field that appeared in the header of the 'new' page 1 header AFTER removing the section break and pasted it to page 2.

I just deleted [Type here] from Page 1. With Different First Page ticked, it stayed on all subsequent pages.
Eric FletcherCommented:
I hear your pain Bill Golden. If you've been using Word 2003, you'll certainly find the newer versions will seem more dumbed down. The good news is that most of the capabilities are still there -- albeit hidden within the user interface.

If you are making a template to handle this type of letter, I'd recommend some additional changes to Joe's modified version to make more effective use of field codes.

Save just the content of your 1st page header as a new separate document. While you are at it, change it so you have 3 tabs (left, centered & right) to manage the list of names & titles so you can just tab between them instead of having to manage the alignment with spaces. With this saved as a document, you'll be able to insert it with an INCLUDETEXT field code. Why? This method lets you maintain a master version of the corporate letterhead so it is always up-to-date.

My attached sample letterhead block document is named ee28703439_LtrhdPg1.docx  and my revised letter is named ee28703439_LaneLetter.docx.

If you use a style to format the letter's date, you can reference it to have it included in the following page headers automatically. In my revision, I've used the built-in Date style modified to use the font and alignment of your example. In the subsequent pages header, the date is the result of the calculated value of a STYLEREF field code, so displays whatever you have entered in the date paragraph.

Similarly, by tagging the addressee name (here, "Lois Lane") with a custom character style (here, I've created a style named AddresseeName), the header block can include it with another STYLEREF field code.

The Page 2 of 4 content can display as Page two of four if you add the numeric format switch \* Cardtext to the PAGE and NUMPAGES field codes (or Page Two of Four if you also add the \* Caps modifier).

Field codes are very useful tools in Word, but many users never get to see their value now that they are so deeply hidden. It is easier to show how they work than to explain it, so save the attached example documents and use the following tips to better understand what is happening.

1. You'll need to have both documents here saved into the same folder: the LaneLetter one will access LtrhdPg1 document to insert the 1st page header. Open the LaneLetter document.

2. Use File > Options > Advanced and scroll down to the "Show document content" area. Change Field shading: to Always so any content created by a field code will be displayed (but not printed) with a gray background so you can easily see it. Then, a few lines below in the Display area, set a Style area pane width of 1" so you will see the style names applied to each paragraph when you are in the Draft view.

Click OK to return to the document, and use View > Zoom to display Two Pages. You should now see the letter with some content of the page headers & footers set with gray shading. Here's what it looked like on my screen:View of sample letter with field code shading turned on
3. Press Alt-F9. The gray shaded areas will now show the field codes that generated the content. Use Ctrl-Roll to zoom in to examine what is happening. The INCLUDETEXT field code references the LtrhdPg1 document for the 1st page header; the subsequent page header uses SYTLEREF field codes to pull in the addressee name (set with the custom AddresseeName style) and date, and uses field code format switches to cause the page numbers to display in initial caps words. View of field codes in sample letter (toggle view with Alt-F9)
Note too that the file name in your page footers is also gray: your FILENAME \p field code generates the letter's file name and full path. (Ditto for the field codes after the signature block at the end of the letter.)

Press Alt-F9 to toggle the view back to show the results instead of the field codes.

Some other suggestions...

Your table would be easier to manage if you use Word's table tools. I've copied your table on page 2 and converted it to a Word table so you can compare. Note how the 2-line stub (starting "All Expenses...") can now flow within its cell: this is the preferred way over tabbing and carrying the line over manually. Note too how the % column aligns with the "N/M" entry set under the number values? This is managed by including a decimal tab for that column. The other value columns are set right; the column headers are set centered (so no need to use spaces for alignment); the 2-col spanned stub is merged over the 2nd & 3rd cells. The empty cell in col 2 for the "Employer Shared... row won't have the underline unless you type some non-blank content, so here I used Ctrl-Shift-Space to insert some fixed spaces.

Consider using styles to manage your formatting. Like field codes, this extremely useful Word function has become much less accessible with versions since Word 2003. If you turn on visibility of formatting characters (the ¶ button), you'll see that extra returns are not used for spacing before and after the date and "Via Email" paragraphs. Change to the Draft view (right side status bar, or View > Draft): because of the setting in #2 above, you'll see the style names in effect for each paragraph (but not character styles). You can confirm the character style by pressing Shift-F1 to turn on the Reveal Formatting pane; clicking or selecting copy will then show what formatting is in effect, including the style. This screen capture illustrates what I mean:Draft view & Reveal Formatting pane to show styles in effect
Word needs to keep evolving, and although the changes are inevitably frustrating to long-time users, most frustrations will disappear after a while. I know: I still have a few documents created with v0.9!
ee28703439-LtrhdPg1.docx
ee28703439-LaneLetter.docx

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
Bill GoldenExecutive Managing MemberAuthor Commented:
Been out with a torn ACL and way too much therapy.  I was able to discern the simple solution is to FIRST insert the Page X of Y into the header, THEN go back and insert the name and, in this case, date above the Page X or Y.  Reviewing the other solutions and will update the close the question soon.
Bill GoldenExecutive Managing MemberAuthor Commented:
Once again a combination of answer got me to the right place.  Although there are a variety of ways to accomplish the task, the simple and quick solution is to FIRST insert the Page X of Y into the header, THEN go back and insert the name and, in this case, date above the Page X or Y.  I doubt that is the method Microsoft intended, but if it works, don't try to improve on it.  

Thanks for all the help.
Joe Winograd, Fellow&MVEDeveloperCommented:
You're welcome. Happy to help. Best of luck in healing your torn ACL. Regards, Joe
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Microsoft Word

From novice to tech pro — start learning today.