Add Headers and Footers to Your Handouts

Open the Dress for Success Themes and Backgrounds presentation you previously created in PowerPoint. Save it with the name Add Headers and Footers to Your Handouts.

Exercise 1: Put Headers and Footers on Handouts

Click the Insert tab.

In the Text group, click Header & Footer.

Insert Header Footer

In the Header and Footer dialog box, click the Notes and Handouts tab.

Notes and Handouts

The options available include a date, header text, page number (which is selected by default), and footer text.

Note the preview window in the bottom right of the dialog box. It shows where your currently selected headers and footers will appear on the page. Because the Page number option is selected, the placeholder on the bottom right of the preview is boldfaced to reflect that.

Place Holder

In the dialog box, click Date and time. The Update automatically option is selected. Leave it like that. This way, every time you open the presentation, the day’s date will show up on the printed handouts.

Date and Time

Click the arrow next to the date and select your preferred format for the date.

Date Format

To let your audience know that the information in the presentation is confidential, use a text header. Click Header, and in the text box, type Dress for Success

You know this audience will want to locate the presentation file online, so, for footer text, you’ll include a path to the file’s location. Click Footer, and then type \\SharedDocs\Presentation\Dress for Success.pptx

Dress for Success

Click Apply to All Apply to All.

The headers and footers will appear on all your handout pages.

Exercise 2: Look at Headers and Footers in Print Preview

To see your headers and footers, you need to have a look at your handouts. The easiest way is in print preview.

Click the Microsoft Office Button Office Button, point to Print, and click Print Preview.

Print Preview

In print preview, you need to select handouts as the type of page you want to print. Under the Print What box, click the arrow next to the current selection, Slides.

Print Slides

There are several handout options. Click Handouts (2 Slides Per Page).

Print Out Options

The first page of the handout shows in print preview, and you see the headers and footers you created. Notice that the Headers and footers that you added to the handouts also appear on your printed notes pages and outline.

Point to the page and click once to zoom in the view.

The headers look fine (you may have to scroll up to see them); to see the footers, scroll in small increments to the bottom of the page. To see each footer, use the horizontal scrollbar.

You see the file path and page number footers. Some of the text in the file path has bumped to a second line, so you’ll need to fix that. You also realize there’s a mistake in the file path that you need to fix. How do you do that? Leave the handout zoomed and go to the next steps.

Exercise 3: Correct the Text in a Footer

You’ve realized you need to change a word in the file path that’s in the handout footer: you need to add an “s” to the word “Presentation” so that the path matches the real path correctly. You can open the Header and Footer dialog box from print preview to fix the footer text.

In print preview, click the Options button, and click Header and Footer.

Header Footer

The Header and Footer dialog box opens.

Under Footer, add an “s” at the end of “Presentation.”

Click Apply to All.

The path text updates in the footer on the handout.

But you’ve still got the issue of the path being too long for the space that’s allotted to the footer, and this means the path breaks awkwardly to another line. You’ll fix that next.

Exercise 4: Change Footer Formatting on the Handout Master

To enlarge the footer placeholder so it holds the file path and keeps it on one line, you need to open the handout master. This is where you go to make formatting changes to headers and footers on handouts — including changes to font color, size, or type, and placeholder size or position.

In print preview, click Close Print Preview, on the right end of the Ribbon.

Close Print Preview

Click the View tab. In the Presentation Views group, click Handout Master.

View Handout Master

To enlarge the footer placeholder that holds the file path, click the placeholder border to select the placeholder.

Enlarge Placeholder

Point to a corner sizing handle on the right side of the placeholder until you see the two-headed arrow Two Headed Arrow. Then drag the placeholder to the right for about 1/3 of an inch (about 0.75 cm). Be careful not to drag the placeholder upward, you don’t want to make it taller — just wider.

Placeholder Enlarged

When you let go of the mouse, the path will drop to one line and will sit evenly with the page number footer on the handout.

Open print preview again to have a look (Microsoft Office Button, point to Print, and click Print Preview).

Click the handout to zoom in, and scroll to the bottom of the page. The text footer should now look just as you want it to. To print the handouts, you’d click the Print button in print preview; that’s it.

Notes and Tips

  • Changes you make to placeholders on the handout master or notes master will persist only for any handouts or notes you print from this presentation file. All new presentations will have the original default settings for handouts and notes page placeholders.
  • To change the font size, type, or color of header or footer text, you’d select the placeholder on the handout master, and click the Home tab. (If you want to make a change to all the header and footer placeholders on the handout, select them all by pressing SHIFT while you click each one.) In the Font group, use Font, Font Size, and Font Color to make your changes.
  • To move a placeholder on the handout, drag it. To delete one, select it and press DELETE. To restore any of the placeholders, open the handout master, and on the Handout Master tab, look for the Placeholders group. Select any of the placeholders you want back, Header, Date, Footer, or Page Number.

Resave the PowerPoint Presentation.