As with all multi-page printouts, especially those that traverse vertically as well as horizontally, it’s a good idea to include page numbers in either the header or footer of the pages.
The Page Layout view is one way to setup your headers and footers with page-independent information.
Two popular ways to activate the Page Layout view:
- Click the Page Layout view button (middle button) in the lower-right corner of the application window (left of the Zoom slider)
- View (tab) -> Workbook Views (group) -> Page Layout
In the Page Layout view, you can see how your report will appear when cut into individual paper-sized segments.
You also get access to the top margin that contains the header as well as the bottom margin that contains the footer.
The header and footer are broken into three segments.
Activate one of the segments by clicking inside the segment boundaries. This will activate the Header & Footer ribbon.
You can type static text directly in the segments. This is useful for things like report names, contact information, or any text that should always appear.
You can also use any of the document info “stamps” included in the Header & Footer Elements group.
Items of interest include:
- Current page number
- Total number of pages
- Print date
- Print time
- The file’s folder location
- The file’s name
- The sheet’s name
- Images (such as corporate logos)
Any of these elements can be inserted into any of the 3 header or 3 footer segments.
If we want to display the current page number along with the total number of pages, we must build this with a combination of elements and static text.
- Select a segment (ex: center of footer)
- Type the static text “Page “ (include a space after the word “page”)
- Click the Page Numbers element
- Type the static text “ of “ (include a space before and after the word “of”)
- Click the Number of Pages element
QUICK TIP: You can also insert pre-configured headers and footers by selecting the Header or Footer buttons (left side of Header & Footer button).
If you see a selection with multiple entries separated by commas, the commas indicate segment divisions.