Format a Book in Word: Headings, Headers & Footers


By Colin Dunbar

With your basic global settings done, we’ll now look at headings, headers and footers.

Headings are used to help your readers find their way around your book. They also help in letting your reader know what the paragraphs following the heading are about. They are especially useful in non-fiction books.

Headers and footers are used to show your reader where they are in your book, and also what page they are on (or where the page is they want to go to).

Set Heading Style

word logo Open your saved Word file, i.e. the file you’ve been using to format your book.

 

 

With headings, I don’t recommend using styles below level 3. Going below level 3 can make a book awkward to read and use, and your Table of Contents looks terribly confusing.

Headings are an aid for your reader and are used to divide your content into easily readable blocks. The heading levels are determined either by using different font sizes, or by indenting the different levels, for example:

Heading level 1

    Heading level 2
      Heading level 3

 

NOTE: Headings are also called headlines, depending where in the world you’re located.

If you’re interested in reading up on headings, this is a rather detailed article (even though it discusses headings on the Web, it can be applicable to a book):

http://www.commonlook.com/heading-levels-navigation-or-decoration

To set your heading, scroll down to the page with Chapter 1 at the top. Select this text, and click the Heading 1 style in the Styles menu frame.

heading 3This will use the default heading style of Word (usually very plain and boring).

With Chapter 1 still selected, open the Change Styles option on the menu bar, by clicking the small down arrow in the bottom right corner (see below).

heading style 1Heading 1 should be selected. If not, move your pointer down to the Heading 1 style in the Styles drop-down window. Click the down arrow (see below) to open the drop-down menu for the Heading 1 style.

heading style 2Click the Modify option on the pop-up menu.

heading style 3The Modify Style window opens.

heading style 4To make basic changes to your heading style, you can use the options in the Formatting frame.

heading style 5

The Formatting options are:

You can change the font name or size of the style using the drop-down menus.

modify1You can change the appearance: Bold, Italic and Underline.

modify2You can change the color of the font.
modify3

pdf-logo Keep in mind that printing color hard copy books will raise the cost price, and could make your book unviable, but using color in a PDF ebook is no problem.

 

You can change the alignment: left, center, and right.

modify4Line and paragraph spacing can be changed here.
NOTE: These settings are not applicable to headings.

modify5And you can set indents (again, not applicable to headings).

modify6This is a short-cut method you can use if you decide to change the style of a heading:

  • Select your heading.
  • Make the changes, using either the Font or Paragraph options.
  • Right-click the heading style in the Styles toolbar; choose Update [Heading #] to Match Selection.
  • All the heading styles throughout your book will now be changed.

To make more style changes, use the Format option by clicking the Format button (see below).

heading 2

word logo In our example book, we’ll make the following changes:
Format > Font
• Font: Tahoma, Bold, 26 pt
• Font color: Automatic
• Click OK
Format > Paragraph
• Spacing: Before 36 pt
• Spacing: After 24 pt
• Alignment: Centered
• Click OK, and click OK againYour heading should like this now…
Cool hey?heading-01

 

As you have set the style for this heading, all further instances of this level heading in your book will be the same.

To see how this works, in your example book, scroll down to the page where you typed Chapter 2.

Select the Chapter 2 text.

Click the Heading 1 style option in the Styles menu frame.

heading 3

Repeat the above steps for your other heading styles.

Headers and Footers

In non-fiction books, the header usually has the book title on one page (left-hand), and the chapter title on the other page (right-hand). The footer has the page number (sometimes the page number is included in the header).

In fiction, the header can have the author’s name on the left-hand page, and the book title on the right-hand page (with the page number). Another option is to center the title and author name on alternate pages.

Sometimes, you won’t see headers in a hard copy book, especially fiction.

A mistake made by amateurs is to include the copyright notice (especially in ebooks) in the footer. This is unnecessary as the full copyright notice is available as a page in the book. I know you’re not going to do this because you’re designing a professional book. Right?

word logo If you don’t have your example book open, you can open it in Word now.
Your example book has the Front matter pages and the 5 chapters that we created in the last post.

 

Add Header (Book Title)

NOTE: In a hard copy book the Front matter pages do not have headers or footers. Page numbers start on the Copyright page only has a footer (usually as a Roman numeral, starting at i).

This is one of the main reasons I recommended that you plan your book. Having your plan, you will find it a lot easier (and less frustrating to add headers and footers). The reason for this is that you start inserting your headers and footers from the back of your book, i.e. start in the last section of your Word file.

Scroll to the last page in your Word file (it should be a blank left hand page).

To insert a header, place your pointer at the top of the page, at the start of the new section.

header-01

Click the Insert tab, then click the Header drop down menu.

header-02Click the type of header you want to use.

One word of caution: just because they’re there, don’t be tempted to choose something too fancy. It screams “amateur”. Ok, that was more than one word.

Don’t click the Link to Previous button, i.e. don’t switch this option off. As this header will contain your book’s title you do want them to be the same.

Click the type of header you want to use.

One word of caution: just because they’re there, don’t be tempted to choose something too fancy. It screams “amateur”. Ok, that was more than one word.

Don’t click the Link to Previous button, i.e. don’t switch this option off. As this header will contain your book’s title you do want them to be the same.

header-03The header area will display on the page. You can now type the text you want in your header.

Type the text you want in your header, for our example, we will type our book title as Example Book. Your header usually has your book’s title (left hand page), or the chapter title (right hand page). You can also add the page number in the header, although it’s common to add the page numbers in the footer.

header-04

Add Footer

Scroll down to the Footer area (if you have closed the Header area, click the Insert tab, then click the Footer drop down menu). Or double-click in the Header area.

header-05If this footer is different to the previous footer (right and left-hand pages), click the Link to Previous button.

header-03To add page numbers in your footer, while in your Footer section, click the Insert tab, then click the Page Number drop down menu.

Move your pointer to Current Position and click the style of the page number you want to use. The page number will display in the footer.

header-06To exit the Header/Footer, double-click anywhere on the page, outside of the Header/Footer areas.

To exit the Header/Footer, double-click anywhere on the page, outside of the Header/Footer areas.

Add Header (Chapter Title)

Scroll to the second last page in your Word file (it should be the Chapter 5 title page (left hand page)).

To insert the header, place your pointer at the top of the page, at the start of the new section.

header-07Click the Insert tab, then click the Header drop down menu.

header-02

Click the type of header you want to use.

One word of caution: just because they’re there, don’t be tempted to choose something too fancy. It screams “amateur”. Ok, that was more than one word.

Click the Link to Previous button, i.e. switch this option off. As this header will contain your chapter’s title, you don’t want them to be the same. If you cannot see this, click the Design tab.

header-03The header area will display on the page. You can now type the text you want in your header.

Type the text you want in your header, for our example, we will type our chapter title as Part 2 Chapter 1. Your header usually has your book’s title (left hand page), or the chapter title (right hand page). You can also add the page number in the header, although it’s common to add the page numbers in the footer.

Click in front of Part, then click the Align Text Right (Ctrl + R) to align the header on the right – remember this is a right-hand page.

header-08

Add Footer

Scroll down to the Footer area (if you have closed the Header part, click the Insert tab, then click the Footer drop down menu).

header-09If this footer is different to the previous footer (right and left-hand pages), click the Link to Previous button.

header-03

To add page numbers in your footer, while in your Footer section, click the Insert tab, then click the Page Number drop down menu.

Move your pointer to Current Position and click the style of the page number you want to use.

header-06Align the page number to the right of the page.

To exit your header or footer section, double-click anywhere on the page, outside of the header section.

Repeat the steps for the Chapter headers in each section of your book.

And there you have the basic book formatting done. Are you excited about how your book looks so far?

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2 Comments

Filed under Paper Book

2 responses to “Format a Book in Word: Headings, Headers & Footers

  1. Pingback: AME Blog Carnival: Tips and Tricks for Writers and Authors – July 14, 2014 - Author Marketing Experts, Inc.

  2. Pingback: Tell me what you need to format your book in Word | Format Book In Word

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