Addendum to Productive Scholar session on Microsoft Word Templates: Adding Fields to headers and footers.

Thanks to everyone who came to today’s session of the Productive Scholar, which featured the advantages of using Styles in your documents. I’d like to follow up about the question  asked about how to make a header (or footer) that has the auto-generated phrase, “page (current page number) of (total number of pages in document).”

While it’s mostly true that the new “ribbon” in Microsoft Office makes many tools more visible, it took me 20 minutes to find the right place to add fields to text. Ironically, the new place these features are tucked away is called “Quick Parts;” on the Mac, the tools you’ll need remain on the top menu level of the “Insert” tab. You’ll notice that there are many other values other than page numbers in the “Fields” options.

If you want to know how to enter fields that will automatically generate content, there are steps and images below, for both PC and Mac.

Note: clicking on the images below will open them larger, in a pop-up window.

Step 1

Open the “Insert” tab in the MS Word ribbon, or the “Document Elements” tab on the Mac to insert a header (or footer).

(images below show MS Word 2010 for PC and MS Word 2011 for Mac)

How to insert fields into a Word Document header on a PC

On a PC, making a header and inserting a "Quick Part" are both elements under the "Insert" menu on the ribbon. Under "QuickParts," select "Field."


On a Mac, you insert a Header using "Document Elements"


Step 2

The “Quick Parts” icon on a PC will offer you the option to insert a field. The field value for “current page”  on a PC is “Page.” On the Mac, open the  “Insert” menu and select “Field.”


How to insert fields into a Word Document header on a PC

The correct field for the "current" page on a PC is "Page." Select the format you want -- I selected Arabic numerals.


On a Mac, "Field" is an option under the "Insert Tab."


Once you click on the "Field" option on a Mac, select the "Numbering" category, and use the "Page" field to insert the current page number


Step 3

The Field for the total pages in document on a PC is “NumPage” or “SectionPages” on a Mac.


The "NumPages" field will track the total number of pages in a document on a PC.


On a Mac, the field that tracks the total number of pages is "SectionPages."


Step 4

Insert the date (PC and Mac) by going to “Date and Time” on the “Insert” tab. Pick the format you want, and make sure the “Auto Update” feature is enabled.

On both PC and Mac (Mac shown) "Date and Time" is pretty straightforward to include in your header. Just make sure the field auto-updates.



Step 5

The final header! Blue highlighted text is what I typed manually. The grey highlights are fields, and are auto-generated and auto-updated when you open your document. Hovering over the fields gives you the option to update.