Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Pulling Headers and Footers from Other Files.

Pulling Headers and Footers from Other Files

by Allen Wyatt
(last updated May 23, 2015)

5

Steve asked if there was a way in Word to set up common headers or footers in one or more separate files and then include them in a document template.

The traditional way of handling this type of situation is through the use of the INCLUDETEXT field. This field fetches information from a file and includes it in place of the field itself. To use this field, you follow these steps:

  1. Create the text for the header or footer you want, but place it in a document, as the document body. There should be nothing else in the document other than the text for the header or footer.
  2. Save the document. In this case we'll assume that you named the document MyHeader.docx.
  3. In the template file, display the header or footer area and make sure the insertion point is located in the header or footer.
  4. Press Ctrl+F9. Word inserts a set of field braces and the insertion point is between them.
  5. Type the INCLUDETEXT field code and document name in the field braces, similar to what is shown here:
  6.      { INCLUDETEXT "C:\\My Documents\\MyHeader.docx" }
    
  7. Press Shift+F9 to update the field. Word replaces the field code with the contents of MyHeader.docx.
  8. Save your template.

Remember that Word maintains the field code in the template file, so that whenever you create a document based on the template, the contents of MyHeader.docx are fetched and included in the header of the new document. Likewise, your new document includes the INCLUDETEXT field (just as the template does), and whenever you update the field in the new document, Word dutifully fetches MyHeader.docx to replace the field.

If you want to completely get rid of the INCLUDETEXT field in the document created from the template (which would make the included text a snapshot of what MyHeader.docx contained at that point in time), you will need to get just a bit more creative. You could include an AutoNew macro in your template that would select the INCLUDETEXT field, update it, and then unlink it. The following would do the trick:

Sub AutoNew()
    If ActiveWindow.View.SplitSpecial <> wdPaneNone Then
        ActiveWindow.Panes(2).Close
    End If
    If ActiveWindow.ActivePane.View.Type = wdNormalView Or _
      ActiveWindow.ActivePane.View.Type = wdOutlineView Then
        ActiveWindow.ActivePane.View.Type = wdPrintView
    End If
    ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader
    Selection.MoveRight Unit:=wdCharacter, Count:=1, Extend:=wdExtend
    Selection.Fields.Update
    Selection.Fields.Unlink
    ActiveWindow.ActivePane.View.SeekView = wdSeekMainDocument
End Sub

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10394) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Pulling Headers and Footers from Other Files.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Selecting a Text Block

Word has an interesting way of allowing you to select a rectangular block of text, without reference to what may be within ...

Discover More

Standard Text before a Sequence Number

When you use fields to number items within a document, you may want to add some standard text before each field. There are a ...

Discover More

Using a Portion of a Document's Filename in a Header

Headers and footers add a nice finishing touch to a document you plan on printing. You may want all sorts of information in a ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (ribbon)

Placing the First Two Words from the Following Page In the Footer

Headers and footers can be used for all sorts of information to help orient your document reader. In fact, Word provides many ...

Discover More

Changing the Type of Page Numbers Used in Headers or Footers

Like to have your page numbers displayed using different types of numbers? Here's how you can choose from the several ...

Discover More

Odd & Even Headers and Footers

Adding a running header or footer to a document can be a nice touch. If you want, you can even tell Word to use a different ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is three more than 5?

2015-06-06 04:24:07

Ali P

I save all headers and footers I want as autotext items and then just insert them into new documents


2015-05-29 14:44:01

Kathy R

I wonder if we can do this using the new MS Word feature "Themes". Does anybody know whether a personalized theme includes page layout choices?


2015-05-28 10:06:00

Richard

Torgrim
There's a keyboard shortcut to remove the code but leave the text. Select the field and press Ctrl+Sh+F9.


2015-05-26 03:43:02

Torgrim

Is there a way to unlink/make a snapshot manually? (Removing fieldcode, but leaving data in the text)


2015-05-23 11:00:42

Robert Balter

What about using quick parts?


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.