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Add Headers and Footers to Notes and Handout Pages in PowerPoint 2010 for Windows

Add Headers and Footers to Notes and Handout pages in PowerPoint 2010 for Windows.


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Product/Version: PowerPoint 2010 for Windows

OS: Windows XP and higher






We have already explored how you can add Headers and Footers to your slides, additionally, you can also add Headers and Footers to your Notes and Handout pages. Unlike slides which are primarily presented through a display device such as a monitor, TV screen, or projector, Notes and Handouts are essentially intended for printing. In this tutorial we will explore how you can add Headers and Footers to make your printed Notes and Handouts more professional and useful.

The terms Header and Footer typically come from word processing programs, these denote repeated elements that show at the top and bottom of every page. Headers and Footers work similarly on PowerPoint Notes and Handout pages, explore Figure 1 below where all Header and Footer elements that you can place in Notes (left side) and Handouts (right side) are shown.

Header and Footer elements in Notes and Handouts
Figure 1: Header and Footer elements in Notes and Handouts

Typically, the Header and Footer denotes four placeholders:

  1. Date (marked in blue within Figure 1).
  2. Footer (marked in orange within Figure 1), you can add a message, a company name, or anything you want to be visible on all slides here.
  3. Page number (marked in green within Figure 1).
  4. Header (marked in red within Figure 1), you can add a message, a company name, or anything you want to be visible on all slides here.

In this tutorial, we'll learn how to make these Header and Footer elements visible on your slides:

  1. Open the presentation where you want to add any Header or Footer elements. Choose the Insert tab of the Ribbon, as shown in Figure 2 (highlighted in red).
  2. Insert tab of the Ribbon
    Figure 2: Insert tab of the Ribbon
  3. Within the Insert tab, locate the Text group, then click the Header & Footer button (highlighted in red within Figure 3).
  4. Header & Footer button
    Figure 3: Header & Footer button
  5. You can also click either the Date & Time or Slide Number buttons, they all end up summoning the same Header and Footer dialog box!
  6. You'll see the Header and Footer dialog box, make sure you select the Notes and Handouts tab, as shown in Figure 4.
  7. Notes and Handouts tab within Header and Footer dialog box
    Figure 4: Notes and Handouts tab within Header and Footer dialog box
  8. Note that the options you select or deselect within this tab will affect the Notes and Handout pages you see onscreen or print. All these options are explained below, as marked in Figure 4:
  9. A. Date and time

  10. Select this check-box to make the date appear on your Handout and Notes pages. Then choose whether you want the Date and time to Update Automatically, or set them to Fixed:
  11. i. Update Automatically: Select this radio button and then open the drop-down list (see Figure 5) to choose a date (or date and time) format. You can even choose the Language and Calendar type, changing these options may show different options within the drop-down list you see in Figure 5.
  12. Date (or date and time) format drop-down list
    Figure 5: Date (or date and time) format drop-down list
  13. Note: The Language and Calendar type options may be grayed out if you don't have more than one proofing language installed for PowerPoint 2010 (and Office 2010), once you have additional languages installed, both these options will be available as shown below in Figure 6.
  14. Adding date and time formats for foreign languages and calendars
    Figure 6: Adding date and time formats for foreign languages and calendars
  • ii. Fixed: Select this radio button and enter a date in the text box, as shown in Figure 7 (highlighted in red). By default, this uses the current date, also the date remains the same no matter when or where you edit or deliver your presentation.
  • Fixed radio button selected
    Figure 7: Fixed radio button selected
  • Tip: If you choose the Fixed option, you can actually add anything else, even if it is not a date! Type whatever you want to appear within the Date placeholder.
  • B. Header

  • This check-box, when selected, makes the Header visible on Notes and Handout pages in your presentation. Also, when this check-box is selected, the text box below gets activated where you can enter the content of the header, as shown in Figure 8. Typically, users like to type in stuff like Company's name, etc. in this area.
  • Add header text
    Figure 8: Add header text
  • C. Page number

  • Select this check-box to enable the page number to be visible on your Notes and Handout pages.
  • D. Footer

  • This check-box when selected makes the Footer visible on Notes and Handout pages in your presentation.
  • Also, when this check-box is selected, the text box below gets activated where you can enter the content of the footer, as shown in Figure 9. Typically, users like to type in stuff like Confidential, Draft, etc. in this area, or even copyright notices.
  • Add footer text
    Figure 9: Add footer text
  • You can similarly add and edit Headers and Footers in your slides, look at our Add Headers and Footers to Slides in PowerPoint 2010 to learn more.
  • Now, click the Apply to All button to apply the Header or Footer to Notes and Handout pages in your presentation.
  • Save your presentation often.
  • PowerPoint Keyboard Shortcuts and Sequences:
    PowerPoint 2016, 2013, 2011, 2010, 2007 and 2003 for Windows
    PowerPoint 2016 and 2011 for Mac
    PowerPoint Online for Windows and Mac

    Have you ever used keyboard shortcuts and sequences in PowerPoint? Or are you a complete keyboard aficionado? Do you want to learn about some new shortcuts? Or do you want to know if your favorite keyboard shortcuts are documented?

    Go and get a copy of our PowerPoint Keyboard Shortcuts and Sequences ebook.


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