What a header is and where it appears

A header is a section at the top of every page in your document that stays the same across all pages. When you add text, a page number, or a date to a header, Word repeats it automatically on each page without you typing it again. Headers sit above your main document text and do not move when you scroll or edit the page content below.

The header area exists on every page, but you only edit it once. This is useful when you want your name, a document title, or page numbers to appear consistently at the top of every sheet. Word also has a separate footer — the same idea, but at the bottom of the page — and you can use both at the same time.

Key Takeaways

  • Double-click the top margin of any page to open the header editing area, or use the Insert menu and select Header.
  • Type or paste anything into the header box, and it will repeat on every page of your document automatically.
  • Page numbers in a header update on their own — Word counts pages and fills in the correct number on each sheet.
  • Click outside the header box or press Escape to stop editing and return to your main document.
  • You can have different headers on the first page or on odd and even pages if you change the header settings before you add content.

Opening the header for the first time

The fastest way to start is to double-click in the top margin of your page, above where your text begins. The header area will highlight and open for editing. You will see a dotted line around the header box and your cursor will be ready for you to type.

If double-clicking does not work or you prefer the menu, go to the Insert tab at the top of Word, then click Header in the ribbon. A dropdown menu will show you preset header styles — you can pick a blank one or one with a design already in place. Click your choice and the header opens.

Once the header is open, the main document text will appear slightly grayed out. This is normal and shows you are editing the header, not the page content. The header stays open until you click back into the main document or press Escape on your keyboard.

Adding text, page numbers, and dates to your header

Type any text you want directly into the header box — your name, a project title, a date, or anything else. The text will appear at the top of every page. If you want to add a page number that updates on its own, do not type the number manually. Instead, go to Insert in the ribbon, then click Page Number, and choose where you want it to appear (usually at the left, center, or right of the header).

Word will insert a placeholder that looks like a number in brackets, such as #. On each page, Word replaces this with the correct page number — page 1 shows 1, page 2 shows 2, and so on. You can type text around the page number, such as "Page #" or "Document — Page #", and the number will update correctly.

To add the current date, click Insert in the ribbon, then Date & Time. Choose whether you want the date to update every time you open the document or stay fixed on the day you inserted it. The date will appear in your header on every page.

Formatting your header text

The text in your header can be formatted the same way as text in your main document. Select the text you want to change, then use the formatting buttons in the ribbon — bold, italic, font size, font color, or alignment. You can also change the font itself by clicking the font dropdown and picking a different one.

If you want the header text to be smaller than your main document text, select it and reduce the font size. Many people use 10 or 11 point for headers and 12 point for body text, but you can choose whatever looks right to you. You can also center the header text, right-align it, or left-align it using the alignment buttons.

Stopping header editing and returning to your document

Once you have finished adding content to your header, click anywhere in the main document text below the header line, or press Escape on your keyboard. The header will close and you will return to normal editing mode. The header text will now appear grayed out at the top of each page, showing that it is part of the header and not the main content.

If you need to edit the header again later, double-click the header area at the top of any page. The header will open again and you can make changes. Any edits you make will update on all pages at once.

Using different headers on the first page or on odd and even pages

By default, every page has the same header. If you want the first page to have no header or a different header, you can change this before you add header content. Go to Insert, click Header, then look for an option called Edit Header or Header and Footer Tools in the ribbon. Look for a checkbox labeled Different First Page and check it.

Once you check that box, the first page header becomes separate from the rest. You can leave it blank or add different text. Pages 2 onward will have their own header that you can edit separately. Similarly, if you want odd pages (1, 3, 5) to have one header and even pages (2, 4, 6) to have another, look for Different Odd & Even Pages in the same menu and check that box before you add content.

Troubleshooting common header problems

If your header does not appear on every page, check that you are not in a section break. Word allows different sections of a document to have different headers. If you have accidentally created a section break, the header may only explore to one section. To see if this is the case, go to Layout in the ribbon and look for Breaks. If you see section breaks in your document, you may need to delete them or link the headers between sections.

If your header text is too close to your main document text or overlapping it, you can adjust the margin. Go to Layout, click Margins, then Custom Margins. In the dialog box, look for the Header field under the margin settings and increase the number. This pushes the header further down from the top edge of the page.

If you cannot see the header at all, you may be in a view that hides it. Make sure you are in Print Layout view, not Web Layout or Outline view. Click View in the ribbon and select Print Layout. Headers are visible in Print Layout but hidden in some other views.

Frequently Asked Questions

Can I have different headers in different parts of my document?

Yes, but you need to use section breaks. Insert a section break where you want the header to change, then edit the header in the new section. Make sure the new section is not linked to the previous one — uncheck the Link to Previous button in the Header and Footer Tools ribbon. After that, you can type a different header for that section.

How do I remove a header from my document?

Double-click the header to open it, select all the text inside (Ctrl+A), and delete it. The header area will remain but will be blank. If you want to remove the header entirely, go to Insert, click Header, and select Remove Header.

Can I add an image or logo to my header?

Yes. Open the header by double-clicking the top margin, then go to Insert and click Pictures. Choose your image file and it will appear in the header. You can resize it by dragging the corners and position it where you want. The image will repeat on every page.

Why does my page number show the same number on every page?

This usually means you typed the number manually instead of using the Insert Page Number feature. Delete the typed number and use Insert > Page Number instead. Word will then count pages and show the correct number on each sheet.

Can I make the header smaller so it does not take up so much space?

Yes. Go to Layout, click Margins, then Custom Margins. Find the Header field and reduce the number. This brings the header closer to the top edge and gives more space to your main document. You can also reduce the font size of the header text itself.