Erin Wright Writing

Writing-Related Software Tutorials

How to Create Reusable Headers and Footers in Microsoft Word

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This tutorial shows how to create reusable headers and footers in Microsoft Word. We will also look at how to delete saved headers and footers from the Headers or Footers Gallery.

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Table of Contents:

These steps apply to Word for Microsoft 365, Word 2021, Word 2019, and Word 2016. These steps don’t apply to Word for Mac, Word for the web or Word for mobile.

Important Note: We will walk through the basic steps of creating a header or footer. For a full tutorial with more advanced options, please see “How to Insert Headers and Footers in Microsoft Word.”

How to Create Reusable Headers and Footers

If you have already created your header or footer, double-click in that area to open the Header & Footer tab and then skip to step 5.

  1. Select the Insert tab.
  2. Select Header or Footer in the Header & Footer group.
  3. Select a built-in style from the gallery.
Header gallery in the Insert tab in Word 365
Figure 1. Header gallery

Important Note: After you select a style, Word will automatically switch from the Insert tab to the Header & Footer tab. This tab only appears when you are working with headers or footers.

  1. Select the placeholder text and then type your information over the placeholder text.
  2. Press Ctrl + A to select the header or footer. (The rest of the document should not be selected.)
Selected header text in Word 365
Figure 2. Selected header text
  1. Select Header or Footer in the Header & Footer group.
  2. Select Save Selection to Header/Footer Gallery from the gallery.
Save Selection to Header Gallery option in Word 365
Figure 3. Save Selection to Header Gallery option
  1. Enter a name for your header or footer in the Create New Building Block dialog box.
  2. Ensure that Headers or Footers is selected in the Gallery menu. The remaining default settings will be appropriate for most users.
  3. Select the OK button.
Create New Building Block dialog box in Word 365
Figure 4. Name text box and OK button
  1. Select the Close Header & Footer button.
Close Header and Footer button in Word 365
Figure 5. Close Header and Footer button

Your reusable header or footer should now appear in the General section of the Header or Footer gallery for use in future documents.

General section in the Header gallery in Word 365
Figure 6. General section

How to Delete Saved Headers and Footers

  1. Select the Insert tab.
  2. Select Header or Footer in the Header & Footer group.
  3. Right-click the header or footer in the gallery and then select Organize and Delete from the shortcut menu.
Organize and Delete option in the Header gallery in Word 365
Figure 7. Organize and Delete option

The header or footer should be automatically selected in the Building Blocks Organizer.

  1. Select the Delete button.
Delete button in the Building Blocks Organizer in Word 365
Figure 8. Delete button
  1. Select the Yes button in the dialog box asking if you are sure you want to delete the selected building block.
Yes button in Are You Sure You Want to Delete the Selected Building Block Dialog Box in Word 365
Figure 9. Yes button
  1. Select the Close button.
Building Blocks Organizer Delete button in Word 365
Figure 10. Delete button

Related Resources

How to Add Images to Headers and Footers in Microsoft Word (PC & Mac)

How to Insert Headers and Footers on Specific Pages in Microsoft Word (PC & Mac)

How to Combine Text and Page Numbers in Headers and Footers in Microsoft Word