Microsoft Word: Use Headers and Footers in Inserted Templates

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CAUTION: Starting with HotDocs 2005, a new KEEP header / footer of inserted template option was added to the INSERT Field dialog box. Using this option, you can designate that the headers in the inserted template override the defined header(s) in the parent document. Please see the HotDocs Help for information.

When using headers, footers, and margins in your inserted RTF templates, you must first determine the purpose of the inserted template—will the inserted text be inline with that of the parent template, or will it be used to create a set of documents contained within a single document file? Following is a discussion of both situations.

Note:

In Microsoft Word, every template has a header and footer, even if no text is defined for it. This is especially important to understand as you are working with headers/footers in inserted templates. The Microsoft Word help file contains a lot of important information about inserting headers and footers in your templates and documents. You should read this information before attempting to use headers and footers, particularly when using them in inserted templates.


Contents

Insert "Inline" Documents

An inserted template can merge a section of text so that it is "inline" with the text into which it is being inserted. This is useful if you have an optional paragraph or clause that must be inserted at a specific place within the document.

By default, when you insert a template for this purpose, any headers/footers in the inserted template will be defined by the parent template, and any headers/footers used in the inserted template will be deleted. This is correct.

Note:

For instructions on inserting inline text in a template, see the HotDocs Help.

Insert Separate Documents in a Single Document File

An inserted template can also merge a section of text as though it were separate from the document into which it is inserted. For example, you may want to assemble separate documents but keep all these separate documents contained in a single document file. When you insert a template for this purpose, headers and footers specific to each inserted template must remain intact and should not be overwritten by the headers/footers defined for the parent template.

When working with headers and footers in inserted templates, you must think of each inserted template as a section of the main template. This means that if you want inserted template text to have headers/footers that are different from the parent template, you must define section breaks in your inserted template.

To use different headers in your inserted templates

  1. In the parent template, define the header/footer.
  2. In the inserted template, place a next-page section break at the start of the template.
  3. In the header/footer field that appears after the section break (usually page 2 of the template), enter the text you want in the header/footer (or leave these fields empty if you don't want any text).
  4. With the header/footer field displayed, clear the Same as Previous option.
  5. If inserting multiple templates, repeat this process for each inserted template.
Note:

The header/footer text that is used before the section break (on page 1 of the template) will be deleted during assembly. This is correct.

Once you define headers/footers in the inserted template, any text that appears in the main template after the INSERT instruction will use the headers/footers that were defined in the inserted template. You can reset or specify different header/footer text in the main template.

To reset headers and footers after an INSERT instruction

  1. In each inserted template, define your header/footer text, as explained in the steps above.
  2. In the parent template, immediately after the INSERT instruction, place a next-page section break.
  3. In the header/footer field for the new section you just created, specify your header/footer text.
  4. Clear the Same as Previous option. (To have a section of a template inherit the headers/footers from the previous section, select Same as Previous.)

At times, you may want to create several documents and save them all in the same document file. As such, you may want a cover page for the document that has its own unique header/footer (for example, a notice or disclaimer). For the document to be assembled correctly, you must use a combination of section breaks both in the main template as well as in the inserted templates.

To use a different first-page header in the parent template

  1. In the parent template, display the header/footer field.
  2. Select the Different first page option and specify your header/footer text.
  3. Place a continuous section break before the first INSERT instruction but after the text of the main template.
  4. Place your cursor somewhere after the continuous section break and click Page Setup (File menu). The Page Setup dialog box appears.
  5. Clear the Different first page option and apply the change to the current section only (Preview group).
  6. In the inserted template, place a next-page section break at the top of the template (as explained earlier).
  7. Define the header/footer text.
  8. At the end of the inserted template, insert another next-page section break.
  9. If inserting multiple templates, repeat steps 6 through 8 for each inserted template.
Note:

When you select the Different odd and even property for headers/footers, this property is assigned for the entire document—not just sections in the document. This means headers/footers in inserted templates must have the same property set in the main template or headers/footers will not be assembled in the main document correctly.

Define Margins in Inserted Templates

When working with margins in inserted templates, it’s once again important to determine the purpose of the inserted template. If you want a portion of text merged as part of the main document, you most likely will want the margin for both sections of text to be the same. However, if your inserted template will produce a separate document within the document file, you may want custom margins.

To use custom margins in inserted templates

  1. At the top of the inserted template, insert a next-page section break.
  2. In the section that contains the text, define your margins.
  3. At the bottom of the inserted template, insert another next-page section break.