How to put a portrait page number on a landscape page


How to put a portrait page number on a landscape page

Article contributed by Bill Coan , Suzanne S. Barnhill and Dave Rado

This need frequently arises in typing academic papers such as theses or dissertations (or sometimes when creating business reports and proposals). Often a table or figure will fit on the page only if it’s turned sideways (broadside). But graduate school requirements may call for all pages to have a page number at the bottom or to have the same header and/or footer as the rest of the document. So the question arises: How do I get my tables printed in landscape orientation and still have a portrait page number?

The solution to this problem depends on the version of Word you have and, to some extent, how much trouble you’re willing to go to (and what you consider trouble) and whether you need to keep the entire document in a single file. Step-by-step instructions are provided below for later versions of Word, as well as instructions that will work in any version. We begin with instructions for inserting a landscape section. (If you’ve already inserted a landscape section, skip down to How to put a portrait header or footer on a landscape page.)

For some important “gotchas” and how to get round them, see: Working with sections.

1. How to insert a landscape page into a portrait document

1.	Click the Show All button (¶) on the Standard toolbar so that you can see nonprinting characters.
2.	Choose View \| Normal.
3.	Position the cursor where you want the landscape page to start.
4.	Choose Insert \| Break \| Next Page and click OK.
5.	Press Enter to create a new paragraph mark.
6.	Again choose Insert \| Break \| Next Page and click OK. If your document does not have headers, footers, or page numbers, proceed to step 11.
7.	Without disturbing the cursor, choose View \| Header and Footer.
8.	On the Header and Footer toolbar, click Page Setup. On the Layout tab, clear the check box for Different First Page (if it is checked), then click OK.
9.	On the Header and Footer toolbar, click “Same as Previous” so that the button appears off (not depressed). If your page number is in the footer, click Switch Between Header and Footer, and turn off Same as Previous there as well.
10.	On the Header and Footer toolbar, click Close to return to the main body of the document.
11.	Position the cursor between the two section breaks entered in Steps 4-6..
12.	Without disturbing the cursor, choose View \| Header and Footer.
13.	On the Header and Footer toolbar, click Page Setup. On the Layout tab, clear the check box for Different First Page (if it is checked). Then click the Paper Size tab and select Landscape Orientation, making sure that “This section” is showing in the “Apply to” box. Click OK.
14.	On the Header and Footer toolbar, click Same as Previous until the button appears off (not depressed). Do the same for the Footer as needed.
15.	Place desired content on the landscape page.
16.	You have now successfully inserted a landscape section and unlinked its header (and footer, if required) from those in the portrait sections preceding and following. If you are content to have a landscape header or footer, you can edit the existing header/footer to match the width of the landscape page. If you need a portrait header/footer, read on.

Note: If you have already inserted the content you want to be in landscape orientation, select all of it, go to File | Page Setup, and select Landscape Orientation for “Selected text.” Word will take care of inserting the necessary section breaks. If you have headers/footers, you will still need to go through the steps required to unlink them from surrounding sections.

Even if you haven't already inserted the content you want to be in landscape orientation (and it's usually best not to insert the content until you have made the page landscape, because pictures and other objects scale to fit the page margins when pasted), you can still use this shortcut. Create a blank paragraph by pressing Enter; select the paragraph mark, and then go to File | Page Setup and select Landscape Orientation for “Selected text,” so allowing Word to insert the section breaks for you; before unlinking the headers and footers of both the landscape section and the following section. This is the best and easiest method to use if you are a seasoned Word user; but the steps outlined above are probably better if you're not.

If it's a business document, (especially business documents that may be read on screen) you may now want to adjust the header and footer of the landscape section so that they fit the width of the page. The best way of doing that is to create specific styles for the purpose and apply them whenever you create a landscape section. Once that is done, you have finished.

But for academic papers, books and some other types of document, you will want a portrait header and footer in your landscape section; if you do, read on.

2. How to put a portrait header or footer on a landscape page

2.1 Using “dummy pages” and two print runs (all Word versions)

If your document is never likely to need to be emailed to others, but will only be distributed in hard copy, this is probably the simplest method of printing landscape pages with a portrait header/footer, and it works in any version of Word.

In your document, insert manual page breaks (Ctrl+Enter) to create the required number of pages for your landscape section. These “blank” pages will have the same header and/or footer as the text pages.

In a separate document, or in a separate landscape section at the end of the document, set up your landscape pages with the appropriate margins and no header or footer.

Print the portrait document (or portrait portion of the combined portrait/landscape document).

Load the “blank” pages back into your printer, being careful to orient the pages in such a way that the landscape pages will print correctly, and print the landscape section or document.

2.2 Using a text box (Word 97/2000/2002)

This is simpler to set up than using a table in a frame; but unfortunately, certain fields do not work in text boxes – most problematically, the StyleRef field doesn't. If you want to use a StyleRef (or any sort of cross-reference) field, then you will need to use a table in a frame rather than a text box.

Also, if you need part of the header or footer to wordwrap, (for example, if you have a title on the left, which may need to wordwrap, and a page number on the right), then you will need a table; and tables in frames are much easier to manage than tables in text boxes.

Here is the procedure for using a text box:

1.	Review steps 7–14 in the section on Inserting a landscape page, as needed for instructions on unlinking the header and footer of the landscape section from the portrait sections preceding and following. It is very important that you do this before proceeding any further.
2.	Delete the material in the header or footer; or cut it to the Clipboard for reuse in Step 5.
3.	With the cursor positioned in the empty header, draw a text box, using the Text Box tool on the Drawing toolbar: (or select Insert \| Text Box). Size and position the text box as desired. You can put the text box anywhere on the page and it will still be treated as part of the header or footer. For a header, you want the text box to be in the right margin of the page; for a footer, it should be in the left margin. Remove the border from the text box, if desired, by right-clicking its border and choosing Format \| Text Box and then choosing “Line Color”: “No Line” on the “Colors and Lines” tab.
4.	With the cursor in the text box, choose Format \| Text Direction (or use the Text Direction button on the Text Box toolbar), choose the desired text direction, and click OK.
5.	Enter desired text in the text box, using the buttons on the Header and Footer toolbar if needed. Or paste the contents of the Clipboard into the text box (see Step 2). Set up your tabs, if needed, by using the built-in Header and Footer styles (select Format + Tabs if you need to adjust them; you can't use the ruler, obviously).
6.	Repeat Steps 2-5 (if needed) for the footer.
7.	On the Header and Footer toolbar, click Close to return to the main body of the document; or you can double-click in the main body of the document to return to it.
8.	Choose View \| Page Layout to return to page layout view.

Note: When using this method, it is very important to have both header and footer unlinked from both preceding and following sections. Depending on the placement of your text box, Word may spontaneously decide to anchor it to the header instead of the footer (where you created it) or vice versa; if the header or footer isn’t unlinked from those of the surrounding sections, the text box will appear throughout the document.

2.3 Using a table in a frame (Word 97/2000/2002)

1.	Review steps 7–14 in the section on Inserting a landscape page, for instructions on unlinking the header and footer of the landscape section from the portrait sections preceding and following. It is very important that you do this before proceeding any further.
2.	Delete the material in the header or footer; or cut it to the Clipboard for reuse in Step 11.
3.	With the cursor positioned in the empty header, insert a one-row, one-column table using the Insert Table button on the Standard toolbar (or use Insert \| Table). Let it be the default size. Remove the border.
4.	Select the table. Set the column width to, say, half an inch (1.27cm), and decrease the space between columns to 0 (in Word 2000, you have to go to Table \| Properties \| Options, and set both the “Left” and “Right” measurements to 0).
5.	With the table still selected, insert a frame using the Insert Frame button on the Forms toolbar.
6.	Drag the frame into the left margin (for the footer) or the right margin (for the header), and position it so that the top of the frame lines up exactly with the top margin of the page. You can get much better control by holding the Alt key down while you drag. Alternatively, you can select Format \| Frame, or right-click on the frame border and select Format Frame. Set the Horizontal position to say 0.5" (1.27cm) relative to Page, for the footer, or around 10.5" (27 cm) for the header. (If the Horizontal position box says “Left”, you will need to overtype the word with the measurement you want). Set the Vertical position to be exactly equal to the top margin of the page (by default, 1", or 2.54 cm). Using drag and drop is probably easier, though.
7.	Select the table; and, holding the Alt key down, drag the bottom of the table down so that it lines up exactly with the bottom margin of the page. Alternatively, format the cell height to Exactly the distance between your top and bottom page margins.
8.	If you need additional cells, (because your header or footer is normally in a table, so that you can have wordwrap), click in the table and select Table \| Split Cells; and choose 1 column and either 2 or 3 rows, as appropriate (this maintains your row height, whereas inserting rows does not). Then fine-tune the relative heights (pseudo “widths”) of the rows by dragging the cell borders.
9.	Change the text direction (Format \| Text Direction)
10.	Apply styles as appropriate. If one cell, use the built-in Header or Footer styles (which will automatically give you any tabstops you need). If two or three cells, use the styles that you use in your “ordinary” headers.
11.	Enter the desired text in the table, using the buttons on the Header and Footer toolbar if needed. Or paste the contents of the Clipboard into the table (see Step 2). Set up your tabs, if needed, by using the built-in Header and Footer styles (select Format \| Tabs if you need to adjust them; you can't use the ruler, obviously).

2.4 Using a table with Text Wrapping (Word 2000 and 2002)

A text wrapped table in Word 2000+ is actually a table in an invisible frame. So you can use the same steps as those described in 2.3, except that instead of inserting a frame, you can go to Table | Properties, and set the “Text Wrapping” to “Around”. Then click on the “Positioning” button, (instead of using Format | Frame) to set the Horizontal and Vertical positions relative to the Page.

The advantage of this method is that it's slightly easier to set up. The disadvantage is that, because the frame is invisible, it's much less obvious what's going on, and if other people ever have to maintain your document in the future, they are therefore more likely to run into problems. So on balance, we would normally recommend using visible frames rather than text wrapped tables.

For an alternative viewpoint on this subject, see Microsoft Knowledge Base article Q162235: WD97: How to Add a Portrait Page Number to a Landscape Page. (There is a Word 2000 equivalent of that article, but it's pretty much identical).