How to Add a Running Header in Microsoft Word 2019

To add a running header in Word 2019, choose Insert > Header, select a layout or Edit Header, type the text you want repeated, and select Close Header and Footer. Word places that header at the top of each page in the section. You can also add a page number, leave the first page different, or set up separate headers for odd and even pages.

What You’ll Need

A document open in the desktop version of Microsoft Word 2019. These steps describe Word 2019 for Windows.
The wording you want in the header, such as a document title, surname, chapter name, or report label. If you want page numbers, Word can insert and update them automatically.
Optional: a saved copy of the document if you are changing headers in a long document with multiple sections. This gives you a way back if section settings change unexpectedly.

Step-by-Step

Open the document and check the page view. Open the file in Word and choose View > Print Layout if you are not already in that view. Print Layout makes the page margins and header area visible. You can still edit a header in other views, but Print Layout is the clearest way to see where it will appear on a printed or exported page. If your document has several sections, note which page you are on before you start; headers can be set separately for each section.
Open the header area. Select the Insert tab on the ribbon, then choose Header in the Header & Footer group. A gallery of built-in layouts opens. Choose a design if one suits your document, or select Edit Header to create a plain header yourself. You can also double-click near the top margin of a page to open the header for editing. If Word displays a notice about the header being linked to a previous section, that is normal; whether to keep the link depends on whether the sections should share a header.
Enter the repeating text. Click in the header placeholder and type the text you want repeated, for example, Annual Project Review or Chen | Field Notes. Do not type the same header at the top of every page. Word repeats the content for you. To add a separator, use a simple character such as a vertical bar or an en dash. Keep the wording concise so it does not collide with page numbers or extend beyond the printable area.
Format the header. Select the text and use the Home tab to set its font, size, color, and alignment. Many documents use a smaller type size than the body text, but check your organization’s template or formatting rules before choosing. You can use the left, center, or right alignment buttons. To place text at opposite sides of the same line, one reliable option is to insert a one-row, two-column table in the header, put one item in each cell, and align each cell as needed. If you use a table, remove its borders from Table Design > Borders so the grid does not print.
Add a page number if you need one. Click where the number should appear in the header. With the header open, choose Insert > Page Number > Current Position, then select a plain-number option. This inserts a page-number field, not a fixed digit, so Word updates it as pages are added or removed. If you prefer the number at the edge of the line, align the paragraph first or use a built-in header layout that already includes a number. Avoid typing a number manually, because it would be identical on every page.
Choose whether the first page should have a header. With the header open, find the Header & Footer Tools Design tab and select Different First Page if the title page should have no header, or should have different text. Word then provides a separate first-page header. The setting applies to the current section. If you select it and the first page looks blank, that is expected; enter any title-page header in the first-page header area if you want one. The remaining pages use the regular header.
Set up different odd- and even-page headers only if needed. In the same Design tab, select Different Odd & Even Pages when a book or bound report needs mirrored headers, such as the chapter title on left-hand pages and the document title on right-hand pages. Word then gives you separate odd-page and even-page header areas. Edit each one individually. If this option is not selected, Word uses the same header on both sides, which is appropriate for most reports, letters, and school assignments.
Close the header and inspect the document. Select Close Header and Footer on the ribbon, or double-click in the body text. Scroll through several pages, including the first page and the last page, to check that the header repeats as intended. Look for text that touches the page edge, clashes with a page number, or appears differently after a section break. Save with Ctrl+S when the result is correct. On a Mac, use Command+S to save.

On Word 2019 for Mac, the same basic process applies, but ribbon labels and locations can vary slightly by update and window size. Look on the Insert tab for Header or Header & Footer, then use the header and footer controls that appear when the area is active. The first-page and odd/even options are available in the header/footer layout controls. If a named command is not visible, widen the Word window or look for its equivalent on the contextual Header & Footer tab.

Common Mistakes

Typing the header into the page body. Text typed in the document body appears only where you put it; it is not a running header. If the text does not repeat, double-click the top margin and make sure the insertion point is inside the header area before typing.

Entering page numbers by hand. Typing “1” in a header will leave a 1 on every page. Insert a page-number field through Insert > Page Number instead. If a number displays as a field code rather than a number, press Alt+F9 on Windows to switch field-code display off. You can also right-click the field and choose Update Field.

Assuming one setting controls every section. A document with section breaks can have headers that behave differently from one section to another. A header may be linked to the previous section, so editing it can change earlier pages too. Conversely, unlinking it means later edits may not carry over. Check the section label and Link to Previous before making changes.

Forgetting the special first page. If Different First Page is on, Word uses a separate header for page one. A header that appears to be missing may simply have been entered in the regular header instead of the first-page header. Check the label shown when you click the header area.

Choosing a layout without checking its contents. Built-in header designs may include lines, shapes, or sample text in addition to a header position. Replace placeholder text and remove unwanted elements. Also check that the design does not conflict with a template, required style guide, or letterhead already in the document.

Tips

Keep the header useful and brief. A running header helps identify the document or section when pages are printed, separated, or viewed out of order. A short title or surname is usually easier to scan than a full sentence.
Use fields for information that changes. Page numbers are fields. Word can also insert other document information through the Insert tab’s document-info or Quick Parts controls, depending on the installation. Fields can be updated when the document changes; ordinary typed text cannot update itself.
Use styles consistently. Format the header text once and let the repeated header carry that formatting throughout the section. This is usually easier to maintain than manually changing each page, and it reduces accidental variations in font or spacing.
Check the top margin and header position. If the header sits too close to the page edge or body text, open the header and adjust its position using the Header from Top control on the Header & Footer Tools Design tab. Adjust the page margin separately through Layout > Margins if the whole page layout needs to change.
Preview before sharing or printing. Use File > Print to check the page preview. This can reveal a header wrapping onto two lines or overlapping a logo even when it looked acceptable while editing. Exporting through File > Save As or File > Export to PDF is another useful final check.
Remember that headers belong to sections. If a later chapter needs a different header, add a section break using Layout > Breaks and choose the appropriate section break. Then open the new section’s header and turn off Link to Previous before changing its content. A page break alone does not create an independent header.

Troubleshooting

The header appears on only one page. First confirm that you edited the actual header rather than the body. Then check whether the other pages belong to the same section and whether Different First Page or Different Odd & Even Pages is enabled. Each of those options can make some pages use a separate header area. If the document uses section breaks, open a page in the section where the header is missing and edit that section’s header.

Changing one header changes another. This usually happens because the sections are linked. Double-click the header in the section you want to change, then use Header & Footer Tools Design > Link to Previous to turn the link off. Make sure you are working in the correct section; the button is a toggle, and its active state indicates that the section is inheriting the previous section’s header. Turning off the link preserves the existing content while allowing separate edits.

The header is missing from page one. Open the first page’s header and check whether Different First Page is selected. If it is, enter the desired text in the first-page header itself, or clear the option if the first page should match the rest. If the page is intentionally a title page, leaving its header blank may be the desired result.

The page number is wrong or does not continue. Right-click the number and choose Update Field, then inspect section settings. To change the numbering sequence, open Insert > Page Number > Format Page Numbers and choose whether to continue from the previous section or start at a specified number. Be cautious when changing this in a long document, because each section can have its own numbering choice.

The header is hard to see while editing. Header text often appears lighter or gray when it is not active; this is a display cue and usually does not mean it will print in gray. Click inside the header to activate it, then check the print preview. If the header is genuinely outside the printable area, adjust its position or page margins, and check the printer’s nonprinting margin limits.

Frequently Asked Questions

Does Word 2019 repeat a header automatically?
Yes. Text entered in the header area repeats on pages in that section. It will not necessarily be identical across the entire document if you have multiple sections, different first-page settings, or separate odd- and even-page headers.

Can I have a different header on the first page?
Yes. Open the header and select Different First Page on the Header & Footer Tools Design tab. You can leave the first-page header blank or enter alternate wording; later pages use the regular header for that section.

How do I put the page number on the right and the title on the left?
Open the header, type the title, then insert a page-number field. You can use right alignment for the number, or use a two-cell table with the title in the left cell and the number in the right cell. Remove the table borders if you do not want them visible.

Will my header be included in a PDF?
Yes, provided it is within the printable page area and visible in the document. Check File > Print or the PDF preview before sharing. Headers do not usually appear in Draft view, so use Print Layout or the print preview to confirm them.

How do I make a different header for each chapter?
Place each chapter in its own section, usually by inserting a section break with Layout > Breaks. In the new section, open the header, turn off Link to Previous, and replace the text. Repeat for each chapter that needs its own header, and review page numbering so it continues or restarts as intended.

Can a header contain a logo?
Yes. Open the header and use Insert > Pictures to add an image, then resize it and set its text-wrapping option so it fits without covering the header text. Keep the image small enough to remain within the page margins, and inspect the print or PDF preview to confirm its placement.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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