Email Headers & Footers [KB.E.1.2.3]


This article includes:

Overview of Email Headers & Footers

Creating Headers & Footers

Editing Headers & Footers

 

Overview & Access: Headers and Footers

 

In most cases, a Header (top) and Footer (bottom) are sent along with an Email to provide additional standard information and links to Email recipients. Here are some examples of the types of information that could be included in either a Header or Footer (they could all be in either location, but these are some of the most common placements):

 

Headers - Links to view the Email in a web browser or on a mobile device in the correct format; a link to forward the Email using a standard Refer A Friend format; a link to add your company to the recipient's accepted email addresses or a safe senders list; or a link to a page where recipients can set up RSS Feeds (for example, for your newsletters).

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Footer - Links to subscription management for the recipient (allowing them to subscribe or unsubscribe either to the current marketing campaign or for all Emails from your company); recipient address verification ("This message was send to: recipientA@abc.com"); a link to a Personal URL (PURL) page for the recipient or the company web page (in some cases, specifically the page for your Privacy policy); copyright/trademark information and legal disclaimers; the company address; CAN-SPAM and other regulatory compliance information; a contact link to Support or Customer Service, to view Terms of Use, or to provide Feedback.

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Accessing the Header and Footer Editor

 

You can access the Inline Editor for Header and Footers by one of the following methods.

 

To access the generic Inline Editor:

  1. From Eloqua Today, select Communicate > Email Marketing on the Navigation bar. Click the Email tab.
  2. From the Tools & Content Components menu on the Function bar, click Headers or Footers to open the relevant page.
  3. On the menu next to a selected Header or Footer on the page, select Header Details or Footer Details to open the Header or Footer in the Editor.

          or

          Click New Header or New Footer at the bottom of the page. The page for the new Header or Footer opens in the Editor.

          or

          Click Header Default or Footer Default at the bottom of the page. You can view and edit the global default (what is selected automatically when you set up a new Email that is not assigned to an Email Group) and the default for each Email Group.

 

Note: You can also select a different Header or Footer from the picklist, then click Set as global default or Set as default to make this the new default.

 

To access the Inline Editor for a specific Email or Email Group:

  1. From Eloqua Today, select Communicate > Email Marketing on the Navigation bar.
  2. Click the Email tab.
  3. In the Tree View, navigate to a specific Email Group . Click on the Group to open the associated page in the Task area.

              You can the Header and Footer on this page.

              or

              In the Tree View, navigate to a specific Email within a Group. On the menu next to the Email, select Edit to view the Email in the Task area. Select Email > Email Details from the Task bar. Select, select and Edit, or create a New Header and/or Footer on this page.

  4. When you have made your selections, click Save to save the association.

 

Overview of Header and Footer Editor

 

The Eloqua Inline Header and Footer Editor allows you to set up customized headers and footers for your Emails. By default, the Header used in your Emails will be a text link that allows contacts to view the Email in a browser if they cannot view it properly in their Email client. Footers will generally be used to allow users to unsubscribe from that Email Group or from all communications from your company.

 

Note: The Header and the Footer should be designed to comply with CAN-SPAM standards.

 

Areas of the Header and Footer Editors

Because the functions of a Header and a Footer used in an Email differ somewhat, the Editor appears slightly different depending on whether you open a Header or a Footer for editing. The features of each are described in the following sections.

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The areas defined in the Header Editor are as follows:

  • Page name - Contains the title of the page.
  • Header name - Shows the name of the Header.
  • Details - You can edit the Header Display Name and select whether or not to Auto-Generate the plain text version of the Header.
  • HTML Text Comment section - Provides control over the instructions viewed when the HTML is viewed as text. The URL at which recipients can view a copy of the email is generated automatically if No is selected, but you can change the default Viewing Instructions text before the URL. The default viewing text on selecting the No option is: “To view a web version of this email, copy this entire link into your browser:”.
  • Editor selector - In this drop-down menu, you can select whether to generate the Header in the Design Editor mode (WYSIWYG or rendered HTML, the default mode, as shown above), in the Source Editor mode (as HTML code), or in Plain Text Editor mode. Note: If you selected Yes for Auto-Generate Plain text version of header in the Details section, then the plain text is generated from the rendered or HTML version of the Header. If you select No, then when you view the Plain Text Editor, it will be blank. You can fill in the text version of the Header. Tip: If you want to generate the plain text from the rendered or HTML version, then edit it, select Yes first, then Save, then select No and Save again. When you view the Plain Text Editor, you can edit the text version independently of the HTML or rendered version.
  • Pop-out button - Click this to pop out the Interactive Preview Window and toolbars into a separate, resizable window. This is useful if you want to expand the window to the full screen to make editing easier. Tip: If you are unable to view the entire Plain Text Version of your Header/Footer, use this tool to expand the viewing area.
  • Top Toolbar - Provides access to a number of formatting tools that you can use to format content directly in the Header.
  • Interactive Preview Window - Displays the editable Header in the mode you have selected.
  • Bottom Toolbar - Shows additional editing functions for inserting objects into your Header. Note: You can insert images, hyperlinks, fields or Forms in the Area Editor or Source Editor modes, but only hyperlinks and fields in Plain Text Editor mode.
  • Save bar - Shows the Save and Save and Close buttons for saving changes to your Header, as well as the Close button for closing the window without saving (click OK in the message that appears).

 

Areas of the Eloqua Inline Footer Editor

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The areas defined in the Footer Editor are as follows:

  • Page name - Contains the title of the page.
  • Footer name - Shows the name of the Footer.
  • Details - You can edit the Footer Display Name and select whether or not to Auto-Generate the plain text version of the Footer.
  • Editor selector - In this menu, you can select whether to generate the Footer in the Design Editor mode (WYSIWYG or rendered HTML, the default mode, as shown above), in the Source Editor mode (as HTML code), or in Plain Text Editor mode. Note: If you selected Yes for Autogenerate Plain text version of footer in the Details section, then the plain text is generated from the rendered or HTML version of the Footer. If you select No, then when you view the Plain Text Editor, it will be blank. You can fill in the text version of the Footer. Tip: If you want to generate the plain text from the rendered or HTML version, then edit it, select Yes first, then Save, then select No and Save again. When you view the Plain Text Editor, you can edit the text version independently of the HTML or rendered version.
  • Pop-out button - Click this to pop out the Interactive Preview Window and toolbars into a separate, resizable window. This is useful if you want to expand the window to the full screen to make editing easier. Tip: If you are unable to view the entire Plain Text Version of your Header/Footer, use this tool to expand the viewing area.
  • Top toolbar - Provides access to a number of formatting tools that you can use to format content directly in the Footer.
  • Interactive Preview Window - Displays the editable Footer in the mode you have selected.
  • Bottom toolbar - Shows additional editing functions for inserting objects into your Footer. Note: You can insert images, hyperlinks, fields or Forms in the Design Editor or the Source Editor, but only hyperlinks and fields in the Plain Text Editor.
  • Save Area - Shows the Save and Save and Close buttons for saving changes to your Footer, as well as the Close button for closing the window without saving (click OK in the message that appears).

 

Details of Header/Footer Editor Areas


Pop-Out Button

You can click the Pop-out button (KB.E.1.2i.jpg) to pop-out the editing window into a resizable window. This allows you to maximize the window area to make it easier to work in editing mode by clicking the maximize button (KB.E.1.2j.jpg) or by dragging on the bottom right corner of the window.

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When you close this window, the view reverts to the Header and Footer Editor where you clicked the pop-out button.

 

Notes:

  • When you pop out the window while there are unsaved changes in the Header or Footer, you will see a window telling you that changes must be saved before the window can be popped out. Click OK, then Save to save the changes. Click the Pop-out button again to proceed to the popped-out window mode.
    or
    Click OK to return to the Editor. The changes are not saved until you click the Save button.
  • The popped-out window always shows the Header or Footer in Content (WYSIWYG) mode, whether you pop it out from Source or Content mode. In addition, when you close the window, the Header or Footer is also always shown in Content mode. You can select Source Editor in the Editor drop-down list to view the source HTML code for the Header or Footer.

 

Details Area

The Details area allows you to edit the Header or Footer Display Name, and to control whether the Plain Text version of the Email will be auto-generated, or whether you will create and edit it manually.

 

Editing the Header or Footer Display Name

To edit the Header or Footer Display Name, simply select and replace the existing Name.

 

Controlling Auto-Generation of the Plain Text Version

You can choose to automatically generate a Plain Text version of the Header or Footer when you Save it, or you can choose to suppress automatic generation of text and create/edit it manually as required.

 

To control automatic generation of Plain Text:

For the option Autogenerate Plain Text version…, select one of the following:

  • Yes - To automatically generate a Plain Text version of the Header or Footer from the HTML on Save for use with Plain Text Emails.
  • No - To suppress generation of the Plain Text version. To manually generate Plain Text, select Plain Text Editor (1 in the diagram below) from the drop-down list at the top of the Editor, then click Insert Plain Text Based on HTML Version (2). Warning! This replaces any existing Plain Text content. You can edit the text directly in the Preview Window (3), then click Save (4) when you are finished.

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HTML Text Comment (for Headers only)

While the majority of email clients today provide users the option to display HTML emails as rendered, there are some clients that are unable to do so and instead display HTML emails as text (raw code). An example of this can be seen in the following diagram.

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Generally, your Email will contain a Header that provides recipients with the ability to click a URL link that opens a browser window in which they are able to view the HTML email as fully rendered. However, in an instance where the user is viewing the HTML email as text, they are unable to click a link and are forced to copy and paste the URL into their browser address bar.

 

An HTML Text Comment allows you to isolate a version of your header message within the unrendered HTML so that it is at the top of the Email and is therefore easier for recipients to see. Recipients can then copy and paste the URL provided into a browser to view the fully-rendered Email. An example of an HTML Text Comment can be seen below.

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The sections of the HTML Email shown are as follows:

  1. HTML Text Comment - Your text is inserted at the top of the Email for increased visibility. Note: HTML Text Comments are not seen in the fully-rendered version of the Email.
  2. Show Email URL - Eloqua® automatically inserts the appropriate URL after your text. This URL is the Web location at which recipients may view the fully-rendered version of your Email.
  3. Email Header - This is the actual header that you have chosen to use in this Email.

 

How the text appears depends on the settings you select in the HTML Text Comment section of the Email Header Editor:

Email Marketing vol. 1_img_276.jpg

 

To configure the HTML Text Comment in the Editor:

  1. For the option Recipients Assumed to View HTML as Rendered?, select one of the following settings:
    • Yes - You are assuming that none of the recipients will receive the Email on a client that shows the HTML as text.
    • No. Additional email-viewing instructions needed… - You are assuming that at least some recipients will receive the Email on a client that shows the HTML as text. Therefore, they will need further instructions and a URL they can paste into a browser to view the Email in the intended rendered HTML format.
  2. If you choose No, a Viewing Instructions field appears with default text directing the recipient to a URL. Default text is included in this field. If you want to change the text, select and replace it in the field.

 

Code or Interactive Preview Window

The Code Window in the Source mode of the Editor allows you to make changes directly in the HTML source code and Save these changes. Note: When you Save, there is no function to ensure that the HTML code is correct. The Interactive Preview Window in the Content (WYSIWYG) mode of the Editor displays the rendered Header or Footer. Content can be edited directly at the cursor location in the Header or Footer. The Plain Text Editor allows you to view and edit the Plain Text version of the Email (if, for example, it will be forwarded to PDAs or other text-only mobile devices).

 

Toolbars (Top Toolbar and Bottom Toolbar)

The Top and Bottom Toolbars give you a wide range of options for editing, inserting images, hyperlinks, fields, and Forms, and managing Activity Driven Content (ADC) in your Header or Footer. The top toolbar appears only in Content (WYSIWYG) mode, contains formatting functions for text and images, including controls for cutting or copying text or images, pasting text, font and font size, font formatting, positioning, and color, and bulleted and numbered lists. The bottom toolbar allows you to insert images, hyperlinks, fields, Forms, or Activity Driven Content at the cursor in the Header or Footer.

Each toolbar has a unique set of buttons with mouse-over tool tips describing their function. Users familiar with commonly-used document editors will recognize many of the buttons.

 

Save Changes to the Header or Footer

Click Save or Save and Close to save your changes to the Header or Footer you are modifying in the Inline Header and Footer Editor.

 

Creating Email Headers & Footers

 

Headers and Footers can be included with Emails to provide additional information (such as copyright information and disclaimers) or links (for customer service, managing subscriptions, forwarding the Email to a friend, or showing the Email in a web browser window if it is not rendered correctly). Eloqua® allows Headers and Footers to be created and saved so the appropriate Header/Footer can be selected once an Email has been created and used for a number of different Emails. Headers are located at the very top of an Email and usually contain the "view in browser" link; Footers are located at the very bottom of an Email and often include links for subscription options.

 

Note: At one time, tracking for Emails was enabled by have a small image included in the Footer. The Eloqua servers could track downloading of this image, and therefore track Email opens. At that time, Footers were required to allow Email tracking, but the image is now in the body of the Email, so Footers are no longer required. They are, however, highly recommended as a way of putting in links that help you to ensure CAN-SPAM compliance and maintain high deliverability.

 

To create a custom Header or Footer:

  1. From Eloqua Today, select Communicate > Email Marketing on the Navigation bar. Click the Email tab.
  2. From the Tools & Content Components menu, click on Headers or Footers. The Headers example is described below; the process for Footers is the same.
  3. The Email Headers page shows the list of all the current Headers in the application. To create a new Header, click New Header at the bottom of the window. The New Email Header window opens.
  4. Enter a Header Display Name and click Save. This will be the name of the Header in Eloqua®. Note: When you click Save, additional fields appear in the window and the title changes to Edit Email Header.
  5. Select whether you want to auto-generate the Plain Text version of the Email from the HTML (Yes), or whether you want to create the text version separately (No).

    Tip: If the text version is not much different than the HTML version, you may want to leave Yes selected until you finish and save the HTML version, then select No, choose Plain Text Editor from the picklist (show as Design Editor in the diagram above) to modify the text, and click Save and Close. This setting is for Headers only:
  6. Set whether you are assuming that all your recipients will be able to view the HTML version of the Email as rendered. If all recipients will be able to view rendered HTML, select Yes. If some of the recipients may receive the Email using an email client that will automatically show HTML as text, you should give them an alternative link which they can copy and paste into a browser address field. Select No, then fill in some introductory text to identify the purpose of the link. With No selected, Eloqua® automatically provides the link after the text you put in, allowing recipients to view the fully-rendered HTML page in the browser.
  7. Build the Header or Footer using the Editor tools.
    For more information about the Editor and the tools, see the following articles:
    • Overview of the Header and Footer Editors
    • Editing and Formatting Text and Images
    • Inserting Objects in Headers and Footers
  8. When you have finished building your Header or Footer, you can run the Spell Checker () to make sure that the spelling is correct.
  9. Click Save and Close.

 

Copying Email Headers and Footers

 

To copy Headers and Footers:

  1. From Eloqua Today, select Communicate > Email Marketing on the Navigation bar. Click the Email tab.
  2. From the Tools &Content Components menu, click on Headers or Footers. The Headers example is described below; the process for Footers is the same.
  3. The Email Headers page shows the list of all the current Headers in the application. On the menu next to a selected Header, click Copy Header.
  4. In the Copy Email Header window, the default name is the original name with "Copy of" as a prefix. Enter the New Header Display Name and click Save. The copy is saved to the Tree View under the new name you provided and the Edit Email Header window opens so you can make further changes (if required).

 

Editing Headers & Footers

 

To edit existing Email Headers and Footers:

  1. From Eloqua Today, select Communicate > Email Marketing on the Navigation bar. Click the Email tab.
  2. From the Tools & Content Components menu, click on Headers or Footers (as required).
  3. The Email Headers/Footers window displays the list of all the current Headers/Footers in the application. Click on the menu next to an existing Header/Footer name and select Edit Header/Footer.

 

For detailed information about the Editor and the tools you can use, see these topics:

 

    • Overview of Header and Footer Editor
    • Editing and Formatting Text and Images
    • Inserting Objects in Headers and Footers
  1. Make your changes and click Save.

 

Editing and Formatting Text and Images in Headers and Footers

 

You can access controls for editing and formatting text from the Top Toolbar. The Top Toolbar appears only in Content (WYSIWYG) mode.Using this toolbar, you can perform the following functions on selected text in the field:

  • Cut - Cuts the selected text.
  • Copy - Copies the selected text (including its formatting).
  • Paste - Pastes copied text from an external document into the cursor location. The Paste menu lets you paste either plain text or formatted text.
    Plain text acquires the formatting from the field it is being pasted into. Formatted text retains the source formatting from the document it was copied from. Some word processing and other applications insert special characters in text, so the pasted formatted text may not appear identical to the text in the source document.
    Note: If you copy text in an external document, then use Ctrl + V or right-click in the field and select Paste on the menu to paste into your HTML Email, the text is pasted as formatted text. You can also copy and paste an image by copying it in another document and then right-clicking and selecting Paste in the Design (WYSIWYG) mode of the Editor..
  • Font Type - Opens a menu of different font types. When a font is chosen, highlighted text changes to the selected font type. Font types include Arial, Courier New, Georgia, Impact, Tahoma, Times New Roman, Verdana, and Wingdings.
  • Font Size - Opens a menu showing different font sizes. Once a font size is chosen, the highlighted text changes to the selected font size. Sizes are HTML Size 1 to 7.
  • Bold - Bolds the selected text.
  • Italics - Italicizes the selected text.
  • Underline - Underlines the selected text.
  • Subscript - Changes the selected text to subscript.
  • Superscript - Changes the selected text to superscript.
  • Text Color - Launches the Color Picker window. Once a color is chosen, the selected text or the word in which the cursor is located changes to the selected color.
  • Highlight Color - Launches the Color Picker window. Once a color is chosen, the selected text or the word in which the cursor is located will be highlighted with the chosen color.
  • Remove Formatting of Selected Text—This removes the following HTML from selected text or from the word in which the cursor is located: Font Type, Font Size, Bold, Italics, Underline, Subscript, Superscript, Text Color, and Highlight Color. Once effects are removed, the formatting is the default format used by the Header or Footer.
  • Justify Left - Left justifies the selection (flush with left side of area).
  • Justify Center - Center justifies the selection (centered in the area).
  • Justify Right - Right justifies the selection (flush with right side of area).
  • Justify Full - Fully justifies the selection (flush with both sides of area).
  • Ordered List - Starts a basic numbered list.
  • Bulleted List - Starts a basic bullet list and does not include the ability to change the bullet style.
  • Decrease Indent - Outdents the selected text (moves it to the left).
  • Increase Indent—Indents the selected text (moves it to the right).
  • Spell Checker—Starts the Spell Checker which goes through the text in your Header or Footer to check for typos.

 

Inserting Objects in Headers and Footers

 

The following is the Bottom Toolbar available from the Inline Editor for inserting various objects such as an image, a hyperlink, a field value from the recipient's Contact record, or a Form in the Header or Footer.

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With this toolbar you are able to perform the following functions:

 

Insert/Edit Image

Clicking the Insert/Edit Image button launches the Image Selector window so that you can select an existing image from the image database or edit an existing image.

 

To insert an image in a Header or Footer:

  1. Click in the area of the Header or Footer where you want to insert the image.
  2. Click Insert/Edit Image. The Image Selector window opens.
  3. Specify the parameter (using the By pick list), enter a search term and click Search to find a specific image or images. You can include wildcards (* to represent multiple characters, ? for a single character). Images matching the search term or all images are displayed. Or click View All to see all available images or Create New to upload a new image or multiple images. You can also access Tools > Upload Image.
  4. Navigate through the images until you find the one you want, then click the Select button associated with the image. The image appears in the Current Image section of the window.
  5. Click OK to select the Current Image, close the window, and insert the image in the Header or Footer.

 

Once an image has been inserted, you can select it in the Header or Footer and set additional features of the image such as the size, text wrapping around the image, border details, and ALT text. For more information, see Managing Image Properties.

 

Insert/Edit Hyperlink

Insert/Edit Hyperlink—Launches the Insert Hyperlink window, allowing you to insert a link.

 

To insert a hyperlink:

  1. Put your cursor in the content area where you want to insert the hyperlink.
  2. Click the Insert/Edit Hyperlink button. The Insert Hyperlink window opens.
    Note: You can select text first to use as the link text, then click Insert/Edit Hyperlink, but in this situation, the Link Type and Text for Link fields are not shown in the Insert Hyperlink window because they have already been selected.
  3. In the Link Type picklist, select the type of hyperlink you want to insert. This can be either a Text Link or an Image Link. The type of the second field in the window depends on the selection you make here.
  4. If you have selected Text Link in the first field, then enter the Text for Link. If you selected a text snippet in the Email before clicking Insert/Edit Hyperlink, this field is populated with the text you selected.
    or
    If you have selected Image Link, click the search button ( ) in the Select Image for Link field and use the Image Selector to find an image to use for the link.
    Note: See the section above, Insert Image, for more information about finding an image.
  5. Select an action to associate with the hyperlink in the When link is clicked picklist. You can choose from the following actions:
    • Open Email in Browser—The recipient clicks this hyperlink to open the Email in a browser. This may be used if the Email does not render properly in their email client.
    • Subscribe to All—Allows the recipient to subscribe to all Email Groups by clicking a single hyperlink.
    • Unsubscribe to All—Allows the recipient to unsubscribe from all Email Groups by clicking a single hyperlink.
    • Subscribe to Email Group—Allows the recipient to subscribe to the single Email Group associated with the Email.
    • Unsubscribe from Email Group— Allows the recipient to unsubscribe from the single Email Group associated with the Email.
    • Send to Subscription Page—Redirects the recipient to a page where they can manage their subscription(s).
    • Send to Subscription List—Adds the recipient’s contact information to a Subscription List.
    • Send to Social Media Site—Lets the recipient post a selected URL (such as a blog post) to a social media site.
    • Send to Webpage—Redirects the recipient to a specific Web page.
    • Send to Hypersite / Hosted Form—Sends the recipient to a specific Hypersite™/Microsite or hosted Form for further interaction.
    • Activate a Mail-To—Opens a new email in the recipient’s email client with the To address filled in so that they can send an email to a specified email address.
    • Open an ICS Calendar File—Allows the recipient to open a calendar request so that they can add an Event directly into their electronic calendar.
  6. Set the additional options associated with some link actions (which will appear as additional fields). For example, if you select Send to Hypersite / Hosted Form as the link action, the window changes to allow you to set additional parameters as shown in the diagram below.
  7. If you selected Send to Webpage only, you will see an option to Insert as Redirect Link. This allows you to ensure that click-throughs will be tracked in Eloqua by redirecting the link through our servers for web pages that do not have Eloqua® tracking scripts included in the code.
  8. Select whether you want the link to be underlined in the Header or Footer (the standard format for links).
  9. Click Insert to insert the hyperlink in the content field and close the dialog.

 

Insert Field

Clicking Insert Field launches the Fields window.

 

To insert a field:

  1. Put your cursor in the Header or Footer where you want to insert the field.
  2. Click the Insert Field button. The Insert Field window opens.
  3. Select an existing field from the Custom Field picklist and click Insert.
    The window closes and the field is inserted in the content field where you placed the cursor.
    bb.png
    You could also select an existing field and click Edit or click New to add a new custom field.

 

Insert Form

Clicking Insert Form launches the Email Form Insertion window.

 

To insert a Form:

  1. Put your cursor in the Header or Footer where you want to insert the Form.
  2. Click Insert Form. A window opens.
  3. Select an existing Form using the Form Name picklist. You can also select a Form and Edit it or Add a new Form.
  4. Once you have selected a Form, you can select a Layout associated with the Form. This is the visual aspect of the Form. Select the Layout from the Layout Name picklist. You can also select and Edit a Layout or Add a new Layout.
  5. Select whether you want to Insert the Style Defined in the Form Layout Theme (from the Layout selected; select Yes) or use the style that has been defined in the Email to which the Header or Footer will be attached (choose No).
  6. Once you have made your selections, click Insert.
    The Form is inserted at the cursor in the Header or Footer and the window closes.

 

Deleting Email Headers and Footers

 

To delete Email Headers and Footers:

  1. From Eloqua Today, select Communicate > Email Marketing on the Navigation bar. Click the Email tab.
  2. From the Tools & Content Components menu, click on Headers or Footers (as required).
  3. The Email Header/Footer window displays the list of all the current Headers/Footers in the application. Click on the menu next to an existing Header/Footer name and select Delete Header/Footer.

 

If there are dependencies on the Header/Footer you are deleting, the Dependency Check window opens. You can Edit (assign to a different Header or Footer) or Delete (permanently remove) each dependency. Note: All dependencies must be resolved before you can delete the Header or Footer. If the controls are greyed out, you will have to go to the dependency and edit the relationship from there.

 

A message box opens to confirm the delete action. If you want to delete the selected Header or Footer, click OK. If not, click Cancel.