Keywords: document editor, logo, letters, header, footer, merge field, letters logo
Summary
This article covers how to add a header and footer to your Cloud 9 documents using merge fields, so that updating your logo across all documents at once is as simple as changing it in one place.
Pre-Requisite: You must have permissions to access the Document Editor, as well as 'Edit Library Items', so that you can access each location for which you are attempting to alter the logo.
Old Method of Updating Logos on Letters
In the past, logos were added to Cloud 9 documents as inline images, placed individually on each document. This worked fine until your logo changed — at which point you would need to update it manually across all 27 documents in the Document Editor. The new method described in this article makes that process much simpler by pulling the logo from a single location, so you only ever need to update it in one place.
Newer, Efficient Method to Add Logos to your Letters
Step 1: Upload Your Logo and Footer in Location Settings
Before working in the Document Editor, make sure your logo and footer are uploaded in Edit > Setup > Locations > Images tab. Your logo should be placed in the Letter Header section, and your address and contact information should be placed in the Letter Footer section.
Step 2: Open the Document Editor
Navigate to Home > Document Editor and select the document you want to add the header and footer to.
In your URL, proceed to the Document Editor (Home > Document Editor) and select the document in which you wish to place the Header and Footer.
Step 3: Insert the Header
Click the Insert tab in the toolbar. You will see Header and Footer options appear. Click Header to begin.
A header area will open at the top of the document, (shown in the screenshot below where the arrow is pointing), and a new Header Footer navigation tab will appear at the top of the screen. There is also a box marked Table that will be needed for the next step.
Step 4: Insert a Table into the Header
With the header area active, click the Table button in the toolbar. Headers and footers should always be placed inside a table — this locks them in place on the document. Enter 1 for both the number of columns and rows, then click OK.
Next, click inside the Table you just inserted into the Header. This will show an outline indicating the 1 column, 1 row table, shown in the screenshot below.
Step 5: Insert the Header Merge Field
With your cursor inside the table, click Merge Fields in the toolbar. Select the General dropdown, then Images, then select 'Image Letter Header.'
A placeholder image will appear in the header table, representing where your logo will display when the document is merged.
Now that the Placeholder for the Header is in the table, adjustments are needed to optimize the header. Notice in the Tabs above the document toolbar, the Design and Layout tabs.
Step 6: Remove the Table Border
This step is optional, but removing the border surrounding the table gives the header a cleaner look. Click the Design tab above the toolbar and use the dropdown to select No Border.
Step 7: Align the Logo
Click the Layout tab, then open the Alignment dropdown. Select the alignment that works best for your practice. Center is the most common header alignment choice, but you can also select Top Center, Bottom Center, Left, or Right depending on your preference.
After alignment is completed, the Header image placeholder should appear locked in place in the desired alignment of the header field, as shown in the screenshot below.
Step 8: Resize the Placeholder
The placeholder will not be an exact representation of your logo at first and will likely need to be resized. Left-click the placeholder image to select it — resize handles will appear around it.
To resize, place your cursor on the lower left corner handle, then click, hold, and drag down and to the left to enlarge it. Dragging from the corner maintains the aspect ratio and keeps your logo looking correct. Dragging only from the bottom will make it tall and narrow, and dragging only from the side will make it wide and distorted.
After resizing, save the document and do a test merge to see how the logo looks. You may need to come back in and adjust the size a few times to get it right.
The placeholder should now look larger than it did when it was first brought onto the document.
Step 9: Add the Footer
Once the header is set up, it's time to add the footer. From the Header Footer tab at the top of the screen, hover over the second button from the left and click Go to Footer. Repeat the same steps from above: insert a table, select the Image Letter Footer merge field, then resize and align the placeholder to your preference.
Note: The Header Footer tab also includes options to adjust how close the header or footer sits to the edge of the page. When you are finished, click the X in the Header Footer tab to return to the main Document Editor.
To the left of the X button that exits the Document Editor, there are two options. Header from the Top and Footer from the Bottom. These options have arrows that you can move up and down and controls how far away from the top the header appears and how far from the bottom the footer appears. In the video GIF below, you can see how when I increase the Header from the Top, it moves the Header further down from the top of the document. These tools can help you customize how your Headers and Footers appear.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.