Add a header or footer that acts like a background page and can be applied to all or selected pages in your diagrams.
Create a header and footer page
Select Design > Borders & Titles, and select the style you want for the header or footer.
Visio creates a new header and footer page called VBackground-X.
Right-click the header and footer background page tab, select Rename, and type in a new name.
Select the header and footer page.
Double-click any of the text areas, and type in text.
Tip: To add the date, time, or page information, select a text box in the header or footer area, select Insert > Field, and select the field you want to add.
Create a new text box in the footer
Select Text Box.
Drag to create a new text box in the footer.
Type in the text you want.
Apply a background
Select Design > Backgrounds, and select the background you want.
Apply an existing header and footer to a page
Select the page you want to add the header and footer to.
In the Page Setup group, select the More arrow.
Select Page Properties.
In the Background list, select the header and footer page you want.
Note: Header and footer pages work best when they are the same size as the foreground page.
If you want to add a header or a footer to your drawing, create a border.
A border is a special kind of background page that you create for reuse across as many foreground pages as you like.
These theater booking and cancellation flowcharts will be included in our system documentation.
I’d like to add a title and page number to each page, so I’ll create a border.
I go to Design, select Borders & Titles, and choose a border and title style.
Now I’ll make a few changes.
The border is on a new background page.
I'll right-click the page name, select Rename, and type a new name.
First, I’ll work on the header.
These pages are for the theater site processes handbook, so I’ll select title text and replace it with that title.
If there’s anything in the header or footer that I don’t want, I select it and press Delete.
But I’m going to keep everything, so I’ll undo that change.
To finish up the header, I select the date box and type today’s date.
In the footer, I’ll add a field that will insert the page number automatically.
I go to Insert and select Field.
Then, in Category, I select Page Info, and in Field name, Page Number.
This is a background page, so I can make other changes to it. I select Text Box, drag to create a new text box in the footer, and type the name of the process owner.
A background color would look nice, too.
I go to Design, select Backgrounds, and choose one.
That looks good.
The cancellation page doesn’t have a border yet, so I’ll add the one I just created.
I select the page, select the More arrow in the Page Setup group, and select Page Properties.
In the Background list, I choose my new header and footer page.
Because this page is the same size as the booking page, the border looks great.
And the page number is updated to page 2, thanks to the field I added.
Now both pages have a header and footer, and I’ve added some helpful navigation elements for the employees who will use our systems documentation.