Create a Letterhead in Microsoft Word

I rarely send out enough correspondence to purchase business or company letterhead from a printer. Instead, I create a letterhead in Microsoft Word using a template that includes my logo, address, and optional text. When I need to send correspondence, I use this personalized letterhead template on nice stationery paper. Based on your design skills, you can make a professional-looking one.

The key to creating the letterhead is first to decide what you want to display. For this tutorial, I’ll use Microsoft Word, which is included in Microsoft 365 (Previously called Office 365). I’ve also done a version for Google Docs as well. In addition, you can use a letterhead when doing a mail merge as well.

Information Elements

Although creating the template is simple, you should do some planning. I find it helps to take a blank sheet of paper and sketch my design. Nothing fancy as this is more a wireframe or mockup. This will help you choose the starting header. The good news is once you grasp the power of templates, you can make changes or use different versions.

The list of elements can vary based on whether you’re an individual, organization, or company. For example, if you’re doing a church letterhead, you might not have a slogan, or if you’re a professional law firm, you may not have social media addresses. To get you started, here are some items to consider:

  • Brand Logo
  • Slogan or tagline
  • Name
  • Address
  • Phone numbers (office and cell)
  • Web address
  • Email address
  • Professional license numbers
  • Memberships and awards
  • Established date
  • Social media addresses

Once you’ve come up with the items to include, you should determine their placement. I split my elements between Microsoft’s Word header and footer.

Template Graphics Considerations

Clearly, images or logos can improve the design and be impactful. But images can pose design problems. You may find you have a great graphic, but your computer printer doesn’t do it justice. Your printer’s capabilities aren’t good enough to display the image. And we all know how pictures differ when you’re running low on printer ink.

The flip side is when you have a great printer, but the image file isn’t as good as it should be. This could be a result of reducing the image file size too much, so it appears pixelated.

Another issue is that the image you pull in has too much white space, so you need to crop or adjust the image. An image capture program like SnagIt can do crops and adjustments.

If you work for a company or organization, you should check if they have an identity or “style guide.” They will often have approved graphics they can give you in the appropriate image size and file format. Just like templates, style guides can range from simple to complex. For example, HubSpot has a lengthy article that includes examples.

Add a Logo to the Letterhead Header

In this tutorial, I’ll create a simple template. The header will have my site logo, and the footer will have my postal address. And yes, Microsoft Word could handle my new logo, which is an SVG file.

  1. Start with a blank Word document.
  2. Click the View menu and select Print Layout.
Setting Print Layout mode.
Start with a blank Microsoft Word document
  1. From the Insert menu, select Header. Microsoft Word will display a list with numerous starting Header styles.
Header menu button with drop-down style examples.
Choose your header style
  1. Click the style you prefer. I will use the top Blank style. You’re now in “Design” mode and you should see a Header marker tab to the left and placeholder text above.
Adding Header section.
Header area shows on Word document
  1. While on the Design menu, click Pictures from the Insert section. If your image is too large, it will scale down to fit the width.
  2. The Insert File dialog will open. Find your graphic file and click Insert.
  3. Review your image to see if it’s balanced. In the example below, I think my logo is twice the size I prefer.
Inserted logo that is too large.
Logo too large for letterhead area
  1. Right-click your image and select Size and Position…
  2. A dialog appears with various resizing options. My initial logo was 20% and I reduced it down to 10%.
Scaling logo image to 10% from 20% in Layout panel.
Reducing logo image size
  1. Click OK to accept new image size. The image will left-align.
Logo is left aligned in Header section.
Logo shifted to the left.
  1. Click the image.
  2. Click Home.
  3. Click the Center Alignment button in the Paragraph section.
Centering the logo in Header.
Centering the logo or picture.
  1. Optional: Add any other text you might like in this area.

In the footer area, I include my address with a smaller font and a vertical line or pipe sign. I also centered the text.

  1. From the Insert menu, select Footer. Word will display a series of Footer styles.
Selecting Footer menu option from drop-down menu.
Add a Blank Footer section
  1. Click the style you prefer. A placeholder footer appears.
Footer with text placeholder.
Footer with placeholder for text
  1. Add in your text such as your address.
  2. If you wish to change the font, highlight your text and right-click. This will open the mini format bar.
mini format toolbar for footer.
Formatting footer text
  1. Optional: If you wish to center your text, click the Home menu and then the Center text button.
Center toolbar alignment button.
  1. Double-click the small Footer marker at the top left to get out of footer design mode.

This is also a good time to print your letterhead to check any artwork’s color and clarity. Your online version may show colors that are muted but print fine. You may also need to adjust your printer settings if they are in draft or economical print mode.

If you need to edit either the header or footer to get into design mode, double-click anywhere in the footer or header area. The small tab markers will show to the far left.

Save the Letterhead Template – (*.dotx)

Aside from tweaking your header and footer, you may want to adjust other properties before saving the file. For example, you might change the margins, fonts, or style. T

  1. From the File menu, select Save As…
  2. In the Save As dialog, change the Save as type: to Document Template (*.dotx).
Word Save As menu with Word Template (*.dotx) selected.
  1. Provide a descriptive name for your template such as “letterhead”.
  2. Click Save.

Using Your Template

When you saved the template, Microsoft Word stored it in a templates folder. On my Windows system, this is “C:\Users\Anne\Documents\Custom Office Templates\letterhead-tutorial.dotx”.

To use the letterhead template,

  1. Open Microsoft Word and select New either from the File menu or Backstage view.
  2. Click Personal.
Backstage view with featured and personal options
  1. Double-click the template you wish to use. A new document will open based on your selection.

Creating a letterhead template won’t take care of your correspondence. You’ll still have to write your letters. At least you won’t have to type your name and address information each time. And you can also this template to have your letterhead printed in bulk. Many printers have facilities where you can send them a Word file or PDF file, and they can use it to do a print run.

Word 2019 For Dummies
Gookin, Dan (Author); English (Publication Language); 400 Pages - 10/23/2018 (Publication Date) - For Dummies (Publisher)

Disclaimer: Images from Amazon Product Advertising API. I may receive an affiliate commission on these products if you buy. Updated: 2021-04-17