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In Word for Microsoft 365, “reduce the size” can mean three different things:
- make the header or footer text smaller;
- remove extra vertical space inside it; or
- move it closer to the top or bottom edge of the page.
These are controlled by different settings. Changing the document margins is not the same as changing the header or footer, and it can unexpectedly reduce the space available for your main text.
Make the header or footer text smaller in Word
- Double-click inside the header or footer.
- Select the text, page number, logo caption, or other content you want to resize.
- Go to Home > Font.
- Choose a smaller value in the Font Size box. For example, change 12 pt to 10 pt.
This changes the size of the content itself. It does not change the header’s distance from the top edge or the footer’s distance from the bottom edge.
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Remove extra space that makes the header or footer look tall
A smaller font does not always make the header or footer occupy less vertical space. Blank paragraphs, paragraph spacing, and line spacing can leave a large gap around otherwise small text.
- Double-click the header or footer.
- Click in the paragraph that has too much space. If necessary, select all of the header or footer text.
- On the Home tab, select Line and Paragraph Spacing.
- Select Line Spacing Options.
- On the Indents and Spacing tab, reduce Before and After spacing.
- Change Line spacing to Single, or choose another smaller setting.
- Select OK.
Also check for empty lines. Turn on formatting marks with Home > ¶ and delete extra paragraph marks inside the header or footer. A blank line can make the area appear much larger even when the visible text uses a small font.
Move the header or footer closer to the page edge
If the content is the right size but sits too far from the edge, change its position rather than its font.
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- Word displays the Header & Footer tab.
- In the Position group, reduce the appropriate value:
- Header from Top moves the header nearer the top edge.
- Footer from Bottom moves the footer nearer the bottom edge.
- Press Esc or select Close Header and Footer.
For example, lowering Header from Top from 1.27 cm to 0.8 cm places the header closer to the top of the page. Lowering Footer from Bottom has the equivalent effect for the footer. These values control position, not the size of the text.
| What you want to change | Use this setting |
|---|---|
| Text is too large | Home > Font > Font Size |
| There is too much blank space around the text | Home > Line and Paragraph Spacing > Line Spacing Options |
| The header is too far from the top | Header & Footer > Position > Header from Top |
| The footer is too far from the bottom | Header & Footer > Position > Footer from Bottom |
Why the change appears not to work
You edited the wrong header or footer variant
Word can use different headers and footers for different pages. Check the Header & Footer tab for these options:
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- Different First Page gives the first page its own header and footer.
- Different Odd & Even Pages creates separate versions for odd and even pages.
For example, if Different First Page is enabled, changing the ordinary header may not affect the header visible on page 1. Open the exact page where the problem appears and edit the version shown there.
The document contains sections
Headers and footers are linked between sections by default, but each section can eventually have different content and settings. To make one section independent:
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- Place the cursor where the new section should begin.
- Select Layout > Breaks > Next Page.
- Double-click the header or footer in the new section.
- Select Link to Previous to turn the link off.
- Change the font, paragraph spacing, or position for that section.
A normal page break is not a substitute for a section break. If a header or footer must change on a later page, use a Next Page section break rather than only Insert > Page Break.
Do not reduce the page margins as a first step
Changing Layout > Margins changes the body text area. It does not directly reduce the header or footer’s font, paragraph spacing, or edge position. It can also cause text to move, overlap, or become difficult to print.
Header and footer position values must remain compatible with the top and bottom margins. They also need to respect the printer’s minimum printable margins. A setting that looks acceptable on screen may be moved inward or clipped when printed if it falls inside the printer’s non-printable area.
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After making the change, use File > Print to check the print preview. If the header or footer is clipped, increase its distance from the edge or use a printer with smaller minimum margins.
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Word for the web lets you edit header and footer content, but it does not provide the full set of desktop header/footer controls. In particular, the desktop Position controls may not be available in the web app.
For complete control, select Open in Desktop App and use desktop Word for Microsoft 365. Microsoft lists these procedures for Word for Microsoft 365, Word for Microsoft 365 for Mac, Word 2024, Word 2021, Word 2019, and Word 2016, with some interface differences between Windows and Mac.
If you meant Excel for Microsoft 365
Excel uses a different method. To reduce the printed distance between the page edge and an Excel header or footer:
- Open the worksheet in the desktop Excel app.
- Go to Page Layout > Margins > Custom Margins.
- Enter a smaller value in the Header or Footer box.
- Select OK.
In Excel, these values control the distance from the top or bottom edge of the printed paper to the header or footer. The Header value should be smaller than the Top margin, and the Footer value should be smaller than the Bottom margin. Both must still meet the printer’s minimum margins.
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Excel for the web does not support setting page margins, so use the desktop app for this adjustment.
Quick troubleshooting checklist
- If the letters are too large, select the content and lower Font Size.
- If the area still looks tall, remove blank paragraphs and reduce Before, After, or Line spacing.
- If the content is positioned too far from the edge, reduce Header from Top or Footer from Bottom.
- Check whether Different First Page or Different Odd & Even Pages is enabled.
- Check the section where the unwanted header or footer appears.
- Preview the document before printing to catch clipping.
For reference, see Microsoft’s guidance on editing existing headers and footers, adjusting indents and spacing, and working with Word headers and footers.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.FAQ
How do I make a header smaller in Word 365?
Double-click the header, select its text, then choose a smaller value at Home > Font > Font Size. If the header still takes up too much space, reduce paragraph spacing and line spacing as well.
How do I move a footer closer to the bottom of the page?
Double-click the footer, open the Header & Footer tab, and reduce Footer from Bottom in the Position group.
Why is my first-page header not changing?
The document may have Different First Page enabled. Page 1 then uses a separate header and footer, so edit the first-page version directly.
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Will reducing the margins make the header or footer smaller?
No. Margins change the body text area. Use font size for smaller text, paragraph settings for less internal space, and the desktop Position controls to move the header or footer toward the page edge.
Can I change header and footer position in Word for the web?
Word for the web has fewer header and footer controls than desktop Word. Open the document in the desktop app when you need the complete Position settings.
How do I reduce an Excel header or footer?
In desktop Excel, select Page Layout > Margins > Custom Margins, then enter a smaller value in the Header or Footer box.
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The Bottom Line
For Word, use the setting that matches the problem: reduce Font Size for smaller text, adjust paragraph and line spacing for excess blank space, and reduce Header from Top or Footer from Bottom to move the content toward the page edge. Check first-page, odd/even, and section-specific variants before assuming Word ignored the change, and confirm the result in print preview.
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