Customizing the Header and Footer for Printing Layouts

Written on . By CPM Solutions

The Page Setup settings provide a variety of options for customizing headers and footers for printing activity layouts and Gantt charts. This can be particularly useful when you have stakeholders, administration, and team members that all have to access and read these reports. In this tutorial, we will be showing you how to customize headers and footers using the Page Setup options.

First, you will have to open the Page Setup. To do this you can either:

1. Click on the File menu > Page Setup

2. Click on the File menu > Print Preview > Page Setup icon.

There are tabs at the top of the Page Setup that give you access to settings, which include the header and footer. Click on these tabs so that you can customize the header and footer sections of the page.

Below is the Page Setup dialog. The numbers on the box correspond with the table below to describe what each particular drop-down, check box or section can display or customize.




In this example, we will go through all of the different options for customizing the header and footer.

1.  Adding the Company Logo to Section 1:

  • First, we’ll need to add height to the header. Click on the Height up arrow.
  • Delete any existing content from the section.
  • Click on the Add Picture icon.
  • Click on the Browse button and select a picture from your computer.
  • Click OK.


  • Resize the photo so that it will fit in the header.
  • Click Apply to see if it will work. You can readjust the picture size to fit in the header.


2. Add the Project Name and Date to Section 2.

  • Click on the blue display box below Section 2.
  • Remove any already existing content from Section 2.

When the ‘Text/Logo’ option is selected, you can add either customized text or use the drop-down menu at the bottom to select pre-set data tags. In this example, we’ll use the custom data tags.

  • Select [project_name]. Click the Add button.
  • Select [date]. Click the Add button.
  • Use the text icons to customize the font and size of the text. We’ve done a bit of customizing in this example.
  • Again, you can click Apply if you’d like to view what it looks like.


3. Add the Layout Name and Page Number to Section 3.

  • Click on blue display box below Section 3.
  • Remove all of the existing content from the area if it is not applicable.
  • Add the data tag [layout_name], [page_number], and [total_pages].
  • Customize this section using the font and size selection.

In this section, we’ve used a mix of pre-set data tags and text. You’ll see that we’ve put the word ‘Page’ and a ‘/’ mark in this section so that it will read ‘Page # out of #’ in the header.


Next, we will work on the Footer. Click on the Footer tab at the top of the Page Setup box.


The Footer will be displayed at the bottom of the page. This is an opportune location for any listings of information or a Gantt Chart Legend. The Gantt Chart Legend explains what the colours of the bars mean and any other key identifier such as milestones of the Gantt Chart. The Revision box shows the number of revisions to the project plan and whether it has been approved.

1. Use the Gantt Chart Legend in Section 1.

  • Click on the blue box to open the drop-down menu for Section 1.
  • Click on Gantt Chart Legend.

It’s as simple as that. The Gantt Chart Legend is pretty straight forward.

2. Use the Revision Box in Section 2.

  • Click on the blue box to open the drop-down menu for Section 2.
  • Click on Revision Box.

You can add or delete the number of revision lines on the print-out using the ‘Add’ and ‘Delete’ buttons at the bottom of the page.


3. Display the Filter List in Section 3.

  • Sometimes you do not need to customize the header and footer. In this layout, Section 3 of the Footer includes the Filter List. We’ll leave this here. You already know how to add a data tag.

Once you have customized the header and footer, click Apply to have these new settings applied to the print layout. Then, click OK.


You can see that customizing headers and footers can be easy and extremely customizable in Primavera® P6. Pre-set data tags allow for this header and footer to be used on other project print-outs or printouts in the future as the date moves forward, more filters are applied, and revisions occur.

One final note: Gantt Charts can be very wide when you have hundreds or thousands of activities in a project. Try to print on wider paper such as legal size. You can change the paper size in the ‘Page’ tab of the Page Setup. This will help you to view your Gantt Charts a little easier.