8. Export/Print

Content: Repeated Header Row, Page Breaks.

8.1 Repeated Header Row

Tables that extend over more than one page have a header and footer on each page. These do not contain any relevant information. The table header row is repeated on every page (repeated header row).

Further information

What does this mean?
Excel files do not normally require headers or footers, as Excel is primarily used for data processing rather than text presentation. However, this feature is available when exporting to PDF or printing. The header may contain the file name or table name as well as the date, while the footer usually contains the page number. In Excel, a repeated header row ensures that the top row of the table, which usually contains the column headings, is repeated on every page. This makes data easier to read and interpret across multiple pages.

The footer may contain additional information such as page numbers, the date, or the file name. However, in digital Excel files it is not always necessary and may be removed to save space and improve readability. If the data does not fit on a single page, it is helpful to define a repeated header row.

Why is this important?
Headers and footers in an Excel table are important because they help users, especially those who use screen readers or who are neurodivergent, to orient themselves within the document and better understand the structure of the data. When Excel files are exported to PDF or printed, headers and footers play an important role by providing contextual information and helping users interpret and process the content more easily. They serve as visual reference points that support navigation and understanding of the table data.

How can you implement/check this?
To configure headers and footers in Excel, proceed as follows:

1. Click Page Layout to open the menu.
2. Select Page Setup. This opens a new window.
3. In this window, look for the Header/Footer section.
4. Here, you can customise your headers and footers according to your needs. You can add text, insert the date, or include other relevant information.
5. If you want to ensure that the table header row is repeated on every page, go to Page Setup and look for the Sheet section.
6. In this section, you will find the option Rows to repeat at top. Use this setting to specify which row or rows should be repeated on each page in order to improve readability.

8.2 Page Breaks

In tables, page breaks within table rows are prevented.

Further information

What does this mean?
Page breaks within table rows occur when a table row does not fit on a single page and part of its content is moved to the next page. To ensure the readability and clarity of a multi-page table, page breaks within table rows should be avoided. In practical terms, this means preventing automatic page breaks within table rows. Instead, longer text within a row should not be split across pages, so that the entire row remains easier to read and understand.

Why is this important?
If page breaks within table rows are not prevented, various problems can arise. For example, cells or columns may appear on different pages, causing the relationships between them to be lost. In addition, the content of table cells may shift when rows are split across pages, making the table as a whole difficult to read. A clear and well-structured table is therefore essential for accessibility.

Preventing page breaks within table rows improves the clarity and structure of the table. Information in the table cells remains uninterrupted, and the relationships between individual data points are preserved.

How can you implement/check this?
Depending on the operating system, there are two different ways to do this:

Mac

1. Move the pointer over the table and right-click the top-left or bottom-right corner of the table. A context menu will open.
2. Select Table Properties from the context menu.
3. In the window that opens, select the Row tab.
4. Make sure that the Allow page breaks within a row option is not selected. If it is selected, clear the checkbox.

Windows

1. Move the pointer over the table and right-click the top-left or bottom-right corner of the table. A context menu will appear.
2. Select Table Properties from the context menu.
3. In the Table Properties window, select the Row tab.
4. Make sure that the Allow row to break across pages option is not selected. If the checkbox is selected, click it to clear it.
5. Click OK to save the changes.

Disabling the Allow row to break across pages option ensures that table rows are not split across two pages, making the table easier to read and understand as a whole.

To check whether page breaks within table rows are prevented, go to View > Page Layout and review the table to make sure that all rows are shown in full on a single page. If the content in a row is too long, it is advisable to shorten it, split it into several rows, or consider an alternative way of presenting the information.