Accessible Word (implementation guide)

7.2. Header

All column headings (first line) are marked as "Header", all line headings (if available) as "First column". The first line with the column headings is repeated as the "Header" on each page.

What is meant by this?

A clear structure in tables is achieved using column and row headings. The header displays how the content is organised in the columns, while the "First column" sorts the content within the rows. To ensure that a table can be read out correctly by a screen reader or voice output, the column and row headings should be marked as "Header row" and "First column" respectively.

The "header row" of a table in Word is the top row of the table, which normally contains the column headings. The header row is used to identify and organise the content and structure of the table. It should be displayed on each new page of multi-page tables.

If all column headings are marked as "Header", they help to present the contents of the table clearly and comprehensibly. The same applies to row headings that are marked as "First column". These markings make it possible to perceive the table content correctly and clearly.

Why is it important?

Incorrect formatting of tables can result in the content and structure of the table being unclear or incomprehensible to screen reader users. For example, if column or row headings are not marked as "Header" or "First column", the screen reader cannot interpret the structure of the table correctly and cannot understand the order within the table. As a result, important information may be lost or misunderstood.

If the header of a table is not repeated on every page, this can lead to confusion and misinterpretation of the content.

For complex tables in particular, it can be helpful to repeat the column labels on each page. This repetition provides recipients with better orientation and makes it easier to correctly allocate the contents of the table. Screen reader users also benefit from the repetition of the header, as this is also read out at the top of each page. This means they do not have to constantly remember the column headings or keep returning to the beginning of the table to keep their bearings.

How can I implement/check it?

In Microsoft Word, the first row of a table is automatically marked as a "header row". The "Header" box in the "Table design" tab is ticked. The first column can be marked as the "First column" by going to the "Table design" tab and selecting the corresponding options. You only need to mark the first column as such if there is a heading or order for the row.

To check a table for this, proceed as follows:

1. Click in the first cell of the table.
2. Go to the table design in the menu bar.
3. Look for the checkboxes for "Header" and "First column" on the left-hand side of the menu and check whether they are activated.

To mark the header row of a table as such and make it visible on every page, proceed as follows:

1. Select the first line and then go to "Table design" or right-click "Table properties".
2. There, tick the option "Repeat the same header row on every page". This also allows you to check whether there is a header row on every page of the table.