Accessible Excel (implementation guide)

8.1. Repeat line

Tables that extend over more than one page have a header and footer on each page. These are free of relevant information. The table header is repeated on each page ("repeat row").

What is meant by this?

Excel files do not normally require headers or footers, as Excel is mainly used for data processing and not for text presentation. However, this function is available when exporting to a PDF file or when printing. The header could contain the file or table name and the date, while the footer usually shows the page number. A repeat row in Excel ensures that the header row, which normally contains the column labels, is repeated on each page to make it easier to read and interpret the data across multiple pages. The footer may contain additional information such as page numbers, dates or file names, but is not essential in digital Excel files and can be removed in such cases to save space and improve the readability of the spreadsheet. If the data does not fit on a single page, it is advantageous to define a repeating row or header row.

Why is it important?

The headers and footers in an Excel spreadsheet are important because they help recipients, especially those with cognitive or concentration problems and screen readers, to orientate themselves in the document and better grasp the structure of the data. When Excel files are exported to PDF or printed, the headers and footers play a crucial role by providing recipients with important contextual information and helping them to interpret and process the content of the files more easily. They serve as visual anchor points to help readers navigate and understand the table data.

How can I implement/check it?

To configure headers and footers in Excel, proceed as follows:

1. Click on "Page layout" to open the menu.
2. Select "Set up page". This will open a new window.
3. In this new window, search for the "Header/Footer" section.
4. Here you have the option of customising your headers and footers according to your requirements. You can add text, insert the date or place other relevant information.
5. If you want to make sure that the table header is repeated on every page, go to "Page Setup" and find the "Sheet" section.
6. In this section you will find the options "Repeat lines at the top" and "Repeat lines at the bottom". By specifying the corresponding settings, you can define which lines should be repeated on each page to improve readability.