Excel Accessibility: Page Layout & Viewing Options

There are several viewing options available in Excel: Normal, Page Layout and Page Break Preview. Normal is the default view. Page Layout is a bit like Print Preview in that it allows you to see a preview of your worksheet as it will appear on a printed page, and it allows you to add a header to the page. You may change your view by clicking on the icons at the bottom right corner of Excel.

Excel2016ViewingOptions

Repeating Headings

Whenever possible, keep tables on one page. However, if a table needs to span multiple pages, be sure to repeat applicable heading rows and/or columns on each page.

To repeat your table rows on each page:

  1. Go to the Page Layout tab.
  2. In the Page Setup area, choose Print Titles.

Excel2016PrintTitles

3. In the Page Setup dialog box, click on the icon to the right of Rows to repeat at top.

Excel2016RowsRepeat

4. When the Page Setup – Rows to repeat at top dialog box appears, click on the row in your table which needs to repeat. This will populate the dialog box appropriately for you.

Excel 2016 Page Setup - Rows to repeat at top dialog box

5. Click the icon at the right to return to the Page Set Up dialog box and click OK.

To repeat your table columns on each page:

  1. Go to the Page Layout tab.
  2. In the Page Setup area, choose Print Titles.

Excel 2016 Page Layout tab highlighting the Print Titles option in the Page Setup area

3. In the Page Setup dialog box, click on the icon to the right of Columns to repeat at left.

Excel2016ColumnRepeat

4. When the Page Setup – Columns to repeat at left dialog box appears, click on the column in your table which needs to repeat. This will populate the dialog box appropriately for you.

Excel 2016 Page Setup - Columns to repeat at left diaglog box

Page Order

The Page Setup dialog box also allows you the option to choose the appropriate page order for your worksheet. Be sure to double check this when you plan to print or convert to PDF.

Next week, we’ll discuss how to check your workbook for accessibility.

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