Key points at a glance
- Repeat column headings on continuation pages.
- Manage row breaks and width.
- Inspect every page of the exported table.
Organise the table before formatting
A results table should make sense on page two without forcing readers to flip back. Shorten headings only when abbreviations are explained in a note. Separate unrelated questions into different tables rather than forcing a very wide matrix across many pages. Your department may prefer detailed raw-data tables in an appendix.
Example: A table with 25 interview cases and four categories spans three pages. “Case”, “Context”, “Category” and “Evidence location” must remain identifiable on every page. A repeated header helps, but does not replace anonymising participants or explaining the coding scheme.
Use Word’s repeat-header feature
Select the first row, or several header rows beginning with the first, then choose Repeat Header Rows. Microsoft explains that this works for automatic page breaks; a manually inserted page break inside the table prevents repetition. Inspect Print Layout because the editing view may not reveal the final continuation.
If the header vanishes, first check whether the actual first row was selected. A continuation pasted as a separate table has different structure. Rejoin it only if the data and department layout still make sense, rather than blindly copying a visual header onto each page.
Handle long rows and notes
One very tall row can leave half a page empty or stretch beyond the printable area. Review row properties and decide whether a row may split across pages. Keeping short numerical rows intact often reads well; long excerpts may need a controlled break. Extra blank paragraphs are not a durable pagination tool.
Keep the title and explanatory notes visibly connected to the table. A note explaining significance symbols or missing values should not appear without context on another page. Check inner margins and type size for the bound format; screen zoom can hide print legibility problems.
Check the PDF one page at a time
Inspect every continuation page for repeated headings, complete rows, correct order and readable values. Compare sample sizes and figures against your analysis output. A number beneath the wrong column label is more serious than slightly uneven row height.
If the table remains cramped, consider a landscape page or a compact main-text table with full detail in an appendix. Preserve the key findings in the main argument. Export again after such a change and refresh the table list and cross-references.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Reduced irrelevant columns.
- Selected first header rows.
- Reviewed row breaks.
- Inspected every PDF continuation.
Common mistakes
- Adding a manual break inside the table.
- Pasting a visual header repeatedly.
- Showing figures without column labels.
Prepare the finished thesis for submission
Once the content and university requirements are checked, review your PDF and the available printing and binding options.
Review printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Why is the header not repeating?
Check the first-row selection and remove manual page breaks within the table.
May a row split over pages?
When readability and your template allow it; choose deliberately.
Should a huge table go in an appendix?
Often a concise main table and a detailed appendix serve readers better.