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MS Excel File Menu With Screen Readers

by | Dec 1, 2023 | MS Excel | 0 comments

Overview

The File menu in Microsoft Excel serves as the gateway to managing your workbooks, controlling settings, and performing various tasks related to file handling. Here’s a breakdown of the key functionalities typically found in the File menu:

  1. New: Allows you to create a new workbook or choose from a selection of templates to start your project.
  2. Open: Opens an existing workbook stored on your computer, OneDrive, or other connected cloud services.
  3. Save / Save As: Enables you to save your current workbook. “Save As” lets you save the file with a different name, format, or location.
  4. Close: Closes the current workbook without closing the Excel application.
  5. Info: Provides details about the current workbook, such as file properties, permissions, and sharing options. It also allows access to version history if the file is saved on OneDrive or SharePoint.
  6. Recent: Displays a list of recently opened workbooks for quick access.
  7. Print / Print Preview: Allows you to configure printing settings, preview the workbook before printing, and print your spreadsheet.
  8. Options / Excel Options: Provides access to Excel settings and preferences, allowing customization of various features and configurations.
  9. Account: Displays information about the Microsoft account linked to Excel, including subscription details and options for managing accounts.
  10. Feedback: Offers a channel to provide feedback to Microsoft about Excel or report issues.
  11. Convert: Allows you to convert the current workbook to a different file format, such as an earlier Excel version or a different file type like PDF.
  12. Export: Provides options to export the workbook data to different formats such as PDF, CSV, or other file types.
  13. Share: Facilitates sharing the workbook via email or cloud services, allowing collaboration with others in real-time.
  14. Options for specific tasks or add-ins: Depending on your Excel version and installed add-ins, there might be additional options or functionalities available in the File menu for specific tasks or integrations.

The File menu is fundamental for managing Excel workbooks, offering essential file-related functions and settings to streamline your workflow and optimize file management within the application.

Navigation In File Menu Using Screen Reader

Navigating the File menu in Microsoft Excel using a screen reader involves utilizing keyboard shortcuts or specific screen reader commands to access and interact with the various options. Here’s a step-by-step guide:

  1. Open Excel and Access the File Menu:
    Launch Microsoft Excel. To access the File menu, press the following keys: Alt + F. This combination will take you directly to the File menu.
  2. Navigate through File Menu Options:
    Once in the File menu, use the arrow keys (up/down) to navigate through the various options available. Your screen reader should read aloud the highlighted option as you move through the list.
  3. Access Sub-Menus or Commands:
    For options that have sub-menus (e.g., Save As, Export, Share), use the right arrow key to access the sub-menu.
  4. Activate or Execute an Option:
    To activate or execute a specific option, such as opening a file, saving, or printing, press Enter when the desired option is selected. This action will execute the command associated with that option.
  5. Use Screen Reader Shortcuts:
    Depending on the screen reader being used (e.g., NVDA, JAWS, VoiceOver), there might be specific shortcuts or commands tailored for easier navigation within Excel’s File menu. Refer to the screen reader’s documentation or keyboard shortcut guide for Excel accessibility.
  6. Explore Additional Settings:
    Some screen readers offer settings or modes optimized for navigating menus and complex interfaces. Consider exploring the screen reader’s settings to adjust verbosity, navigation modes, or specific configurations for better interaction with Excel’s File menu.
  7. Remember Keyboard Shortcuts:
    Keyboard shortcuts in Excel (like Ctrl + O for Open, Ctrl + S for Save, etc.) can also be used directly without navigating through the File menu. These shortcuts can be quicker and more efficient for executing specific commands.

When using a screen reader in Excel, familiarity with its navigation commands, along with keyboard shortcuts specific to Excel operations, can significantly enhance efficiency and ease of use while interacting with the File menu and other features.

Working With Excel Options Using Screen Readers

In Microsoft Excel, the “Options” or “Excel Options” menu provides a range of settings and configurations to personalize your Excel experience. Navigating these options using a screen reader involves using keyboard shortcuts and specific techniques to access and modify settings efficiently. Here’s an overview of some categories within Excel Options and how to navigate them with a screen reader:

Categories in Excel Options:

  1. General: Includes general settings like user interface options, default font settings, and startup options.
  2. Formulas: Contains settings related to formula calculation, error checking, and formula options.
  3. Proofing: Deals with spelling, autocorrect, and language settings for proofing and reviewing documents.
  4. Save: Provides options for saving workbooks, including auto-recovery settings and file format options.
  5. Language: Allows for language preferences, editing languages, and display options.
  6. Advanced: Contains a wide range of advanced settings, including editing options, display, formula options, and compatibility settings.
  7. Customize Ribbon: Enables customization of the Ribbon interface by adding, removing, or rearranging tabs and commands.
  8. Add-Ins: Manages Excel add-ins, including COM add-ins, Excel Add-ins, and other types of add-ins.

Navigation Steps using a Screen Reader:

  1. Accessing Excel Options:
    Press Alt + F to open the File menu. Use the arrow keys to navigate to “Options” or “Excel Options” and press Enter to select it.
  2. Navigating Categories:
    Once inside Excel Options, use the arrow keys to navigate between the categories listed on the left-hand side. The screen reader should announce each category as you move through them. Select a category by pressing Enter to enter into its settings.
  3. Exploring Settings within a Category:
    Inside a category, navigate through different settings using the arrow keys. Each setting typically has a label and associated controls like checkboxes, dropdown menus, or input fields. The screen reader should read out the label and provide information about the control type and its current status. Interact with controls using screen reader-specific commands. For instance, to toggle a checkbox, use the appropriate command associated with your screen reader.
  4. Returning to Categories or Exiting Options:
    To move back to the list of categories, find and activate the “Back” or “Previous” button using the arrow keys and Enter. Exit Excel Options by navigating to and activating the “OK” or “Apply” button to save changes or “Cancel” or “Close” to discard changes.
  5. Using Screen Reader Commands:
    Some screen readers might have specific commands or shortcuts optimized for navigating dialog boxes and settings interfaces. Refer to your screen reader’s documentation for any Excel-specific commands that might assist in navigation and interaction within the Options menu.

Navigating Excel Options with a screen reader involves exploring the categories, settings, and controls using keyboard navigation and screen reader-specific commands. Familiarity with your screen reader’s functionalities and Excel’s interface will enhance your ability to configure settings tailored to your preferences.

Shortcut Key Commands

In Microsoft Excel, various shortcut key combinations allow quick access to different options within the File menu. Here are some common shortcut commands for accessing specific functions within the File menu:

  1. Create a New Workbook: Ctrl + N
    This shortcut creates a new, blank workbook in Excel.
  2. Open an Existing Workbook: Ctrl + O
    Opens the “Open” dialog box, allowing you to select and open an existing Excel workbook.
  3. Save the Current Workbook: Ctrl + S
    Saves the current workbook. If it hasn’t been saved previously, it will prompt you to specify a file name and location.
  4. Save As: F12 or Alt + F, A
    Opens the “Save As” dialog box, enabling you to save the current workbook with a new name or in a different location or format.
  5. Close the Current Workbook: Ctrl + W
    Closes the active workbook without closing the Excel application.
  6. Print: Ctrl + P
    Opens the Print dialog box to print the current workbook.
  7. Access Excel Options: Alt + F, T
    Pressing Alt + F opens the File menu, then pressing T selects the “Options” or “Excel Options” submenu, providing access to various Excel settings.
  8. Exit Excel: Alt + F4
    Closes the Excel application.

These shortcuts can significantly improve efficiency when working with Excel files, allowing quick access to essential file management functions and settings without the need to navigate through menus manually.