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MS Excel Home Tab With Screen Readers

by | Dec 5, 2023 | MS Excel | 0 comments

Overview

The “Home” tab in Microsoft Excel is one of the primary tabs in the Excel ribbon, and it contains a variety of commands and tools that are essential for working with your Excel spreadsheets. Here’s an overview of the key functions and features found in the “Home” tab:

Clipboard Group:

  • Cut (Ctrl + X): Removes the selected content and places it on the clipboard.
  • Copy (Ctrl + C): Copies the selected content to the clipboard.
  • Paste (Ctrl + V): Inserts the content from the clipboard into the selected location.
  • Format Painter: Copies the formatting from one cell and applies it to another.

Using the functions of the Clipboard Group in the Home tab of Excel with a screen reader like Microsoft Narrator or NVDA is quite straightforward. Here are the steps to use these functions:

  1. Cut (Ctrl + X):
    • Select the cell or range of cells you want to cut.
    • Press Ctrl + X. This will cut the selected content and place it on the clipboard.
  2. Copy (Ctrl + C):
    • Select the cell or range of cells you want to copy.
    • Press Ctrl + C. This will copy the selected content to the clipboard.
  3. Paste (Ctrl + V):
    • Move to the cell where you want to paste the content.
    • Press Ctrl + V. This will insert the content from the clipboard into the selected location.
  4. Format Painter:
    • Select a cell that has the formatting you want to copy.
    • Activate the Format Painter by pressing Ctrl + C twice (press Ctrl + C to copy the cell, then press Ctrl + C again to activate Format Painter).
    • Now, select the cell or range of cells where you want to apply the formatting.
    • Press Enter to apply the copied formatting.

Font Group:

  • Font: Allows you to choose a font type from the dropdown menu.
  • Font Size: Lets you select the font size for your text.
  • Bold (Ctrl + B): Applies bold formatting to selected text.
  • Italic (Ctrl + I): Applies italic formatting to selected text.
  • Underline (Ctrl + U): Applies underline formatting to selected text.
  • Borders: Provides options for adding cell borders.
  • Fill Color: Lets you change the background color of selected cells.
  • Font Color: Allows you to change the text color.

Using the functions of the Font Group in the Home tab of Excel with a screen reader, such as Microsoft Narrator or NVDA, is quite similar to using these functions without a screen reader. Here are the steps to use these functions:

  1. Font:
    • Select the cell or range of cells whose font you want to change.
    • Press Alt + H, then FF. This will open the Font dialog box.
    • In the Font dialog box, you can use the arrow keys to navigate and select the desired font name.
    • Press Tab to move to the Font Style dropdown and use the arrow keys to select options like Regular, Italic, or Bold.
    • Press Tab to move to the Font Size dropdown and use the arrow keys to select the desired font size.
    • If you want to change other font attributes like color or effects, use the appropriate tabs within the Font dialog box.
    • Once you have made your selections, press Enter to apply the changes.
  2. Bold (Ctrl + B), Italic (Ctrl + I), Underline (Ctrl + U):
    • Select the text or cell where you want to apply these formatting options.
    • To make text bold, press Ctrl + B.
    • To make text italic, press Ctrl + I.
    • To underline text, press Ctrl + U.
    • To toggle these formatting options on or off, press the respective keyboard shortcuts again.
  3. Fill Color:
    1. Select the cell or range of cells whose fill color you want to change.
    2. Press Alt + H, then H, then I. This will open the Fill Color menu.
    3. Use the arrow keys to choose a color from the palette.
    4. Press Enter to apply the selected fill color.
  4. Font Color:
    1. Select the cell or range of cells whose font color you want to change.
    2. Press Alt + H, then H, then F. This will open the Font Color menu.
    3. Use the arrow keys to choose a color from the palette.
    4. Press Enter to apply the selected font color.
  5. Borders:
    1. Select the cell or range of cells where you want to add borders.
    2. Press Alt + H, then B. This will open the Borders menu.
    3. Use the arrow keys to select various border options, such as top border, bottom border, left border, right border, or no border.
    4. Press Enter to apply the selected border style.

Alignment Group:

  • Align Left, Center, Align Right: Aligns text within cells.
  • Increase Indent, Decrease Indent: Indents text within cells.
  • Wrap Text: Wraps text to fit within the cell.

Using the functions of the Alignment Group in the Home tab of Excel with a screen reader, such as Microsoft Narrator or NVDA, is quite similar to using these functions without a screen reader. Here’s how to use these functions:

  1. Align Left, Center, Align Right:
    • Select the cell or range of cells that you want to align.
    • To align content to the left, press Ctrl + L.
    • To center content, press Ctrl + E.
    • To align content to the right, press Ctrl + R.
  2. Increase Indent, Decrease Indent:
    • Select the cell or range of cells with the content you want to adjust the indentation for.
    • To increase the indentation, press Alt + H, 6.
    • To decrease the indentation, press Alt + H, 5.
  3. Wrap Text:
    • Select the cell or range of cells where you want to wrap text.
    • To enable text wrapping, press Alt + H, W. This will toggle text wrapping on.
    • To disable text wrapping, follow the same steps to toggle it off.
  4. Merge and center selected cells:
    1. Open Excel and Your Workbook:
      • Launch Microsoft Excel and open the workbook where you want to use the “Merge and Center” feature.
    2. Navigate to the Worksheet and Select the Cells:
      • Use your screen reader’s navigation commands to move to the worksheet containing the cells you want to merge and center. Once you’re on the correct worksheet, select the cells you wish to combine.
      • You can use standard screen reader navigation commands to move around the worksheet and select cells, such as arrow keys or navigation shortcuts.
    3. Access the “Merge and Center” Option:
      • To access the “Merge and Center” option, navigate to the “Home” tab on the Excel ribbon.
      • Locate the “Merge & Center” button, which is often found in the “Alignment” group. Activate this button with your screen reader’s activation command (usually Enter or Spacebar).
    4. Choose a Merge Option:
      • After you activate the “Merge & Center” button, a dropdown menu will appear with different merge options. The common options include “Merge & Center,” “Merge Across,” and “Merge Cells.” Use your screen reader to navigate through these options.
      • If you want to merge the selected cells and center their content, choose the “Merge & Center” option by navigating to it using your screen reader and activating it with your activation command.
    5. Confirm Merge Range (if prompted):
      • Excel may prompt you to confirm the range of cells you want to merge and center. Verify that the correct cells are selected, and if not, adjust the selection using your screen reader’s navigation commands.
    6. Apply the Merge and Center:
      • Confirm and apply the merge and center operation by activating the “OK” or “Merge” button within the dialog box that appears.
    7. Verify the Merged and Centered Cells:
      • Use your screen reader to confirm that the selected cells have been merged and centered. Excel should announce the merged cell’s content and formatting.
  5. Format Cells Dialog Box:

    You can also use the “Format Cells” dialog box to access more advanced alignment and text control options by pressing Ctrl + 1 (while the cell or range is selected) and navigating through the various tabs within the dialog box using the Tab key and arrow keys.

Number Group:

  • Number Format: Opens the Format Cells dialog for customizing number formats.
  • Currency, Percent, Comma Style: Applies predefined number formats.
  • Increase Decimal, Decrease Decimal: Adjusts the number of decimal places in a cell.
  • Accounting Number Format: Applies accounting formatting.

Using the functions of the Number Group in the Home tab of Excel with a screen reader, such as Microsoft Narrator or NVDA, is quite similar to using these functions without a screen reader. Here’s how to use these functions:

  1. Number Format:
    • Select the cell or range of cells whose number format you want to change.
    • Press Ctrl + 1. This will open the Format Cells dialog box.
    • Use the Tab key and arrow keys to navigate through the various tabs within the dialog box. The “Number” tab should be selected by default.
    • In the “Number” tab, you can choose from various number formats (e.g., Number, Currency, Date, Time) and customize the format further.
    • Once you have made your selections, press Enter to apply the changes.
  2. Currency, Percent, Comma Style:
    • Select the cell or range of cells that you want to format.
    • To apply currency formatting, press Ctrl + Shift + 4 (Ctrl + $).
    • To apply percentage formatting, press Ctrl + Shift + 5 (Ctrl + %).
    • To apply comma style formatting (thousands separator), press Ctrl + Shift + 1 (Ctrl + ,).
  3. Increase Decimal, Decrease Decimal:
    • Select the cell or range of cells whose decimal places you want to change.
    • To increase the number of decimal places, press Ctrl + Shift + + (Ctrl + +).
    • To decrease the number of decimal places, press Ctrl + Shift + – (Ctrl + -).
  4. Accounting Number Format:
    • Select the cell or range of cells that you want to format as accounting.
    • Press Ctrl + Shift + $.

When using these Number Group functions with a screen reader, the screen reader will announce the actions and provide feedback as you navigate and make selections. Ensure that your screen reader is properly configured, and Excel’s accessibility settings are enabled for the best experience.

Remember that you can also use the “Format Cells” dialog box to access more advanced number formatting options by pressing Ctrl + 1 (while the cell or range is selected) and navigating through the various tabs within the dialog box using the Tab key and arrow keys.

Editing Group:

  • Find (Ctrl + F): Opens the “Find and Replace” dialog for searching within the worksheet.
  • Replace (Ctrl + H): Opens the “Find and Replace” dialog for replacing content.
  • Sort & Filter: Options for sorting and filtering data in columns.
  • Clear: Clear cell content, formatting, or comments.

Using the functions of the Editing Group in the Home tab of Excel with a screen reader, such as Microsoft Narrator or NVDA, follows similar steps to using these functions without a screen reader. Here’s how to use these functions:

  1. Find (Ctrl + F):
    • Press Ctrl + F to open the “Find” dialog box.
    • Enter the text you want to search for in the “Find what” field.
    • Use the Tab key to navigate through search options and settings.
    • Press Enter or Alt + A to initiate the search.
    • The screen reader will announce search results and help you navigate through them.
  2. Replace (Ctrl + H):
    • Press Ctrl + H to open the “Replace” dialog box.
    • Enter the text you want to find in the “Find what” field and the text you want to replace it with in the “Replace with” field.
    • Use the Tab key to navigate through search and replace options.
    • Press Alt + R or Ctrl + Enter to perform the replacement.
    • The screen reader will announce the progress and results of the replacement.
  3. Sort & Filter:
    1. Select the cell range you want to sort or filter.
    2. Press Alt + H, then S to access the Sort & Filter menu.
    3. Use arrow keys to select sorting or filtering options.
    4. Press Enter to apply the selected sort or filter.
  4. Clear:
    1. Select the cell or range of cells that you want to clear (content, formatting, or comments).
    2. Press Alt + H, then E to open the Clear menu.
    3. Choose the option you want (Clear All, Clear Formats, Clear Contents, etc.) using the arrow keys.
    4. Press Enter to confirm and execute the clear action.

Fill Group:

  • AutoSum: Automatically adds the sum of selected cells.
  • AutoFill: Extends a series or pattern of data.
  • Fill Series: Fills a selected range with a specified series of values.
  • Flash Fill: Automatically extracts and formats data based on patterns.
  • Editing Mode: Allows you to edit the active cell’s content directly.

Using the functions of the Fill Group in the Home tab of Excel with a screen reader is quite similar to using these functions without a screen reader. Here’s how to use these functions:

  1. AutoSum:
    1. Select the cell where you want to insert the sum or range of cells you want to sum.
    2. Press Alt + H, then S, then U. This will activate the AutoSum feature.
    3. Excel will try to guess the range you want to sum. If the selection is correct, press Enter to confirm. If not, use the arrow keys to adjust the selection before pressing Enter.
  2. AutoFill:
    1. Select the cell that contains the initial value or pattern you want to replicate.
    2. Position your cursor on the small square at the bottom-right corner of the selected cell (the fill handle).
    3. Press Alt + E, then A to activate the AutoFill feature.
    4. Use the arrow keys to drag the fill handle in the direction you want to replicate the data.
    5. Press Enter to confirm the replication.
  3. Fill Series:
    1. Select the range of cells where you want to create a series.
    2. Press Alt + H, then F, then S to open the Fill Series dialog box.
    3. In the dialog box, specify the series type, such as linear or growth.
    4. Set the starting value, ending value, and step value as needed.
    5. Press Enter to fill the selected range with the series.
  4. Flash Fill:
    1. Enter data in a column adjacent to a column containing a pattern or information you want to extract.
    2. Excel will attempt to recognize the pattern and provide a suggestion.
    3. To accept the suggestion, press Ctrl + E.

Styles Group:

  • Provides a gallery of predefined cell styles for quick formatting.

Using cell styles in Excel with a screen reader involves navigating Excel’s ribbon and applying styles to cells. Here’s a step-by-step guide on how to do this:

  1. Open Excel and Your Workbook:
    • Launch Microsoft Excel and open the workbook where you want to apply cell styles.
  2. Navigate to the Home Tab:
    • Use your screen reader’s navigation keys or commands to move to the Home tab on the Excel ribbon.
  3. Select the Cells You Want to Style:
    • Navigate to the cell or range of cells you want to apply the cell style to. You can use standard screen reader navigation commands to move around the worksheet.
  4. Open the Cell Styles Dropdown:
    • In the Home tab, locate the “Cell Styles” button. It may be labeled as “Cell Styles” or “Styles.” Activate this button with your screen reader’s activation command (usually Enter or Spacebar).
  5. Explore Available Cell Styles:
    • Once you’ve opened the Cell Styles dropdown, navigate through the list of available cell styles using your screen reader’s arrow keys or commands.
  6. Select a Cell Style:
    • When you find the cell style you want to apply, select it by activating it with your screen reader’s activation command. Excel will apply the chosen style to the selected cells.
  7. Adjusting Style Options (if applicable):
    • Some cell styles may have additional options or variations. Use your screen reader to navigate through these options and make selections as needed.
  8. Exit Cell Styles Dropdown:
    • Once you’ve applied the desired cell style, you can exit the Cell Styles dropdown by pressing the Esc key or using your screen reader’s exit command.
  9. Confirm the Applied Style:
    • Use your screen reader to confirm that the selected cells now have the desired style applied.

Apply conditional formatting rules to cells based on criteria.

  1. Open Excel and Your Workbook:
    • Launch Microsoft Excel and open the workbook where you want to apply conditional formatting.
  2. Navigate to the Worksheet and Select the Range:
    • Use your screen reader’s navigation commands to move to the worksheet containing the data you want to format. Once you’re on the correct worksheet, select the range of cells to which you want to apply conditional formatting.
    • To access the Conditional Formatting options, navigate to the “Home” tab on the Excel ribbon.
    • Locate the “Conditional Formatting” button or menu. Activate this button with your screen reader’s activation command (usually Enter or Spacebar).
    • Choose a Conditional Formatting Rule from options like “Highlight Cells Rules,” “Top/Bottom Rules,” “Data Bars,” “Color Scales,” or “Icon Sets.”
    • Select a Formatting Rule by activating it with your screen reader’s command.
    • Configure the Rule by adjusting specific conditions and formatting options using your screen reader.
    • Apply the Rule by activating the “OK” or “Apply” button within the formatting dialog box or sidebar.
    • Exit the Conditional Formatting Menu using the Esc key or your screen reader’s exit command.
  3. Convert a range of cells into a table:
    1. Launch Microsoft Excel and open the workbook you want to work on.
    2. Navigate to the worksheet and select the data range you wish to format as a table using your screen reader’s navigation commands.
    3. Access the “Format as Table” option on the “Home” tab of the Excel ribbon.
    4. Choose a Table Style from the displayed gallery by using your screen reader’s navigation commands.
    5. Select a Table Style by activating it with your screen reader’s command.
    6. Define the Data Range, ensuring it covers the appropriate data for the table.
    7. If applicable, check the box indicating “My table has headers” for proper table formatting.
    8. Confirm and Create the Table by activating the “OK” or “Create” button within the dialog box.
    9. Navigate the Table using your screen reader to explore the table’s structure and headers.

Cells Group:

  • Insert/Delete:
    • To insert or delete rows/columns:
      1. Select the row/column heading.
      2. Press Alt + H, then I to open the Insert menu.
      3. Choose rows or columns, then press Enter to insert.
      4. To delete, select the row/column and press Alt + H, then D, then Enter.
    • Format: Change row height, column width, organize sheets, and protect cells.
      • Cell Size:
        1. Select column(s) or row(s).
        2. On the Home tab in the Cells group, press Enter on Format.
        3. Choose Column Width or Row Height.
        4. Type the desired value and press Enter on OK.
        5. Use Auto Fit Column Width (Alt + H O I) or Auto Fit Row Height (Alt + H O A) for visually impaired users.
      • Rename Sheet:
        1. In the Home tab, press Enter on Format in the Cells group.
        2. In the Organize group, press Enter on Rename (or press Alt + H O R).
        3. Type the new name and press Enter.
        4. Note: A worksheet name has a 31 character limit.
    • Move & Copy Sheets:
      1. Activate the sheet to move.
      2. Press and hold Ctrl + Shift, then press Page Up/Down to move.
      3. Navigate to the “Home” tab in the Excel ribbon at the top of the window using your screen reader’s navigation commands.
      4. Find the “Format” button in the “Cells” group. The “Format” button looks like an icon with a paint bucket and a brush.
      5. Activate the “Format” button using your screen reader’s click or activate command. This will open a dropdown menu.
      6. In the dropdown menu, locate and select “Move or Copy Sheet” using your screen reader’s navigation commands.
      7. A “Move or Copy” dialog box will appear.
      8. Your screen reader should read the list of all the sheets in the current workbook.
      9. Choose the sheet you want to copy from the list using your screen reader’s selection command.
      10. In the same dialog box, ensure that the “Create a copy” checkbox is checked. You can use your screen reader’s navigation and selection commands to check the checkbox.
      11. Select the location where you want to place the copied sheet. You can choose an existing workbook or create a new one.
      12. Click the “OK” button to complete the copy process. You can use your screen reader’s command to activate the “OK” button.

        13. Excel will create a copy of the selected sheet and place it in the specified location as per your instructions.

    • Hide & Unhide Rows and Columns:
      • To hide rows/columns:
        1. Select rows/columns.
        2. Press Ctrl + 9 (rows) or Ctrl + 0 (columns).
      • To unhide rows/columns:
        1. Select adjacent rows/columns.
        2. Press Ctrl + Shift + 9 (rows) or Ctrl + Shift + 0 (columns).

The “Home” tab in Excel is a central hub for formatting, editing, and managing your worksheets, offering a range of powerful tools for users of all abilities.

Shortcut Key Commands:

The Home tab in Excel contains various commonly used functions, and there are several shortcut keys you can use to perform actions more quickly. Here are some common shortcut keys used in the Home tab of Excel:

Clipboard Group:

  • Ctrl + C: Copy selected cells.
  • Ctrl + X: Cut selected cells.
  • Ctrl + V: Paste copied or cut cells.
  • Ctrl + Z: Undo the last action.
  • Ctrl + Y: Redo the last undone action.

Font Group:

  • Ctrl + B: Bold text.
  • Ctrl + I: Italicize text.
  • Ctrl + U: Underline text.
  • Ctrl + 1: Open Format Cells dialog (Font tab).

Alignment Group:

  • Ctrl + L: Align text to the left.
  • Ctrl + E: Center-align text.
  • Ctrl + R: Align text to the right.
  • Ctrl + J: Justify text.
  • Alt + H, A, C: Wrap text in the selected cell.

Number Group:

  • Ctrl + Shift + $: Apply the Currency format.
  • Ctrl + Shift + %: Apply the Percentage format.
  • Ctrl + Shift + #: Apply the Date format.
  • Ctrl + Shift + !: Apply the Number format.
  • Ctrl + Shift + @: Apply the Time format.

Editing Group:

  • F2: Edit the active cell.
  • Ctrl + H: Open the Find and Replace dialog (Replace tab).
  • Ctrl + F: Open the Find and Replace dialog (Find tab).
  • Ctrl + ]: Select cells with active cell contents.
  • Ctrl + ;: Insert the current date.

Styles Group:

  • Ctrl + Shift + L: Apply or remove a filter to the selected range.