Navigation & Shortcuts In Google Sheets With Screen Readers

Navigation in Google Sheets:

Google Sheets is designed to be accessible to users with disabilities, including those who rely on screen readers. Here are some tips on how to navigate and use Google Sheets with a screen reader:

1. Enable Screen Reader Support:
   • To start using a screen reader with Google Sheets, you need to have a screen reader software installed on your computer or device. Popular screen readers include JAWS, NVDA (NonVisual Desktop Access), and VoiceOver (for Mac and iOS).
2. Access Google Sheets:
   • Open a web browser and go to the Google Sheets website (sheets.google.com).
   • Sign in to your Google account if you’re not already signed in.
3. Navigating the Interface:
   • Google Sheets’ interface is largely web-based, so standard screen reader navigation commands apply.
   • Use headings (H1, H2, etc.) and landmarks to navigate between different parts of the interface.
   • You can use keyboard shortcuts like Ctrl + Alt + Down Arrow (or JAWSKey + Down Arrow) to move through cells in a column, or Ctrl + Alt + Right Arrow (or JAWSKey + Right Arrow) to move to the next cell in a row.
4. Reading Cells:
   • Screen readers should automatically announce the content of cells as you navigate through them.
   • You can use screen reader commands to read the contents of a specific cell. For example, in JAWS, you can press Insert + Up Arrow to read the current cell.
5. Entering Data:
   • To enter data into a cell, select the cell and press Enter. The cell’s content will be in “edit” mode, and you can type or dictate your data.
6. Using Formulas and Functions:
   • To enter formulas or functions, select the cell where you want to enter the formula and press Equals (=). Then, start typing your formula or function.
   • Screen readers should provide feedback on the formula and its result as you type.
7. Navigating Sheets and Tabs:
   • If your spreadsheet has multiple sheets or tabs, use standard screen reader navigation commands (e.g., headings or landmarks) to move between them.
   • You can also use keyboard shortcuts like Ctrl + PageUp and Ctrl + PageDown to switch between sheets.
8. Formatting and Editing:
   • To format cells or perform editing tasks, use keyboard shortcuts or context menus. For example, right-clicking on a cell will open a context menu with various formatting options.
9. Reviewing Comments and Collaborating:
   • To review comments left by collaborators or add your own comments, screen readers should read them aloud when you navigate to the respective cells.
10. Saving and Sharing:
    • To save your work, press Ctrl + S (or the equivalent shortcut for your screen reader).
    • To share your spreadsheet with others, use the standard Google Sheets sharing options, which are generally accessible with screen readers.
11. Accessibility Settings:
    • Google Sheets provides accessibility settings that you can adjust to meet your specific needs. To access these settings, click on your profile picture in the top-right corner, then select “Accessibility settings.”
12. Google Accessibility Help:
    • If you encounter specific accessibility issues or have questions about using Google Sheets with a screen reader, you can visit the Google Accessibility Help Center for guidance and support.

Menus & Tabs in Google Sheets:

1. Tabs (Sheets):
   • Tabs, also known as Sheets, are the individual pages within a Google Sheets document.
   • Each tab represents a separate worksheet where users can enter and organize their data.
   • Users can add, delete, rename, and rearrange tabs to suit their organizational needs.
   • Tabs allow users to work on different sets of data within the same document without creating multiple files.
2. Menus:
   • Menus in Google Sheets contain various commands and options organized into different categories.
   • The menus are located at the top of the Google Sheets interface and provide access to a wide range of functions for formatting, editing, inserting, and analyzing data.
   • Some of the main menus in Google Sheets include:
     • File: Contains options for creating, opening, saving, and printing spreadsheets.
     • Edit: Offers commands for editing data, such as copy, paste, undo, and find/replace.
     • View: Provides options to customize the view of the spreadsheet, including zoom level and gridlines.
     • Insert: Allows users to insert new elements into the spreadsheet, such as charts, images, and functions.
     • Format: Offers formatting options for cells, rows, columns, and text within the spreadsheet.
     • Data: Contains tools for managing and analyzing data, including sorting, filtering, and creating pivot tables.
     • Tools: Provides access to additional tools and add-ons for enhancing functionality.
     • Help: Offers assistance and resources for using Google Sheets effectively, including keyboard shortcuts and support documentation.

Shortcut Key Commands:

Google Sheets offers a variety of keyboard shortcuts to help you navigate, format, and work with your data more efficiently. Below are some commonly used keyboard shortcuts in Google Sheets:

Navigation and Selection:

• Navigate Cells: Arrow keys (Up, Down, Left, Right)
• Select Entire Row: Shift + Space
• Select Entire Column: Ctrl (or Command on Mac) + Space
• Select Entire Worksheet: Ctrl (or Command on Mac) + A
• Select Non-Contiguous Ranges: Hold Ctrl (or Command on Mac) while selecting additional cells or ranges
• Jump to First Cell in Data Range: Ctrl (or Command on Mac) + Home
• Jump to Last Cell in Data Range: Ctrl (or Command on Mac) + End

Editing:

• Edit Active Cell: F2
• Fill Down: Ctrl (or Command on Mac) + D
• Fill Right: Ctrl (or Command on Mac) + R
• Cut: Ctrl (or Command on Mac) + X
• Copy: Ctrl (or Command on Mac) + C
• Paste: Ctrl (or Command on Mac) + V
• Undo: Ctrl (or Command on Mac) + Z
• Redo: Ctrl (or Command on Mac) + Y

Formatting:

• Bold: Ctrl (or Command on Mac) + B
• Italic: Ctrl (or Command on Mac) + I
• Underline: Ctrl (or Command on Mac) + U
• Strikethrough: Alt + Shift + 5 (on Windows)
• Clear Formatting: Ctrl (or Command on Mac) + \ (backslash)
• Increase Font Size: Ctrl (or Command on Mac) + Shift + >
• Decrease Font Size: Ctrl (or Command on Mac) + Shift + <

Data Operations:

• Insert New Row or Column: Ctrl (or Command on Mac) + Shift + + (plus sign)
• Delete Row or Column: Ctrl (or Command on Mac) + – (minus sign)
• Sort Data Dialog: Ctrl (or Command on Mac) + Shift + S
• Filter Data: Ctrl (or Command on Mac) + Shift + L

Formulas:

• Insert Function: Ctrl (or Command on Mac) + Shift + \ (backslash)
• Autosum: Alt + =
• Open Function Arguments Dialog: Ctrl (or Command on Mac) + Shift + A

Cell Comments:

• Insert/Edit Comment: Ctrl (or Command on Mac) + Alt + M
• Open Comments Sidebar: Ctrl (or Command on Mac) + Alt + Shift + A

Workbook Operations:

• New Sheet: Shift + F11
• Next Sheet: Ctrl (or Command on Mac) + Page Down
• Previous Sheet: Ctrl (or Command on Mac) + Page Up
• Move to Sheet on the Left: Ctrl (or Command on Mac) + Shift + Page Up
• Move to Sheet on the Right: Ctrl (or Command on Mac) + Shift + Page Down

Cell Reference and Formula Auditing:

• Toggle Absolute/Relative References in Formulas: F4
• Trace Precedents: Ctrl (or Command on Mac) + [ (left square bracket)
• Trace Dependents: Ctrl (or Command on Mac) + ] (right square bracket)
• Show/Hide Formula Bar: Ctrl (or Command on Mac) + (backtick or grave accent)

Other Useful Shortcuts:

• Open Help Menu: Ctrl (or Command on Mac) + / (forward slash)
• Insert Timestamp: Ctrl (or Command on Mac) + ; (semicolon)