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Interface & Shortcuts in MS Excel With Screen Readers

by | Nov 20, 2023 | MS Excel | 0 comments

Screen Layout of Excel

Microsoft Excel is designed to be compatible with screen readers, making it accessible to individuals with visual impairments. The interface and structure of Excel when using a screen reader generally consist of the following components:

  1. Ribbon and Tabs: The Ribbon is the horizontal menu system at the top of the Excel window. It is organized into tabs, such as “File,” “Home,” “Insert,” “Page Layout,” and so on. You can navigate between tabs using the arrow keys, and screen readers announce the tab names when you move through them.
  2. Quick Access Toolbar: Located above the Ribbon, this toolbar allows you to add frequently used commands for easy access. Screen readers announce the items on the Quick Access Toolbar.
  3. Formula Bar: Below the Ribbon, you have the Formula Bar, where you can view and edit the contents of the currently selected cell. Screen readers announce the content of the Formula Bar when it’s active.
  4. Worksheet Area: This is the main working area where your spreadsheet data is displayed. As you navigate through cells using arrow keys, screen readers announce the cell contents and provide context about row and column headers.
  5. Column Headers and Row Numbers: Excel has column headers (A, B, C, etc.) at the top and row numbers (1, 2, 3, etc.) on the left side of the worksheet. Screen readers announce these labels to help users understand cell references.
  6. Status Bar: At the bottom of the Excel window, the Status Bar provides information about various Excel functions, such as cell mode (Ready, Edit), zoom level, and more. Screen readers announce the contents of the Status Bar.
  7. Sheet Tabs: If you have multiple worksheets in your Excel workbook, you can find the sheet tabs at the bottom of the window. Screen readers announce the names of the active and inactive sheet tabs.
  8. Name Box: Located to the left of the Formula Bar, the Name Box displays the reference of the currently selected cell. You can use this box to navigate to specific cells. Screen readers announce the contents of the Name Box.
  9. Cell Selection: When you navigate through cells using arrow keys or other navigation commands, screen readers announce the content of the selected cell, as well as its row and column reference.
  10. Accessibility Features: Excel provides various accessibility features that can be customized to enhance the user experience for individuals with visual impairments. These features include screen reader support, high-contrast mode, and keyboard shortcuts.
  11. Customization: Users can customize Excel’s accessibility options in the Windows Control Panel or the macOS System Preferences to adjust settings like text size, color schemes, and keyboard shortcuts to suit their needs.

Overall, Microsoft Excel’s interface is designed to be accessible and functional when using screen readers. Users can navigate through the various elements, interact with cells, enter data, perform calculations, and take advantage of Excel’s powerful features with the assistance of screen reader technology. Additionally, Microsoft periodically updates its software to improve accessibility and compatibility with popular screen readers.

Tabs in MS Excel

In Microsoft Excel, tabs refer to the different categories or sections of the Ribbon, which is the horizontal menu system located at the top of the Excel window. Each tab in Excel’s Ribbon provides a set of related commands and features for specific tasks. Here’s an overview of the common tabs found in Excel:

  1. File Tab (Backstage View):
    • This tab is represented by a “File” icon and is not a part of the main Ribbon.
    • It provides access to various file-related commands, including opening, saving, printing, and sharing workbooks.
    • You can also use this tab to access Excel options, customize settings, and manage add-ins.
  2. Home Tab:
    • The “Home” tab is the default tab when you open Excel.
    • It contains frequently used commands for text formatting, cell formatting, clipboard operations (cut, copy, paste), and cell alignment.
    • Common functions like font formatting, cell borders, and conditional formatting are found here.
  3. Insert Tab:
    • The “Insert” tab is used for adding various elements to your workbook, such as charts, tables, pictures, shapes, and hyperlinks.
    • You can also insert headers, footers, and page breaks for printing.
  4. Page Layout Tab:
    • The “Page Layout” tab is primarily used for configuring how your worksheet will look when printed.
    • It includes commands for setting margins, orientation, page size, and print titles.
  5. Formulas Tab:
    • The “Formulas” tab is where you can access functions and formulas to perform calculations and manipulate data.
    • It provides tools for creating, auditing, and managing formulas, as well as evaluating formula results.
  6. Data Tab:
    • The “Data” tab is used for managing and analyzing data.
    • You can sort and filter data, remove duplicates, and consolidate data from different sources.
  7. Review Tab:
    • The “Review” tab contains tools for proofreading, spell-checking, and collaborating on your workbook.
    • Features like spelling and grammar checking, comments, track changes, and protection options are available here.
  8. View Tab:
    • The “View” tab allows you to control how you view your worksheet.
    • It includes options for zooming in and out, arranging multiple windows, and switching between different views, such as Page Layout and Page Break Preview.
  9. Developer Tab (Optional):
    • The “Developer” tab is not displayed by default in Excel and needs to be enabled through Excel Options.
    • It provides tools for creating and working with macros, form controls, and ActiveX controls. It’s typically used by advanced users and developers.

Basic Tasks: Creating, Editing, and Deleting Data in Excel

Creating, editing, and deleting data in Microsoft Excel using a screen reader involves using keyboard shortcuts, navigation, and Excel’s interface designed for accessibility. Here’s how you can perform these actions:

Creating Data:

  1. Navigating to a Cell:
    • Open Excel and navigate to the worksheet using your screen reader’s navigation commands.
    • Use the arrow keys to move to the cell where you want to enter data. Screen readers announce the content of each cell as you navigate.
  2. Entering Data:
    • To enter data, simply start typing when you’re in the desired cell. The content you type replaces the existing data.
    • If you want to keep the existing content and append your input, use the F2 key to activate edit mode for the cell. This allows you to edit the cell’s content without overwriting it.

Editing Data:

  1. Navigating to the Cell:
    • Use your screen reader’s navigation commands (usually arrow keys) to move to the cell containing the data you want to edit.
  2. Editing the Cell Content:
    • To edit the content of the cell, press the F2 key. This activates edit mode for the cell, and you can now type to modify the data.
    • Alternatively, you can press Enter while the cell is selected to enter edit mode. The cursor will appear at the end of the cell’s content.
    • Use the arrow keys to move within the cell to the portion you want to edit. Make your changes to the text or numbers.
    • After editing the cell content, press Enter to save your changes. The edited content will replace the previous data.

Deleting Data:

  1. Navigating to the Cell:
    • Use your screen reader’s navigation commands to move to the cell containing the data you want to delete.
  2. Deleting Content:
    • To delete the content of the cell, activate edit mode by pressing F2 or Enter.
    • Once in edit mode, use the Backspace key to delete characters or numbers. You can also use the Delete key to delete content to the right of the cursor.
    • If you want to clear the entire content of the cell, press Ctrl + Delete. This removes all content within the cell.
    • After making your edits or deletions, press Enter to save the changes to the cell.

Remember that your screen reader will announce the changes you make in real-time, helping you verify the accuracy of the data entry, editing, or deletion process. Additionally, Excel’s undo feature (Ctrl + Z) can be used to revert changes if needed. These actions can be performed efficiently with the assistance of screen reader technology, allowing you to effectively work with data in Excel.

Shortcut Key Commands in Microsoft Excel

Microsoft Excel is a powerful spreadsheet application with numerous keyboard shortcuts to help you navigate and work more efficiently. Here’s a list of both basic and advanced shortcut key commands in MS Excel:

Basic Shortcuts:

  1. Ctrl + N: Create a new workbook.
  2. Ctrl + O: Open an existing workbook.
  3. Ctrl + S: Save the current workbook.
  4. Ctrl + P: Print the active sheet.
  5. Ctrl + C: Copy selected cells.
  6. Ctrl + X: Cut selected cells.
  7. Ctrl + V: Paste copied or cut cells.
  8. Ctrl + Z: Undo the last action.
  9. Ctrl + Y: Redo the last action.
  10. Ctrl + F: Open the “Find” dialog box.
  11. Ctrl + H: Open the “Replace” dialog box.
  12. Ctrl + A: Select all cells in the current worksheet.
  13. Ctrl + Arrow Keys: Navigate to the edge of data regions.
  14. Ctrl + Page Up/Page Down: Switch between worksheets.
  15. Ctrl + Tab: Cycle through open workbooks.
  16. Ctrl + 1: Format cells dialog.
  17. Ctrl + 5: Apply or remove strikethrough formatting.
  18. Ctrl + B: Apply or remove bold formatting.
  19. Ctrl + I: Apply or remove italic formatting.
  20. Ctrl + U: Apply or remove underline formatting.

Navigation and Selection Shortcuts:

  1. Shift + Arrow Keys: Extend selection.
  2. Ctrl + Shift + Arrow Keys: Select a range.
  3. Ctrl + Spacebar: Select the entire column.
  4. Shift + Spacebar: Select the entire row.
  5. Ctrl + Shift + “+”: Insert new rows/columns.
  6. Ctrl + “-“: Delete rows/columns.
  7. Ctrl + Backspace: Navigate to the active cell.
  8. F5: Open the “Go To” dialog box.
  9. Ctrl + G: Go to a specific cell.
  10. Ctrl + ‘: Insert the current date.
  11. Ctrl + ;: Insert the current time.
  12. Alt + Enter: Start a new line within a cell.

Formula and Calculation Shortcuts:

  1. F2: Edit the active cell.
  2. Ctrl + Enter: Enter data in multiple selected cells.
  3. Alt + Enter: Start a new line within a cell.
  4. F9: Recalculate all worksheets.
  5. Shift + F9: Recalculate the active worksheet.
  6. Ctrl + ` (backtick): Show/hide formulas.
  7. F4: Repeat the last action.

Formatting Shortcuts:

  1. Ctrl + 1: Format cells dialog.
  2. Ctrl + 5: Apply or remove strikethrough formatting.
  3. Ctrl + B: Apply or remove bold formatting.
  4. Ctrl + I: Apply or remove italic formatting.
  5. Ctrl + U: Apply or remove underline formatting.
  6. Alt + H, B: Add a border to selected cells.
  7. Ctrl + Shift + $: Apply currency formatting.
  8. Ctrl + Shift + %: Apply percentage formatting.

Advanced Shortcuts:

  1. Ctrl + Shift + L: Add or remove filters.
  2. Alt + E, S, V: Paste Special.
  3. Alt + D, L: Data validation.
  4. Alt + A, M: Merge cells.
  5. Ctrl + [ (left square bracket): Trace precedents.
  6. Ctrl + ] (right square bracket): Trace dependents.
  7. Ctrl + K: Insert a hyperlink.
  8. Alt + Enter: Start a new line within a cell.