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MS Excel Page Layout Tab With Screen Readers

by | Dec 29, 2023 | MS Excel | 0 comments

Overview

In Microsoft Excel, the Page Layout tab is one of the main tabs located in the Excel ribbon. It contains various commands and options related to customizing the appearance and layout of your worksheet when it is printed. The Page Layout tab allows you to adjust settings such as page orientation, margins, page breaks, headers and footers, and more.

1. Themes:

You can apply different themes to your worksheet, which include predefined combinations of colors, fonts, and effects.

When using a screen reader to access the Themes group in Excel’s Page Layout tab, you can navigate through the various themes available and apply them to your worksheet. Here’s a step-by-step guide on how to access and utilize the Themes group:

  1. Open Excel and navigate to the worksheet for which you want to apply a theme.
  2. Press the Alt key to activate the ribbon. You will hear the screen reader announce the current tab, which is likely the Home tab.
  3. Press the right arrow key on your keyboard to move to the next tab. The screen reader will announce each tab as you navigate through them. Keep pressing the right arrow key until you hear “Page Layout tab” or a similar indication that you have reached the desired tab.
  4. Once you are on the Page Layout tab, press the right arrow key to move through the options within the tab. The screen reader should announce the various groups available, including “Themes.”
  5. To enter the Themes group, press the down arrow key. The screen reader should announce the name of the first theme available.
  6. Continue pressing the down arrow key to navigate through the available themes. The screen reader will announce each theme as you move through them.
  7. When you find a theme you want to apply, press the Enter key or the Spacebar to select it. The selected theme will be applied to your worksheet, and the screen reader may announce the theme name again to confirm the change.

2. Page Setup:

This section allows you to configure settings like page orientation (portrait or landscape), paper size, margins, and scaling options.

To use a screen reader to navigate and perform page setup grouping in Excel’s Page Layout tab, you can follow these general steps:

  1. Launch Excel and open the desired workbook.
  2. Navigate to the Page Layout tab. You can use the screen reader’s navigation commands to move between the tabs.
  3. Locate the Page Setup group. It typically contains options related to page orientation, scaling, margins, and print area.
  4. Within the Page Setup group, you will find various commands that can be accessed using screen reader navigation commands. Here are some commonly used commands:
    • Orientation: Allows you to set the page orientation to portrait or landscape.
    • Scale to Fit: Provides options to adjust the printout’s scale to fit on a specified number of pages.
    • Margins: Lets you set custom margins for the printed page.
    • Print Area: Allows you to define a specific range of cells as the print area.
    • Breaks: Provides options for inserting page breaks.
  5. To access a specific command, use the screen reader’s navigation commands to move through the available options. For example, if you want to set custom margins, navigate to the “Margins” command and activate it.
  6. Once you activate a command, you can use the screen reader’s navigation commands to interact with the settings or dialog box that opens. For example, when setting custom margins, you can navigate through the margin options and adjust them according to your needs.
  7. After making the desired changes, use the screen reader’s commands to navigate back to the main Excel window and continue working with your workbook.

3. Scale to Fit:

You can adjust the print scale to fit your worksheet on a specified number of pages or adjust the width and height to fit a specific number of pages.

  1. Open Microsoft Excel and navigate to the worksheet you want to modify.
  2. Access the “Page Layout” tab. Depending on your screen reader software, you can use keyboard shortcuts or navigate through the Excel ribbon. The shortcut for accessing the “Page Layout” tab in Excel is usually Alt+P.
  3. Once you are on the “Page Layout” tab, locate the “Scale to Fit” section. It is usually in the “Page Setup” group, but this can vary depending on the version of Excel you are using.
  4. Within the “Scale to Fit” section, you should find an option called “Width.” This option allows you to scale the width of the worksheet to fit a specific number of pages.
  5. Depending on your screen reader software, you may need to use the arrow keys or navigate by headings to find the “Width” option.
  6. Activate or adjust the “Width” option according to your needs. This may involve selecting a value from a drop-down menu, entering a specific value, or adjusting a slider.
  7. After making the desired adjustments, save your changes if necessary.

4. Sheet Options:

This section includes options for printing gridlines, headings, and other elements on your worksheet.

  1. Open Microsoft Excel and navigate to the worksheet for which you want to modify the sheet options.
  2. Access the “Page Layout” tab. You can typically use keyboard shortcuts or navigate through the Excel ribbon. The shortcut for accessing the “Page Layout” tab in Excel is usually Alt+P.
  3. Once you are on the “Page Layout” tab, locate the “Sheet Options” section. This section may be in the “Page Setup” group or placed separately, depending on the version of Excel you are using.
  4. Within the “Sheet Options” section, you should find various options related to the worksheet’s display and print settings.
  5. Use your screen reader’s navigation commands (such as arrow keys or headings) to find and select the specific sheet option you wish to modify. Common options in this section may include:
    • Gridlines: Toggles the display of gridlines on the worksheet.
    • Headings: Controls the visibility of column and row headings.
    • Comments: Determines whether to show or hide comments added to cells.
    • Page Breaks: Manages the display of page breaks in the worksheet.
  6. Once you’ve found the desired option, activate or adjust it according to your preferences. This could involve selecting a checkbox, changing a radio button selection, or using other appropriate controls.
  7. Save your changes if necessary.

5. Arrange:

You can adjust the placement and alignment of objects such as pictures, shapes, and charts on the worksheet.

  1. Open Microsoft Excel and navigate to the worksheet where you want to modify the arrangement.
  2. Access the “Page Layout” tab. You can typically use keyboard shortcuts or navigate through the Excel ribbon. The shortcut for accessing the “Page Layout” tab in Excel is usually Alt+P.
  3. Once you are on the “Page Layout” tab, locate the “Arrange” section. This section is usually part of the “Page Setup” group or might be placed separately.
  4. Within the “Arrange” section, you should find options related to the arrangement and positioning of objects on the worksheet.
  5. Use your screen reader’s navigation commands (such as arrow keys or headings) to find and select the specific arrangement option you want to modify. Common options in this section may include:
    • Align: Allows you to align objects, such as text boxes or images, relative to the worksheet or other objects.
    • Group: Enables you to group multiple objects together to perform actions on them collectively.
    • Bring to Front/Send to Back: Adjusts the stacking order of objects, bringing them to the front or sending them to the back.
    • Rotate: Rotates objects on the worksheet.
  6. Once you’ve found the desired option, activate it or adjust the settings according to your requirements. This may involve selecting an option from a dropdown menu, toggling checkboxes, or using other appropriate controls.
  7. Save your changes if necessary.

6. Background:

You can set a background image or color for your worksheet.

  1. Open Microsoft Excel and navigate to the worksheet where you want to modify the background.
  2. Access the “Page Layout” tab. You can typically use keyboard shortcuts or navigate through the Excel ribbon. The shortcut for accessing the “Page Layout” tab in Excel is usually Alt+P.
  3. Once you are on the “Page Layout” tab, locate the “Page Background” section. This section might be part of the “Page Setup” group or placed separately, depending on the version of Excel you are using.
  4. Within the “Page Background” section, you should find options related to the background settings of the worksheet.
  5. Use your screen reader’s navigation commands (such as arrow keys or headings) to find and select the “Background” option.
  6. Activate or adjust the “Background” option as needed. This may involve selecting a color or image to use as the background for the worksheet.
  7. If there are additional settings or options related to the background, navigate through them using your screen reader’s commands and adjust them accordingly.
  8. Save your changes if necessary.

7. Print Titles:

This option allows you to specify rows and columns that should repeat on each printed page.

  1. Open Microsoft Excel and navigate to the worksheet for which you want to set print titles.
  2. Access the “Page Layout” tab. You can typically use keyboard shortcuts or navigate through the Excel ribbon. The shortcut for accessing the “Page Layout” tab in Excel is usually Alt+P.
  3. Once you are on the “Page Layout” tab, locate the “Page Setup” group. This group usually contains the “Print Titles” option.
  4. Within the “Page Setup” group, use your screen reader’s navigation commands (such as arrow keys or headings) to find and select the “Print Titles” option.
  5. Activate the “Print Titles” option. This will open the “Page Setup” dialog box with the “Sheet” tab selected.
  6. In the “Page Setup” dialog box, navigate to the “Sheet” tab using your screen reader’s commands.
  7. Within the “Sheet” tab, locate the “Rows to repeat at top” or “Columns to repeat at left” section, depending on whether you want to repeat rows or columns when printing.
  8. Use the appropriate controls (such as text fields or buttons) to specify the rows or columns you want to repeat. This may involve selecting specific row or column ranges or using reference buttons to select them from the worksheet.
  9. Once you have specified the rows or columns to repeat, close the “Page Setup” dialog box to apply the changes.

8. Page Breaks:

You can insert, remove, or modify page breaks to control how your worksheet content is divided when printed.

  1. Open Microsoft Excel and navigate to the worksheet where you want to modify page breaks.
  2. Access the “Page Layout” tab. You can typically use keyboard shortcuts or navigate through the Excel ribbon. The shortcut for accessing the “Page Layout” tab in Excel is usually Alt+P.
  3. Once you are on the “Page Layout” tab, locate the “Page Setup” group. This group usually contains the “Page Breaks” option.
  4. Within the “Page Setup” group, use your screen reader’s navigation commands (such as arrow keys or headings) to find and select the “Page Breaks” option.
  5. Activate the “Page Breaks” option. This will open the “Page Setup” dialog box with the “Sheet” tab selected.
  6. In the “Page Setup” dialog box, navigate to the “Sheet” tab using your screen reader’s commands.
  7. Within the “Sheet” tab, you should find options related to page breaks.
  8. Use your screen reader’s navigation commands to find the “Page Breaks” section or specific options related to page breaks, such as “Allow Page Breaks” or “Reset All Page Breaks.”
  9. Adjust the page breaks as needed. This might involve toggling the “Allow Page Breaks” option or using other controls to manually add or remove page breaks on the worksheet.
  10. Once you have made the desired changes, close the “Page Setup” dialog box to apply the modifications.

9. Print Area:

You can define a specific range of cells as the print area to print only that portion of the worksheet.

  1. Open Excel and navigate to the desired worksheet.
  2. Press the “Alt” key on your keyboard to activate the ribbon menu.
  3. Use the arrow keys to navigate to the “Page Layout” tab.
  4. Once you’re on the “Page Layout” tab, press the right arrow key to move to the options within that tab.
  5. Continue pressing the right arrow key until you reach the “Print Area” option. The screen reader should announce the name of the option as you navigate.
  6. To set the print area, press the “Enter” key. This action will open a dropdown menu with additional options.
  7. Using the arrow keys, navigate through the options in the dropdown menu. The screen reader should announce each option as you move.
  8. When you reach the desired option (such as “Set Print Area” or “Clear Print Area”), press the “Enter” key to activate it.

10. Headers & Footers:

This section enables you to customize headers and footers, including adding page numbers, date, time, and other information.

  1. Open Excel and navigate to the desired worksheet.
  2. Press the “Alt” key on your keyboard to activate the ribbon menu.
  3. Use the arrow keys to navigate to the “Page Layout” tab.
  4. Once you’re on the “Page Layout” tab, press the right arrow key to move to the options within that tab.
  5. Continue pressing the right arrow key until you reach the “Page Setup” group. The screen reader should announce the name of the group as you navigate.
  6. Within the “Page Setup” group, press the down arrow key to move to the “Headers” or “Footers” button, depending on which one you want to access.
  7. Press the “Enter” key to activate the “Headers” or “Footers” button. This will open the respective header or footer menu.
  8. Navigate through the header or footer menu using the arrow keys. The screen reader should announce the available options, such as “Edit Header” or “Edit Footer.”
  9. Once you have selected the option you want, press the “Enter” key to activate it. This will allow you to edit the header or footer content.
  10. Use the screen reader commands to edit the header or footer text as needed.

Shortcut Key Commands:

In Microsoft Excel, the “Page Layout” tab contains various options for setting up the page, including orientation, margins, page size, and print area. Here are some commonly used shortcut key commands:

  • Page Setup:
    • Page Setup Dialog: Alt, P, S, P
    • Margins: Alt, P, M (then select option)
    • Orientation: Alt, P, O (then select option)
    • Size: Alt, P, S, Z (then select option)
  • Print Titles: Alt, P, S, T
  • Sheet Options: Alt, P, S, T, B
  • Themes: Alt, P, T (navigate with arrow keys)
  • Page Background: Alt, P, B (select color)
  • Print Area:
    • Set Print Area: Ctrl + Shift + P
    • Clear Print Area: Alt, P, A (select “Clear Print Area”)
  • Breaks:
    • Insert Page Break: Ctrl + Shift + Enter
    • Remove Page Break: Alt, P, B, R