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MS Excel Review Tab With Screen Readers

by | Jan 29, 2024 | MS Excel | 0 comments

Overview

The “Review” tab in Microsoft Excel is a part of the ribbon interface that provides a range of tools and features for reviewing and editing data in a worksheet. It includes various options for proofreading, collaborating, protecting, and auditing your Excel workbooks. Here are some of the key features and tools found on the Review tab:

Spelling

The Spelling feature allows you to check the spelling of words in your worksheet and make corrections where necessary. It helps you identify and correct misspelled words.

The spelling function in Excel’s Review tab can be used with a screen reader to check and correct spelling errors in your worksheet. Here’s how you can use it:

  1. Open your Excel worksheet.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. Locate the “Spelling” button or option on the Review tab. It is usually represented by an icon with an ABC checkmark or the word “Spelling.”
  4. Activate the Spelling function by selecting the button or pressing the associated shortcut key (e.g., F7).
  5. The screen reader will prompt you to begin spelling checking from the current cell or the beginning of the sheet. Choose the desired option based on your preference.
  6. The spelling checker will scan the worksheet and identify any misspelled words. When a misspelled word is found, the screen reader will read it aloud and provide options for correction.
  7. To correct a misspelled word, choose the appropriate option provided by the screen reader, such as “Change,” “Ignore,” or “Add to dictionary.” Use the screen reader’s commands to navigate and select the desired option.
  8. Repeat the process until the spelling check is complete or until you have reviewed the desired range of cells.
  9. Once you finish checking the spelling, the screen reader will notify you that the process is complete.

Thesaurus:

The Thesaurus feature provides alternative word choices and synonyms for the selected word. It assists in finding more appropriate or suitable words in your data.

The Thesaurus function in Excel’s Review tab allows you to find synonyms and alternative word choices for selected words. Here’s how you can use the Thesaurus function with a screen reader:

  1. Open your Excel worksheet.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. Locate the “Thesaurus” button or option on the Review tab. It is usually represented by an icon with a book or the word “Thesaurus.”
  4. Activate the Thesaurus function by selecting the button or pressing the associated shortcut key (e.g., Shift + F7).
  5. Select the word for which you want to find synonyms. You can do this by navigating to the cell containing the word using the screen reader’s navigation commands.
  6. Once the desired word is selected, activate the Thesaurus function again (using the same shortcut key mentioned in step 4). The screen reader will provide you with a list of synonyms and alternative word choices for the selected word.
  7. Use the screen reader’s commands to navigate through the list of synonyms. The screen reader will read them aloud as you move through the list.
  8. To replace the selected word with a synonym, choose the desired synonym option provided by the screen reader. Use the screen reader’s commands to select and replace the word.
  9. Repeat the process for any other words you want to find synonyms for in your worksheet.
  10. Once you finish using the Thesaurus, the screen reader will notify you that the process is complete.

Research:

The Research feature allows you to access online resources such as dictionaries, encyclopedias, and search engines to gather information or perform quick research within Excel.

Review tab primarily revolves around proofreading, collaboration, protection, and auditing of Excel workbooks. However, you can still perform research tasks within Excel by utilizing external resources and applications while using a screen reader. Here’s a general guide on how you can conduct research tasks using a screen reader:

  1. Open your Excel worksheet.
  2. Launch a web browser or any other research application of your choice separately from Excel.
  3. Use the screen reader’s commands to navigate to the web browser or research application window.
  4. Conduct your research by entering search queries, accessing online dictionaries or encyclopedias, or exploring relevant websites or resources.
  5. Use the screen reader’s navigation commands to read and navigate through the search results or webpages.
  6. If you find any information or data that you want to include in your Excel worksheet, use the screen reader’s copy and paste commands to transfer the information between the web browser/application and Excel.
  7. Navigate back to your Excel worksheet using the screen reader’s commands.
  8. Use the screen reader’s navigation commands to select the desired cell or range where you want to paste the researched information.
  9. Paste the copied information from the web browser/application into the selected cell or range in Excel using the screen reader’s paste command.

Comments:

The Comments feature enables you to add comments to specific cells in your worksheet. It is useful for including additional notes, explanations, or instructions for yourself or collaborators.

The Comments feature in Excel’s Review tab allows you to add comments to specific cells in your worksheet. Here’s how you can use the Comments feature with a screen reader:

  1. Open your Excel worksheet.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. Locate the “New Comment” button or option on the Review tab. It is usually represented by an icon with a speech bubble or the word “New Comment.”
  4. Activate the New Comment function by selecting the button or pressing the associated shortcut key (e.g., Shift + F2).
  5. The screen reader will prompt you to select the cell where you want to add a comment. Use the screen reader’s navigation commands to move to the desired cell.
  6. Once you are in the desired cell, activate the New Comment function again (using the same shortcut key mentioned in step 4).
  7. The screen reader will open a comment box where you can type in your comment. Use the screen reader’s text input commands to enter the desired comment.
  8. After entering your comment, you can save and close the comment box using the screen reader’s commands. This will attach the comment to the selected cell.
  9. To view an existing comment, navigate to the cell that contains the comment using the screen reader’s navigation commands.
  10. Activate the “Show/Hide Comment” button or option on the Review tab to display the comment box associated with the selected cell. The screen reader will read the comment aloud.
  11. To edit or delete an existing comment, activate the “Edit Comment” button or option on the Review tab. This will open the comment box where you can make changes or delete the comment entirely.
  12. Use the screen reader’s commands to navigate within the comment box, edit the text, or delete the comment.

Track Changes:

The Track Changes feature lets you review and accept or reject changes made by others in a shared workbook. It helps facilitate collaboration and makes it easier to keep track of modifications.

The Track Changes feature in Excel’s Review tab allows you to review and accept or reject changes made by others in a shared workbook. Here’s how you can use the Track Changes feature with a screen reader:

  1. Open your Excel worksheet that is being shared with others.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. Locate the “Track Changes” button or option on the Review tab. It is usually represented by an icon with a checkbox or the words “Track Changes.”
  4. Activate the Track Changes function by selecting the button or pressing the associated shortcut key (e.g., Alt + T, C).
  5. The screen reader will open the Track Changes dialog box where you can customize the settings for tracking changes. Use the screen reader’s commands to navigate within the dialog box and modify the desired options such as who can make changes, what changes are tracked, etc.
  6. Once you have configured the desired settings, close the Track Changes dialog box using the screen reader’s commands.
  7. As changes are made by other users in the shared workbook, the screen reader will announce the changes and provide details about the modified cells, content, or formatting.
  8. To review the tracked changes, navigate to the cell or range with a change using the screen reader’s navigation commands.
  9. Activate the “Previous Change” or “Next Change” button or option on the Review tab to move through the tracked changes one by one. The screen reader will read the details of each change aloud.
  10. To accept or reject a tracked change, navigate to the modified cell or range using the screen reader’s navigation commands.
  11. Activate the “Accept Changes” or “Reject Changes” button or option on the Review tab to accept or reject the selected change. The screen reader will confirm your action and move to the next tracked change.
  12. Repeat steps 9-11 until you have reviewed and processed all the tracked changes.

Protect Sheet/Workbook:

The Protect Sheet/Workbook options allow you to secure your Excel file by setting passwords or restricting access to certain areas of the worksheet. It helps protect your data from unauthorized modifications or viewing.

The Protect Sheet/Workbook feature in Excel’s Review tab allows you to secure your Excel file by setting passwords or restricting access to certain areas of the worksheet. Here’s how you can use the Protect Sheet/Workbook feature with a screen reader:

  1. Open your Excel worksheet.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. Locate the “Protect Sheet” or “Protect Workbook” button or option on the Review tab. The Protect Sheet option is usually represented by an icon with a lock or the words “Protect Sheet,” while the Protect Workbook option may be represented by an icon with multiple sheets or the words “Protect Workbook.”
  4. Activate the Protect Sheet or Protect Workbook function by selecting the button or pressing the associated shortcut key (e.g., Alt + T, P for Protect Sheet).
  5. The screen reader will prompt you to enter a password if you want to secure the sheet or workbook with a password. Use the screen reader’s text input commands to enter the desired password. Note that password protection is optional, and you can leave it blank if you don’t want to set a password.
  6. Once you’ve set the password (or left it blank), the Protect Sheet or Protect Workbook dialog box will open. Use the screen reader’s navigation commands to explore the options in the dialog box.
  7. In the Protect Sheet dialog box, you can choose various options to restrict users from making changes to the protected sheet. For example, you can prevent users from selecting locked cells, formatting cells, or inserting/deleting columns and rows. Use the screen reader’s commands to select the desired options.
  8. In the Protect Workbook dialog box, you can set additional restrictions for the entire workbook, such as protecting the structure of the workbook or encrypting the contents. Explore the options using the screen reader’s commands and select the desired options.
  9. Once you’ve set the desired protection options, save your changes by activating the appropriate button or option in the dialog box using the screen reader’s commands.
  10. If you’ve set a password, the screen reader will prompt you to confirm the password by re-entering it. Use the screen reader’s text input commands to confirm the password.
  11. After confirming the password, the sheet or workbook will be protected based on the selected options. The screen reader will notify you that the protection is in place.

Protect and Share Workbook:

This option enables you to control the sharing and editing permissions for a workbook. You can manage who can make changes, track changes, and view the workbook.

The “Protect and Share Workbook” option in Excel’s Review tab allows you to control the sharing and editing permissions for a workbook. Here’s how you can use the Protect and Share Workbook feature with a screen reader:

  1. Open your Excel workbook.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. Locate the “Protect and Share Workbook” button or option on the Review tab. It is usually represented by an icon with a lock and people or the words “Protect and Share Workbook.”
  4. Activate the Protect and Share Workbook function by selecting the button or pressing the associated shortcut key (e.g., Alt + R, PW for Protect and Share Workbook).
  5. The screen reader will open the “Protect Shared Workbook” dialog box. Use the screen reader’s navigation commands to explore the options in the dialog box.
  6. In the Protect Shared Workbook dialog box, you can specify sharing and editing options for the workbook. For example, you can allow changes to be made by multiple users simultaneously, track changes, or specify who can edit certain ranges. Use the screen reader’s commands to select the desired options.
  7. If you want to track changes, navigate to the “Advanced” tab within the Protect Shared Workbook dialog box. Use the screen reader’s navigation commands to explore the advanced options, such as keeping track of changes, displaying the list of changes on a new sheet, or saving a copy of the workbook whenever changes are made.
  8. Once you’ve set the desired sharing and editing options, save your changes by activating the appropriate button or option in the dialog box using the screen reader’s commands.
  9. The screen reader may prompt you to confirm the password if you’ve set one for the shared workbook. Use the screen reader’s text input commands to enter and confirm the password, if required.
  10. After confirming the password (if applicable) and saving your changes, the workbook will be protected and shared based on the specified options. The screen reader will notify you that the protection and sharing settings are in place.

Compare and Merge Workbooks:

The Compare and Merge Workbooks feature allows you to compare and merge changes made in different versions of the same workbook. It simplifies the process of consolidating changes made by multiple users.

Here’s a general guide on how you can perform the task using a screen reader:

  1. Open the Excel workbooks you want to compare and merge.
  2. Navigate to the Review tab using the screen reader’s navigation commands. The Review tab is located in the ribbon interface at the top of the Excel window.
  3. If you have a specific comparison tool or add-in installed in Excel, locate and activate that tool or add-in from the Review tab. These tools are often third-party applications that provide enhanced comparison and merging capabilities.
  4. Alternatively, you can manually compare and merge workbooks by navigating between the open workbook windows using the screen reader’s commands.
  5. Use the screen reader’s navigation commands to navigate to the desired cells or ranges that you want to compare.
  6. Take note of the data or differences between the workbooks by using the screen reader’s commands to read aloud or copy the content.
  7. Open a new Excel workbook or choose one of the existing workbooks as the destination for merging the data.
  8. Use the screen reader’s commands to navigate to the desired cells or ranges in the destination workbook where you want to merge the data.
  9. Copy the data from the source workbook(s) using the screen reader’s copy commands.
  10. Paste the copied data into the corresponding cells or ranges in the destination workbook using the screen reader’s paste commands.
  11. Repeat steps 5 to 10 for other cells or ranges you want to compare and merge.
  12. Once you finish comparing and merging the workbooks, save your changes.

Shortcut Key Commands:

In Microsoft Excel, the “Review” tab contains various options for proofreading, reviewing, and collaborating on your worksheets. Here are some commonly used shortcut key commands for functions related to the “Review” tab in Excel. These shortcuts can help you perform review-related tasks quickly without using the mouse. Note that the specific key combinations may vary slightly depending on your version of Microsoft Excel and your operating system:

Proofing and Spelling:

  • Spelling and Grammar: To check spelling and grammar in the active worksheet, press F7.
  • Thesaurus: To open the Thesaurus to find synonyms for a word, select the word and press Shift + F7.

Comments:

  • New Comment: To insert a new comment in the active cell, press Shift + F2.
  • Edit Comment: To edit the selected comment, press Alt, R, E.
  • Delete Comment: To delete the selected comment, press Alt, R, D.

Changes and Tracking:

  • Track Changes: To turn on or off the Track Changes feature, press Alt, R, G.
  • Accept or Reject Changes: To accept or reject changes made by others, press Alt, R, A, or Alt, R, J.
  • Show All Comments: To show or hide all comments in the worksheet, press Alt, R, C.

Protection:

  • Protect Sheet: To protect or unprotect a worksheet, press Alt, R, P, S.
  • Protect Workbook: To protect or unprotect the entire workbook, press Alt, R, P, W.

Changes Options:

  • Track Changes Options: To access Track Changes options, press Alt, R, C, O.

Language and Translation:

  • Translate: To translate selected text or cells, press Alt, R, T.

Accessibility Checker:

  • Accessibility Checker: To check for accessibility issues in the worksheet, press Alt, R, A, C.