Microsoft Excel Description and Simple Key Strokes
Microsoft Excel is a program that allows the user to keep track of inventory, create and keep track of finances, and many other types of mathematical tasks. Formulas and functions are a feature that allows the user to create pre-defined cells for calculating everything from numbers, to money, to percents. Information from Excel can be imported into databases, and database information can be exported into Excel.
When a new file is created in Excel, it is called a workbook. This workbook contains three worksheets. Excel 2013 opens in a screen where you can arrow through pre-made templates for items such as home budgeting, or you can hit the Escape key to open a blank spreadsheet. More worksheets can be added, if the user desires. Each worksheet page contains columns, labeled alphabetically. Column a, column b, and so on. Columns run up and down on the worksheet. Rows go from left to right, and are labeled by sequential numbers. Row 1 is at the top of the worksheet, with row 2 being just under it, and so on. A cell is a single unit where labels or data can be written. Cells are defined by their coordinates. For example, the very first cell is called a1, the cell just below it is a2. The cell to the right of cell a1 is cell b1.
Text is any letters or letters and numbers together inside a single cell. Any text is automatically left aligned in the cell. Data is any numbers or numbers with items such as comma, decimal point, dollar sign written in a cell. Data is automatically right aligned in the cell—this shows numeric place value, especially when there is a list (going down) of numbers.
Formulas always start with the equals (=) sign. A simple addition formula might be written in cell c1.. It would be written as =a1+b1. After writing the formula the person can tap enter, or tab to leave the cell. Upon moving back to the cell, the number 0 (zero) is heard. If you type a number in cell a1, then type a number in cell b1, then tab one time, you will hear the answer in cell c1.
Functions are a type of formula, but cover many cells. Let's say you want to add the first ten cells in row 1. you could type =a1+b1+c1+d1 and so on. This is too time consuming. Instead of useless typing, write SUM function to add all of the numbers. Go to cell k11 and type =SUM(a1:j1) and tap tab. Left arrow one time and you will hear 0 (zero). Type numbers in any of the first ten cells in row 1, then check cell k11, and you will hear the answer. This also works for adding numbers going down a column. A simple Auto Sum command is to move just under a list of numbers, press and hold down the Alt key and hit = which then adds all the numbers in that list (range) of numbers.
If you have to go to a cell that is far down the worksheet, and you know which one it is, you can use the “goto” command. Press and hold down the control key and tap the letter g. Type the cell coordinate, such as k11, then tap enter. you will be taken to that cell.
If you have a large worksheet and there is a specific number or text you want to go to, you can use the "find" command. Press and hold down the control key and tap the letter f. Type the information you want to find, tap enter, then tap escape. If there is more than one of the item you are searching for, Excel goes to the first item. If you hit Enter it goes to the second item, and so on. It will cycle back to the first item you are searching for. When you hear the item and cell you want, hit the Escape key and you are immediately placed in that cell.
If you find you have written a formula incorrectly, you can go to the cell and retype the formula, without having to erase. When you start typing, the old information is automatically taken out and the new information inserted as you type. If you need to edit a cell, but not over write it, go to that cell, tap the F2 key, then use left and right arrow keys to read the information in the cell. You can erase, type in new information, etc. When you are finished, tab or tap enter to leave this cell.
To move between worksheets you can do one of a number of things. You can press and hold down the control key and tap page up or page down. If you are using JAWS, you can press control shift s to list the sheets in the workbook, then arrow to the sheet you want to go to, then tap enter to go there.
If you want to highlight a group of cells, press and hold down the Shift key and hit the arrow key (right, left, up or down) to highlight, and then release the Control key. To move out of highlighting, tap an arrow key, Tab, Enter...
If you want to merge cells, and you are using Excel 2007, 2010 and 2013, press and hold down the Alt key and hit h, release, tap m, then arrow down the list to decide how you want to merge the cells.
If you want to auto fit the column to long text or data, and you are using Excel 2007, 2010, or 2013, go to the cell with the long information. Press and hold the Alt key and hit h, release, tap the letter o, then arrow to auto fit the column, then tap enter. The column will expand to show all of the long text or data.
In Excel 2007, 2010, or 2013, if you want to make a number have two decimal points after it, press control shift and tap the 1 above the alphabet keys. If you want the number to be a time, press control shift 2. If you want the number to be a date, press control shift 3. If you want the number to be a dollar amount, press control shift 4. If you want the number to be a percent, press control shift 5.
If you want to insert the current date in an Excel cell, press control semi-colon.
If you want to insert the current time in an Excel cell, press control shift semi-colon.
If you want to insert a new "Sheet" into Excel 2007, 2010, 2013, hit the Alt, then hit the h and then hit the s.
If you want to rename a "Sheet" in Excel 2007, 2010, 2013, hit the Alt, then hit the o and then hit the r. Type the name you want for your "Sheet" and then hit Enter one time.
To move forward through the "Sheets" in your Excel
Workbook, hold Control and hit the Page Down key again-and-again to
move forward through the "Sheets" and do Control Page Up to move
backwards through the "Sheets."
If you have a formula that you want to cover a series of cells, go to the cell with the formula. Press control c to copy the formula. Now go to the first cell of the group of cells you want to contain this formula. Press and hold the shift key and tap the arrow key until you have highlighted all of the sequential cells that you want to have this formula. Press control v and the formula will be pasted into each of these highlighted cells.
Basic JAWS reading commands in Excel.
Insert up arrow reads the line of information you are on. Note: You cannot do a real all command in Excel.
Zones of information is a group of cells containing information, with blank a blank row and column surrounding it. To move to the bottom of a zone, press control down arrow. To move the the top of the next zone under the first zone, press control down arrow again. If there is a zone to the right, press control right arrow. If there was no zone, and you end up far across the worksheet, press control left arrow and you will be back at the zone you just left. From anywhere in an Excel worksheet you can get back to cell a1 by pressing control home.
To move to the next cell down you can tap enter. To move to the next cell to the right, tap the tab key. To move one cell to the left, press shift tab.