Learn how to use Microsoft Excel with JAWS for Windows.

We will cover the following topics:

General Overview
Essential JAWS Excel keystrokes
Navigating Within Excel
Enterring and Editting Data
Formulas
Formatting cells to display as percentages
Formatting cells to display as currency
Merge cells
Formatting tables for professional display

Note: There is a back button > located at the bottom of this tutorial to return to the Accessibility Zone.
Note: There are 2 MS Excel tables linked towards the bottom of this tutorial that you can download to your own computer.
One is a free fully functional Excel personal budget template you can use to keep trac of your finances.
And the other is the completed "Weekly Food Expenses" table used in the tutorial learning exercises below.

---

Introduction.

Microsoft Excel is a spreadsheet program that will allow you to easily edit data, establish relationships between the data, and perform calculations.
The following tutorial outlines how to navigate, manipulate and create Excel tables and how to use the main functions and concepts of the program using JAWS for Windows screenreader.
Using Excel, you can manipulate data to compare financial outcomes or establish projected costs. Excel is often used by businesses to figure profits and expenses, and by individuals to create budgets and project various loan payment scenarios or simply to organize lists and schedules.

This practical tutorial provides step by step instructions to create your own Excel table and, using the above same page links, will also act as a reference to many main functions of Excel. For example, if you only want to learn how to merge cells to create a centred title, simply follow the above link titled “merge cells”.
Let’s get started.

Genral Overview.

MS Excel files are called Workbooks. These Workbooks contain worksheets which is Microsoft’s variation of a spreadsheet. Opening the MS Excel program will bring the focus to the first cell A1. Worksheets are laid out in a grid with square cells arranged left to right by vertical columns: A, B, C,D, E, F, G, etc. and top to bottom horizontal rows: 1,2 , 3, 4, 5, etc. through 65,536.

Navigating within Excel.

Using the up, down, left, and right arrow keys we move along the grid from cell to cell.
To go directly to a specific cell, we can use the Control G keystroke and then enter the desired cell coordinate. So if for example, we want to move to cell d14, we use the Ctrl G keystroke, type d14, and then press ENTER.
To return the focus to cell A1, use the Control Home Keystroke.

Enterring and Editing Data Within a Cell.

The cell that has the focus is known as the active cell.
A selection cursor appears around the active cell.

Using the keyboard, type data into the active cell and then press either Enter or TAB.
Tab will move focus one cell to the right, and Enter will move focus one cell below.

To correct or change data in a cell press F2 within the active cell. The active cell will now be in edit mode where we can change the text.
In edit mode we can review and change everything in the cell including formulas. You might have to use the Ctrl Home keystroke, to move to the place in the cell where the info begins.
Pressing Enter or Tab will stop edit mode.

---

Learning Exercise.

In this tutorial we will create a simple Excel table to learn the basics. This exercise spreadsheet will tabulate weekly food expenses. We'll display the days of the week across the 4th row and arrange breakfast, lunch and supper down along the A column.

By following the steps below, we will learn how to set up a table, input data, create formulas to automatically calculate totals and cost percentages. We will also cover some essential steps to format the table for display purposes. You'll soon see how easy it can be.
Go ahead and open Microsoft Excel and we'll begin.

Move the active cell to A3 and type “Weekly Food Expenses”. Pressing Enter at this point will move the active cell directly beneath A3 to A4. Pressing TAB instead will move the active cell to the right, (B3 in this case). Either way is correct, depending on what direction you want to move.

Weekly Food Expenses will be the title of this worksheet. We will now create our column titles to include days of the week.
So now move to cell B4 and type MON. Press Tab. The active cell is now C4. In cell C4 type TUE and then press Tab.
In cell D4 type WED and then press Tab.
In cell E4, typeTHU and then press TAB.
In cell F4 type, FRI and then press Tab.
In cell G4 type WEEK and then press Enter. Now pres Home which will move the cursor all the way over to the left column A.

Now we will enter our row titles to include daily meals. In cell A5 type Breakfast and then press Enter.
In cell A6 type Lunch and then press Enter.
In cell A7 type Supper and then press Enter.
In cell A8 type Total and then press Enter.
In cell A9 type Percentage and then press Enter.

Now the table has been set.
Let’s input the dolloar amounts for each meal.
Note: Do not use the dolloar symbol. Simply type the number. We will learn how to represent cell data as dollar amounts below.
In cell B5 type 3 and then press TAB.
In cell C5 type 3 and then press TAB.
In cell D5 type 7 and then press TAB.
In cell E5 type 5 and then press TAB.
In cell F5 type 4 and then press Tab.

The numbers we enter in an Excel table are referred to as values.

We have now entered the breakfast cost values for the week.

At this point go ahead and enter your own numbers to represent the daily cost amount for lunch in cells B6 to F6.
Now enter numbers to represent the costs for supper in cells B7 to F7.

Excellent! Now that wee have our value amounts in place, let’s learn how to use Excel to calculate the totals.

Use formulas to automatically calculate ranges.

To calculate a range of cells, use an Excel formula which will automatically add the cell amounts and display the total.
For example, the folowing formula will automatically add all cell amounts from cell B5 through F5:
=SUM(B5:F5)
This formula adds the totals of 5 cells. While in theory we can enter the formula in any cell, it makes sense to place the formula in the cell at the end of the range we are calculating.

Before we move into the next learning exercise, here are some commonly used formula symbols:

• - (dash).
  minus sign.
• + (plus).
  plus sign.
• / (slash).
  division symblol
• * (asterix).
  multiplication symbol.
• : (colon).
  placed between 2 cell coordinates : will tabulate the range.

Learning exercise.

Using our Weekly Food Expenses example move to cell G5. We'll use an Excel formula to automatically calculate the weekly breakfast total cost.
So in cell G5, type the equals sign. All Excel formulas begin with the equals sign.
You will be prompted to enter the formula.
Type: SUM(B5:F5) and then press Enter

The weekly breakfast total will now be reflected in cell G5.

A couple points about the formula: The word SUM indicates that a tabulation will be performed.
The colon in between B5 and H5 indicates that all cells in between will be added. The cell range is contained between parenthesis. These are the open bracket and close bracket located by using Shift 9, and Shift 0.

Now move to cell G6.
This is the end of the row for lunch totals. It’s column title is Week.
We will use another formula to calculate the weekly llunch total.
Type the following formula:
=SUM(B6:F6) and then press Enter.
Now, thanks to the formula, the weekly lunch total is reflected in cell G6.

We will enter a formula in cell G7 to calculate the weekly supper total.
We could enter the following: =SUM(B7:F7)
OR we can simply copy the formula from cell G6 and paste it into cell G7. MS Excel is able to determine that if you copy a formula and paste it in the cell below, the cell coordinates will need to be slightly different, and it will make the change for you.
Now the weekly supper total is reflected in cell G7.

Cell G8 should indicate the total combined weekly cost of breakfast, lunch and supper. In other words, the grand weekly food expense total.
So type the following formula in cell G8:
=SUM(G5:G7)

Now we will create formulas along the 8th row to reflect the daily totals.
To calculate the total expense for Monday's breakfast, lunch and supper:
Move to cell B8 and type the following formula:
=SUM(B5:B7) and then press Tab.
Press left arrow once to review that in fact the total for Monday is now reflected in cell B8. The formula will still be in the clipboard so paste the contents into cells C8, D8, E8, and F8.

Now that we have all the totals, we can use them to calculate cost percentages for each day of the week.

Use Excel formulas to calculate percentages.

A percentage is obtained by dividing a portion of the grand total, by the grand total and then, of course, multiplying this figure by 100 OR simply moving the decimal point right 2 places.

We can use an Excel formula to automatically calculate percentages.

Learning exercise

Using our Weekly Food Expenses example, we know that our grand total is located in cell G8.
We know that our dayly totals are listed along The 8th row from cell B8 to cell F8
So if we move to cell A9 we are now in the row titled “Percentages”.
Move right one cell to B9. We are now in the Monday column.
Now type the following formula:
=SUM(B8/G8) and then press TAB.
This formula will calculate the cost percentage for Monday's meals based on the weekly total expense. The slash is used in this formula as a division sign. We will learn how to format this row to display as percentages later.

Let's continue along the 9th row and enter formulas to calculate the cost percentages for the rest of the days of the week.
so, in cell C9 type the folloing formula:
=SUM(C8/G8)
Now in cell D9 type the following formula:
=SUM(D8/G8)
Now in cell E9 type the following formula:
=SUM(E8/G8)
Now in cell F9 type the following formula:
=SUM(F8/G8)

To verify that our row of percentages adds up to 100%, move to cell G9 and type the following formula:
=SUM(B9:F9)

Now that all of our daily totals are reflected as percentages along the 9th row, let’s learn how to have them displayed properly as percentages.

Formatting cells to Display as Percentages.

To display a range of cells as percentages with the percentage sign to the right of the numeric value:

1. Select the range of cells. Use the Shift Arrow key combination to highlite the desired cells.
2. Access the Format Cells menu (using Control 1).
3. The Format Cells menu has several page tabs. These include number, align, font, border, and pattern. Each of these can be accessed by using the Control Tab keystroke.
4. Now press TAB.
   The focus will be on a list titled categories.
5. Arrow down to the list item titled “percentage" and then press TAB until the OK button, and then press Enter.

Now the range of cells will be displayed as percentages.

Formatting cells to display as currency.

To display a range of cells as currency with a dollar sign to the left of the numeric value:

1. Select the range of cells. Use the Shift Arrow key combination to highlite the desired cells.
2. Access the Format Cells menu (using Control 1).
3. The Format Cells menu has several page tabs. These include number, align, font, border, and pattern. Each of these can be accessed by using the Control Tab keystroke. Now press TAB.
   The focus will be on a list titled categories.
4. Arrow down to the list item titled “currency" and then press TAB until the OK button, and then press Enter.

Now the numbers in these cells will be displayed as dollar figures.

Merging cells to create centred titles.

Often times we wwill want to have a specific text title displayed across a range of columns. To do this we must merge cells.

In essence merging cells removes grid lines and allows several cells to combine as one cell.
The merge cells option is found within the Format Cells, align menu. By selecting a range of cells and then merging them, several cells become one cell.

Here's how you do it:

1. Select the range of cells. Use the Shift Arrow key combination to highlite the desired cells.
2. Access the Format Cells menu (using Control 1).
3. The Format Cells menu has several page tabs. These include number, align, font, border, and pattern. Each of these can be accessed by using the Control Tab keystroke.
4. Using Control TAB, move the focus to the “align“ tab.
5. Now press TAB until you arrive at "merge cells". This option should be checked.
   Use the spacebar to check merge cells.
6. Press TAB until the OK button, and then press Enter.

Now the cells will be merged as one cell.

Learning Exercise

Using our Weekly Food Expense table, we will merge cells A3 to G3.
Move to cell A3. Our title "Weekly Food Expenses" is there.
Now select cells A3 through G3 by using the Shift Right Arrow keystroke repeatedly.
This will highlite cells A3 to G3.
Now that the cells we want to merge have been highlighted, we will access the "Format Cells" with the Control 1 keyboard command.
Move the focus to the "align" tab by using the Control TAB keyboard command.
Press TAB until the "merge cells option. Ensure that it is checked, and then TAB to OK and press Enter.
Now the Weekly Food Expenses title will reside in a cell that spans across the entire table instead of only above the first column.

Formatting Excel tables for display purposes.

After creating a basic table, simple formatting might be required so that the data is properly and easily displayed. For example some longer words might not be entirely visible, and titles might not be centered etc.

If you are new to Excel, and not yet comfortable with all the formatting options available, you can use the AutoFormat option to give your spreadsheets a professional look and make them easy to read.

To auto format an Excel table:

1. Select the entire table with Control A (which is the standard "select all" keystroke).
2. Access the menu bar by pressing Alt.
3. Arrow over to the format menu and then arrow down to the menu item titled, "Auto Format...".
4. Press Enter on the Auto Format menu item. there will be a list of approximately 17 auto format styel choices. The first one is titled "simple".
5. The focus will be on the "simple" style option. Press TAB which will move the focus to the OK button.
6. Press Enter on the OK button.

Now the table will be formatted with all words shrunk to fit so that they are visible, titles will now be centred and the table grid will be properly aligned.

Essential Excel JAWS keystroke commands.

• Numeric keypad 5.
  JAWS will announce the data in the current cell.
• Insert C.
  JAWS will announce the coordinates of the active cell.
• Control Shift D.
  This keystroke opens a list box of all cells with data.
  This is often useful when you open an unknown Excel table for the first time in order to get a sense of the data within the table especially if there is a lot of informaition to take in. Press Escape to close the all cells with data list box.
• Insert F1.
  This keystroke will offer a summary of the current Excel Workbook. It will list details such as the table's title, the number of worksheets,, the range of cells and some layout informaition.
• Alt 1 through 4.
  This keystroke will read cells located in the 1st, 2nd, 3rd, and 4th rows of the current column. this is useful if you want to glance up and see what is in those cells (usually titles).
• Alt Ctrl, 1 through 4.
  These keystrokes will read the cells in the first 4 columns of the current row.
• Alt, Ctrl, Shift, C.
  Set column titles to row range.
  Move to the row within the table where the column titles are located and use the above keystroke command.
  This will set the column title association to each cell within the table and will allow JAWS to automatically speak the title of the cell while you navigate the table.
  This will, of course, offer valuable contextual reference to each cell especially with larger, more complex tables.
  Note: Yes, this keystroke consists of 4 keys. Hold down the Alt, Ctrl and Shift keys and tap the letter C.
  Note: You will want to use this keystroke when you encounter a table where the title row is located below the 4th row.
• Alt, Ctrl, Shift, R.
  Set row titles to column range.
  Move to the column within the table where the row titles are located and use the above keystroke command.
  This will set the row title association to each cell within the table and will allow JAWS to speak the title of the cell while you navigate the table.
  This will, of course, offer valuable contextual reference to each cell.
  Note: A very useful trick is to move to the cell that intercects both the row and column titles and then perform both the Ctrl Alt Shift R, and Ctrl Alt Shift C keystrokes.
  This will allow JAWS to speak the row and column titles as you navigate through the table.
• Insert F1. (3 times).
  Hold the Insert key and tap the F1 key 3 times
  This will open the JAWS help topic for the current application.
  Note: The Insert F1 (3 times quicly) keystroke works with all JAWS supported programs, listing useful information including relevant keystroeks.
  Note: As with most help files, the F6 keystroke will open and read the displayed help information.

Excel tables for download.

It is highly recommended that you save these Excel files, as opposed to simply opening them, since some Web browsers will open these files within the browser window. You should instead save them to your computer and then open them so that they will open in MS Excel and not as a Web page.

• If you have been following along with the exercise table throughout this tutorial, you can download and review the complete Excel table here:
  Weekly_Food_Expenses.XLS
• For a complete functional and interactive annual Excel personal budgetting templat, you can download this Excel table:
  Excel_Budget_Template.XLS

---

Contact the author of this tutorial if you are still having trouble or need more information