Windows from the Keyboard Tips, Attach a file to an Outlook Email, July 8, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.
Outlook – How to Attach a Document to an Email
It’s easy to attach a file to an email without using a mouse. Highlight the file you wish to attach using File Explorer. Press Control+C to copy it to the clipboard. Then open your new email window and press Control+V to attach the file to the email. Note that this copy/paste method will not always work if you are using Outlook with an Exchange server which is common in business environments.

CCB-GTT Windows from the Keyboard Tips Summary Notes, Backstage and Save As, July 1, 2020 with a Link to the CCB Podcast

Get Together with Technology (GTT)

Sponsored by the Canadian Council of the Blind (CCB)

Summary Notes

July 1, 2020

Theme: Microsoft Backstage View and Save As Dialogue

Use the above link to play and/or download the CCB Podcast.

Presenter: Gerry Chevalier

Gtt.edmonton@gmail.com

In this 24 minute 9th episode of the Windows from the Keyboard series, Gerry discusses Microsoft Backstage view and the standard Windows Save As Dialogue. He explains how to navigate the Backstage view categories and their associated controls. He also comments on differences between the standard Windows Open and Save As dialogues compared to their equivalents in the Backstage View and explains the standard Save As dialogue controls.

For more information please contact your GTT Coordinators/Trainers:

Kim Kilpatrick 1-877-304-0968 Ext. 513

GTTProgram@Gmail.com

David Green 1-877-304-0968 Ext. 509

AccessibilityTraining7@Gmail.com

CCB-GTT Backgrounder:

The CCB was founded in 1944 by a coalition of blind war veterans, schools of the blind and local chapters to create a national self-governing organization. The CCB was incorporated by Letters Patent on May 10, 1950 and is a registered charity under the provisions of the Income Tax Act (Canada).

The purpose of the CCB is to give people with vision loss a distinctive and unique perspective before governments.  CCB deals with the ongoing effects of vision loss by encouraging active living and rehabilitation through peer support and social and recreational activities.

CCB promotes measures to conserve sight, create a close relationship with the sighted community and provide employment opportunities.

The CCB recognizes that vision loss has no boundaries with respect to gender, income, ethnicity, culture, other disabilities or age.

The CCB understands in many instances vision loss is preventable and sometimes is symptomatic of other health issues.  For the 21st century, the CCB is committed to an integrated proactive health approach for early detection to improve the quality of life for all Canadians.

As the largest membership organization of the blind and partially sighted in Canada the CCB is the “Voice of the Blind™”.

GTT is an exciting initiative of the Canadian Council of the Blind, founded in Ottawa in 2011 by Kim Kilpatrick and Ellen Goodman.  GTT aims to help people who are blind or have low vision in their exploration of low vision and blindness related access technology.  Through involvement with GTT participants can learn from and discuss assistive technology with others walking the same path of discovery.

GTT is made up of blindness related assistive technology users, and those who have an interest in using assistive technology designed to help blind and vision impaired people level the playing field.  GTT groups interact through social media, and periodically meet in-person or by teleconference to share their passions for assistive technology and to learn what others can offer from their individual perspectives.

CCB National Office

100-20 James Street Ottawa ON  K2P 0T6

Toll Free: 1-877-304-0968 Email: info@ccbnational.net URL: www.ccbnational.net

 

Windows From the Keyboard Tips, Enable BCC field in Outlook, July 1, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.
Outlook – How to Enable the BCC Field
Microsoft Outlook does not provide the BCC field by default. If you want to use the BCC field, you need to enable it as follows:
• Open a new message window.
• Press Alt+P to open the Options menu of the ribbon.
• Tab multiple times to reach the “Show Fields” item and press spacebar to enable the BCC button.
• Press Escape to exit the ribbon and return to your message.
Note that this need only be done once. Outlook will now offer the BCC field on all new messages.

CCB-GTT Windows from the Keyboard Tips Summary Notes, Microsoft Ribbons, June 17, 2020 with a Link to the CCB Podcast Episode

Get Together with Technology (GTT)

Sponsored by the Canadian Council of the Blind (CCB)

Summary Notes:

June 24, 2020

Theme: Microsoft Ribbons

Use the above link to play and/or download the CCB Podcast.

Presenter: Gerry Chevalier

Gtt.edmonton@gmail.com

In this 19 minute 8th episode of the Windows from the Keyboard series, Gerry discusses Microsoft ribbons. He explains how to navigate the ribbons and execute ribbon commands. He also shows how to use the Quick Access Tool Bar, and how to search for ribbon commands and get help using the Tell Me What You Want To Do search tool.

For more information please contact your GTT Coordinators/Trainers:

Kim Kilpatrick 1-877-304-0968 Ext. 513

GTTProgram@Gmail.com

David Green 1-877-304-0968 Ext. 509

AccessibilityTraining7@Gmail.com

CCB-GTT Backgrounder:

The CCB was founded in 1944 by a coalition of blind war veterans, schools of the blind and local chapters to create a national self-governing organization. The CCB was incorporated by Letters Patent on May 10, 1950 and is a registered charity under the provisions of the Income Tax Act (Canada).

The purpose of the CCB is to give people with vision loss a distinctive and unique perspective before governments.  CCB deals with the ongoing effects of vision loss by encouraging active living and rehabilitation through peer support and social and recreational activities.

CCB promotes measures to conserve sight, create a close relationship with the sighted community and provide employment opportunities.

The CCB recognizes that vision loss has no boundaries with respect to gender, income, ethnicity, culture, other disabilities or age.

The CCB understands in many instances vision loss is preventable and sometimes is symptomatic of other health issues.  For the 21st century, the CCB is committed to an integrated proactive health approach for early detection to improve the quality of life for all Canadians.

As the largest membership organization of the blind and partially sighted in Canada the CCB is the “Voice of the Blind™”.

GTT is an exciting initiative of the Canadian Council of the Blind, founded in Ottawa in 2011 by Kim Kilpatrick and Ellen Goodman.  GTT aims to help people who are blind or have low vision in their exploration of low vision and blindness related access technology.  Through involvement with GTT participants can learn from and discuss assistive technology with others walking the same path of discovery.

GTT is made up of blindness related assistive technology users, and those who have an interest in using assistive technology designed to help blind and vision impaired people level the playing field.  GTT groups interact through social media, and periodically meet in-person or by teleconference to share their passions for assistive technology and to learn what others can offer from their individual perspectives.

CCB National Office

100-20 James Street Ottawa ON  K2P 0T6

Toll Free: 1-877-304-0968 Email: info@ccbnational.net URL: www.ccbnational.net

 

Windows From the Keyboard Tips, Outlook – Distribution Emails and the BCC Field, June 24, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.
Outlook – Distribution Emails and the BCC Field
What is the purpose of the BCC field in Outlook emails? BCC stands for blind carbon copy. The recipients you put in the BCC field will receive your email, but they will not see the names of the other BCC recipients. If any recipient uses the Reply All feature their email will only be sent to people listed in the To and CC fields. None of the BCC recipients will receive the reply.
Using the BCC field is a handy way to send an email to a group of people without the members of the group seeing each other’s email address. You may wish to put a copy of your own email address in the “To” field, so you receive a copy of the group email. Maintaining the group members’ privacy is considered good email etiquette.
If you expect to send frequent emails to the same group, then after filling in all their email addresses, press Control+A while in the BCC field to select all the names you typed and then press Control+C to copy those names to the clipboard. Send your email and then open a new Word document and press Control+V to save those addresses for later use. Save the Word document which now functions as your distribution list.
When you next need to send an email to the group, open the Word document, press Control+A to select all the text i.e., all the email addresses, then press Control+C to copy them to the clipboard. Open your new email and focus on the BCC field and then press Control+V to paste all the names to the BCC field.
Note: Outlook supports a more formal way of creating distribution lists using group contacts and the Control+Shift+L shortcut to use the Group Contact as the distribution list for an email. You can learn more by reading this Microsoft support article.
Note also that the BCC field is not enabled by default in Outlook. The next tip will explain how to enable the BCC field.
That’s it for this tip. Until next Wednesday, happy computing.

Windows From the Keyboard Tips, Outlook for Windows – Useful Shortcut Keys, June 17, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions.  The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Outlook for Windows – Useful Shortcut Keys

Without using a mouse it’s easy to use and move around in the Windows Outlook program.

  • Press F6 to move through the regions of the main Outlook window: the ribbons, the calendar peek, the navigation tool bar, the folder pane, the message list, and status bar. Control+Tab will also move through the regions, but it excludes the ribbons and status line.
  • Instead of using F6 to reach the navigation bar you can navigate those items directly. Press Control+1 to select the email view, Control+2 to select Calendar view, Control+3 to select Contacts view, Control+4 for the To-Do list and Control+5 for Notes.
  • While in any view, you can press Control+Shift+I to focus on the email inbox and Control+Shift+O to focus on the email outbox.
  • While in the email, calendar, or contact view, press Control+N to start a new email, appointment, or contact respectively.
  • While in any view, press Control+Shift+A to start a new appointment, Control+Shift+C to start a new contact, Control+Shift+E to create a new folder, Control+Shift+K to start a new task in the To Do list, Control+Shift+L to start a new distribution list, Control+Shift+M to start a new email message, Control+Shift+P to open the font dialogue, or Control+Shift+Q to start a new meeting request.
  • While in any email folder just arrow up and down to review the list of messages and press Enter to open a message or press Delete to delete the message. Note that you can hold down Shift while you arrow down the list to select successive messages. With multiple messages selected, the Delete key will delete them all. Control+Delete will also delete the message from either the message list or with the message open.
  • With a message open, you can ask Windows to read it aloud for you even if you don’t have screen reading software. Press Alt+H followed by r, then 1.
  • From the message list or within a message, press Control+R to reply to the sender of a message.
  • Press Control+Shift+R to reply to the sender and all other recipients of the message. Note that any recipients in the BCC field are not visible to you and will not be replied to when you use this Reply All feature.
  • Press Control+E or F3 to search within contacts or emails. This is handy to find old emails because you can enter a recipient name, sender, subject, or words from the body of the message to find it. Press Enter after entering the search text and TAB over to the results list.
  • Press Control+F to forward the message to another person.
  • Press Control+Alt+F to forward the message as an attachment.
  • Press the Applications key on any message to open a context menu of things you can do with that message. For example, there are menu items to print the email, find related emails, or open the Junk submenu to block the sender of that email so that any future emails from the sender will automatically go to your junk folder.
  • While in the To, CC, or BCC fields Outlook will attempt to auto complete any email address as you begin typing it. If there are multiple auto completion possibilities, you may down arrow to see the list of possible auto completions and press Enter on the one you want, or press Delete if you want Outlook to forget that email and not use it for future auto completions.
  • While in the To, CC, or BCC fields, you can press Control+Shift+B to open a dialogue that allows you to search your Outlook contacts for a person and then put that person’s email address into the field.
  • You can press Control+Y to bring up a list of your other inbox folders. Arrow down the list to choose a folder and then press Enter to move to that folder.
  • You can move the current or all selected messages to another folder using Control+Shift+V. Choose the destination folder from the resulting list of folders and press Enter to move your message to that folder.
  • Alt+S is a quick keystroke to finish the message you are typing and save it to the outbox. This same keystroke will save the appointment/meeting request you are typing or a contact you are editing.
  • Control+S, on the other hand, will also save the email message you are typing but instead of saving it to the outbox it will be saved to the Drafts folder. This is handy if you don’t want to immediately send your email and you want to save a draft of it to complete later. To later complete the draft email, use the Control+Y keystroke to go to the Drafts folder and there you will find your saved email. Press Enter to open the draft email and continue working on it. Then you can resave it with Control+S or send it to the Outbox with Alt+S.
  • F7 will start the spell checker.
  • F9: If you have configured Outlook to not automatically download messages and to not automatically send messages that are saved in the outbox, then press F9 when you are ready to download new emails and also send emails that are saved in your outbox.
  • F12 will open the Save As dialogue to save a message to a file.

Here is the complete list of Outlook keyboard shortcuts.

Additional shortcuts for users of the JAWS screen reader:

  • When an email is open, you can quickly read its header information. Press Alt+1 to read who the email is from, Alt+2 to read the date of the email, Alt+3 to read who the message is being sent to, Alt+4 to read the cc field, Alt+5 to read the Subject field  (press twice quickly to focus on the Subject field), and Alt+6 to read the bcc field.
  • From any of those header fields, press Alt+` to jump to the message body.
  • Tip: It’s useful just before you press Alt+S to send a new email message to the outbox, to first press Alt+3, Alt+4, Alt+6 to quickly verify who you put in the “To”, CC, and BCC fields. It’s easy with auto completion to accidentally put someone into these fields that you didn’t intend to.
  • Since Outlook email uses the MS Word engine, you can use JAWS navigation keys to navigate the message body. For example, you may press H to jump from heading to heading, or JAWS+F6 to bring up a list of headings, or JAWS+F7 to bring up a list of links. This can be useful for reading long messages such as newsletters where the sender may have set headings or included links.

That’s it for this tip. Until next Wednesday, happy computing.

 

Windows From the Keyboard Tips, Microsoft Office Searching the Help Database, June 10, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.
Microsoft Office – Searching the Help Database
When you are in any Office app such as Word, Excel, Power Point, or Outlook you can search that app’s Help database.
• Press F1 to open the Help Search pane.
• Type a topic or question into the search box. For example, in Excel, you might type “how to insert rows” without the quotes.
• As you type your search text, matching search results will appear in a list. You can arrow up and down the list to find the topic that you want, and press Enter.
• Then you can press TAB to find links to more specific information on the selected topic,
• Press Enter to activate the link and open the corresponding Help article which can then be read as a web page.
• Press Shift+F6 to go back to your document pane and F6 from there to return to the Help pane.
That’s it for this tip. Until next Wednesday, happy computing.

Windows From the Keyboard Tips, Microsoft Office Back Stage View, June 3, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.
Microsoft Office – Document Backstage View
The Backstage view is a useful interface to explore and use for keyboard users.
When you launch Microsoft Office apps such as Excel, Word, or Power Point via a desktop icon or from the Start menu you are placed in the Backstage view. The Backstage view replaces the File menu on older versions of Office. You may also reach the Backstage view by pressing Alt+F. Backstage view has a list of categories that allow you to open or save documents, print documents, export documents to other formats such as PDF or HTML, manipulate the current document’s properties, and more. You select the Backstage category from a list of categories using Up/Down arrows. For each category, there are different controls which you can explore with Tab or Shift+Tab.
For example, the Open category allows you to reopen a document from a list of recent documents or, if you press Down arrow on the Recent tab, you will find other sources for documents such as OneDrive, This PC,and a Browse button. The Browse button will launch the usual Open File Dialogue.
The Info category allows you to protect/unprotect a file, add a security password to a file, or add title or author attributes, add search keywords, and more. Note that adding a document title in the Backstage view is especially useful if you plan to save the document in html format for later inclusion as a web page. The document title will then become the web page title when you save the Word document as an HTML document.
Although the Backstage view is completely Accessible, sometimes it just gets in the way. You may just want to open MS Word and start a new blank document. You can exit the backstage view and return to the document window by pressing Escape. For example, to start a new MS Word document simply launch Word, then press Escape to exit the Backstage view and you will be in a blank document Window. Type your document and then press F12 to save it.
That’s it for this tip. Until next Wednesday, happy computing.

CCB-GTT Windows from the Keyboard Tips, Desktop Shortcuts, Summary Notes, May 6, 2020 with Link to CCB Podcast Recording

Get Together with Technology (GTT)

Sponsored by the Canadian Council of the Blind (CCB)

 

GTT is an exciting initiative of the Canadian Council of the Blind, founded in Ottawa in 2011 by Kim Kilpatrick and Ellen Goodman.  GTT aims to help people who are blind or have low vision in their exploration of low vision and blindness related access technology.  Through involvement with GTT participants can learn from and discuss assistive technology with others walking the same path of discovery.

 

GTT is made up of blindness related assistive technology users, and those who have an interest in using assistive technology designed to help blind and vision impaired people level the playing field.  GTT groups interact through social media, and periodically meet in-person or by teleconference to share their passions for assistive technology and to learn what others can offer from their individual perspectives.

Summary Notes:

Windows from the Keyboard Tips, Desktop Shortcuts, May 6, 2020 Link to Podcast

Theme: Desktop Shortcuts

Presenter: Gerry Chevalier

Gtt.edmonton@gmail.com

In this second episode of Using Windows From the Keyboard, Gerry, without touching the mouse,  shows how to create desktop shortcuts to a web site, to the documents folder, and to the Microsoft Word app. Two methods are demonstrated: the desktop shortcut creation wizard and how to copy start menu shortcuts to the desktop. Also demonstrated is how to change the shortcut name, assign a hotkey, and specify the target app to run in a maximized window.

For more information please contact your GTT Coordinators:

Albert Ruel                   or                       Kim Kilpatrick

1-877-304-0968,550                               1-877-304-0968,513

albert.GTT@CCBNational.net                GTTProgram@Gmail.com

CCB Backgrounder:

The CCB was founded in 1944 by a coalition of blind war veterans, schools of the blind and local chapters to create a national self-governing organization. The CCB was incorporated by Letters Patent on May 10, 1950 and is a registered charity under the provisions of the Income Tax Act (Canada).

The purpose of the CCB is to give people with vision loss a distinctive and unique perspective before governments.  CCB deals with the ongoing effects of vision loss by encouraging active living and rehabilitation through peer support and social and recreational activities.

CCB promotes measures to conserve sight, create a close relationship with the sighted community and provide employment opportunities.

 

The CCB recognizes that vision loss has no boundaries with respect to gender, income, ethnicity, culture, other disabilities or age.

The CCB understands in many instances vision loss is preventable and sometimes is symptomatic of other health issues.  For the 21st century, the CCB is committed to an integrated proactive health approach for early detection to improve the quality of life for all Canadians.

As the largest membership organization of the blind and partially sighted in Canada the CCB is the “Voice of the Blind™”.

 

CCB National Office

100-20 James Street Ottawa ON  K2P 0T6

Toll Free: 1-877-304-0968 Email: info@ccbnational.net URL: www.ccbnational.net

 

 

 

Windows From the Keyboard Tips, Document Backstage View, May 27, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Microsoft Office – Document Backstage View

The Backstage view is a useful interface to explore and use for keyboard users.
When you launch Microsoft Office apps such as Excel, Word, or Power Point via a desktop icon or from the Start menu you are placed in the Backstage view. The Backstage view replaces the File menu on older versions of Office. You may also reach the Backstage view by pressing Alt+F. Backstage view has a list of categories that allow you to open or save documents, print documents, export documents to other formats such as PDF or HTML, manipulate the current document’s properties, and more. You select the Backstage category from a list of categories using Up/Down arrows. For each category, there are different controls which you can explore with Tab or Shift+Tab.

For example, the Open category allows you to reopen a document from a list of recent documents or, if you press Down arrow on the Recent tab, you will find other sources for documents such as OneDrive, This PC,and a Browse button. The Browse button will launch the usual Open File Dialogue.

The Info category allows you to protect/unprotect a file, add a security password to a file, or add title or author attributes, add search keywords, and more. Note that adding a document title in the Backstage view is especially useful if you plan to save the document in html format for later inclusion as a web page. The document title will then become the web page title when you save the Word document as an HTML document.

Although the Backstage view is completely Accessible, sometimes it just gets in the way. You may just want to open MS Word and start a new blank document. You can exit the backstage view and return to the document window by pressing Escape. For example, to start a new MS Word document simply launch Word, then press Escape to exit the Backstage view and you will be in a blank document Window. Type your document and then press F12 to save it.

Windows From the Keyboard Tips, Ribbons and the Quick Access Tool Bar, May 20, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Microsoft Office – Ribbons and the Quick Access Tool Bar

Navigating the ribbon commands with the keyboard or trying to remember many Key Tip sequences can be frustrating especially for commands that you use frequently. The Quick Access tool bar can mitigate this frustration. You can place frequently used ribbon commands on the Quick Access tool bar where they can be found quickly and easily.

For example, a common command I use in Excel is to auto adjust the column width to fit the cell contents. This command is on the Home ribbon in the cells group and its key tip sequence is:
ALT+H, O, I
This is difficult to remember to say the least. You can add this ribbon command to the Quick Access Tool Bar as follows:
• While in your Excel workbook, press ALT+H, O, I to select the auto adjust column width command or, press Alt+H to open the Home ribbon and then Tab repeatedly to reach the Auto Adjust Column Width command. However, don’t press Enter to activate the command.
• Instead, press the Applications key to open a context menu, and arrow down to find the “Add to Quick Access Tool Bar” and then press Enter.
• This command is now on the Quick Access Tool Bar.
The next time you need to use the command, follow these simpler steps:
• Press Alt to focus on the main ribbon.
• Press up arrow to reach the Quick Access Tool Bar.
• Arrow left or right on the tool bar to find the Auto fit column width function and press Enter. No memorizing of long shortcuts!
• You can add many ribbon commands to the Quick Access Tool Bar in the same manner. You can also find the command using the Alt+Q command search described in the previous tip, and when the command appears in the search results, press the Applications key to find the option to add it to the Quick Access tool bar.
• If you can remember the order of your Quick Access items, then you can activate them more quickly. For example, press ALT+1 to activate the first Quick Access Tool Bar item, press ALT+2 to activate the second item and so on.
• If you decide to remove a command from the Quick Access Tool Bar, just navigate to the command and then press the Applications key to open the context menu. On my computer the Applications key does not open the context menu on the Quick Access Tool Bar but Shift+F10 does. From the context menu select the item, Remove from the Quick Access Tool Bar, and press Enter. You may find it useful to remove some default commands that Microsoft puts on the tool bar, such as Undo, Redo, Save, which already have simple shortcuts namely, Control+Z, Control+Y, and Control+S, so they tend to just clutter the Quick Access tool bar.
Each Office program e.g. Excel, Word, Outlook and Power Point have their own Quick Access Tool bar and the process for adding commands and using the tool bar is the same.

Windows From the Keyboard Tips, Search For Ribbon Commands, May 13, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Microsoft Office – Search for Ribbon Commands
Navigating ribbons using the keyboard or trying to remember Key Tip sequences to find a command can be frustrating. There is a way to quickly search for a ribbon command:
• Press Alt+Q which opens the Office “Tell Me What You Want To DO” feature. You will be placed in an edit box.
• Type the name of the command you are searching for. For example, maybe you want to insert a table in a Word document, so you might type, “insert table”. Or maybe you want to Empty the Deleted items folder in Outlook, so you might type, “empty deleted”.
• Press the down arrow to find the list of search results and likely the ribbon command you need will be in the list. Simply press Enter on the command to execute it.
You have just executed the ribbon command you need without having to navigate the ribbon! The Alt+Q search feature works for all the Office programs: Excel. Word, Outlook, and Power Point.

Windows From the Keyboard Tips, Navigating Ribbons Using the Keyboard, May 6, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Microsoft Office – Navigating Ribbons Using the Keyboard
In Office apps such as Outlook, Word, Excel, and Power Point as well as certain non-Office apps such as File Explorer and Wordpad the ribbon provides the command functions of the app. Note: If you are a JAWS for Windows user, be sure to disable the JAWS virtual ribbon menu feature. Press JAWS key + V to open quick settings and type “virtual” into the settings search box. Tab once to reach the list of resulting settings and ensure the virtual ribbon menu feature is unchecked. Here is a summary of how to use ribbon commands from the keyboard.
• There is a ribbon bar at the top of the screen containing a list of ribbon tabs. You reach the list of ribbons by pressing the Alt key and then using left/right arrow keys to move across the list to find the ribbon tab you want. As you move across each tab in the list its corresponding ribbon opens below it. If you don’t see the ribbon bar, try pressing Control+F1which is a toggle that expands and collapses the ribbon bar. It is best to leave the ribbon bar expanded so it is visible.
• When you reach the desired ribbon, press Tab to move to the first command in the ribbon. You may need to press Tab 3 times to skip over the Minimize and Help buttons that are attached to the ribbon bar.
• Then press TAB and Shift+Tab to navigate the ribbon commands. IMPORTANT: Do not use arrow keys to navigate ribbon commands because you will miss some commands. Only use Tab and Shift+Tab.
• At any time, you may press Escape to close the ribbon and return to your document.
• Commands are often grouped on the ribbons. You can jump back and forth between the groups with Control+Left or Control+Right arrow keys.
• For commands with a list of radio button choices, use arrow keys to choose the desired button and press Enter to activate it.
• You can navigate grid items with all 4 arrow keys and press Enter when you find the item you need to execute.
• Commands with split buttons have a menu of choices. You can accept the default choice by pressing Enter or you can open the menu of choices with Alt+Down Arrow.
• Commands with a checkbox can be actioned by pressing spacebar.
• Commands may have submenus which can be opened with Enter.
• There are sequences of shortcut keys to reach the ribbon commands, usually 2 to 4 keys in sequence. These key sequences are called Key Tips and are displayed in little boxes beside the ribbon commands. If you use a screen reader, it should announce the key tips as you navigate the ribbon commands. If you can remember the key tip for a given ribbon command, you can repeat the command by pressing that sequence of keys.
• For example, in Word, you may reach the Font dialogue of the Home ribbon by pressing the key tip sequence: Alt+H to open the Home ribbon followed by F and another F.
• Note that ribbons are contextual. For example, in Outlook if you are focused in the body of an email message and press ALT, you will encounter different ribbons than if you pressed ALT while focused in the headers of your email.
• Also, don’t forget to try your Applications key while in your document. It will bring up a context menu that has a subset of ribbon commands so you may not even need to navigate the ribbon if the command you want is on the Applications context menu.
• If you find ribbon navigation somewhat daunting, the next two tips will offer strategies to simplify using the ribbons from the keyboard.

Windows From the Keyboard Tips, Web Browsing – Copying Links, April 22, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Web Browsing – Copying Links
Have you ever wanted to paste a link to a web page into an email or document? While you are on the web page press Alt+D to place focus in the address bar of your web browser. The link of your current web page will be highlighted meaning it is auto selected so you can then just press Control+C to copy the link to the clipboard. Now simply go to the text of your email or document and press Control+V to paste the link. Note: If pasting to an email it’s a good idea to press Enter immediately after pasting the link.

That’s it for this tip. Until next Wednesday, happy computing.

Windows From The Keyboard Tips, JAWS Specific Web Browsing Shortcuts, April 15, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions. The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

Web Navigation – Using the Keyboard with JAWS
This blog series is about Windows shortcut keys not specific to screen readers. However, I thought it important to devote this one tip to screen reader navigation on web sites because modern screen readers like JAWS, NVDA, and now Windows Narrator provide so much value added navigation that it is critical that you are aware how you can enhance your web browsing experience if you use a screen reader. the following examples refer to JAWS, but some of the shortcuts will work in NVDA and Windows Narrator screen readers as well.
• While on a web page, regardless of which browser you are using, press the letter H to jump forward from heading to heading at any heading level or Shift+H to jump backwards to the previous heading.
• Press 1 on the number row to jump to a level 1 heading. Press 2 on the number row to jump to a level 2 heading and so on. Many well-organized web pages will use a level 1 heading to begin the main content of the web page. Thus, when the page opens, you can jump directly to the main content simply by pressing 1 on the number row.
• Hold down the JAWS key and press F6 to bring up a list of headings on the web page. Arrow up and down the list of headings or press the first letter of the desired heading. When you find it in the list, just press Enter to position at that heading in the web page.
• Similarly, press the JAWS key + F7 to bring up a list of links on the web page. Arrow up and down the list of links or press the first letter of the desired link. When you find it in the list, just press Enter to activate the link. Note, if you press TAB within the list of links, you will find a “Move to Link” button which will position you on the web page where that link is located rather than activating the link.
• Press Insert+F5 to bring up a list of form fields on a web page. You may then arrow through the fields and press Enter on any field to position to that field on the page. This is a useful way to review all the fields on a form before you fill it out.
• Press B or Shift+B to jump to the next or previous button on the web page.
• Press C or Shift+C to jump to the next or previous combo box drop down on the web page.
• Press E or Shift+E to jump to the next or previous edit box. For example, most web pages have a search edit box to allow you to search the web site and you can reach this edit field by simply pressing the letter e.
• Press L or Shift+L to jump to the next or previous list on the web page.
• Press T or Shift+T to jump forward or backward between tables on the page. Within a table, you may hold down the Control and Alt keys while pressing up, down, left, and right arrows to move among the cells of the table.
• At the top of the table just above the first row, JAWS will announce the number of rows and columns. At this point, you may press F8 to select the entire table and then Control+C to copy the table to the clipboard. You could then paste that table into a Word or Excel document.
Press X or Shift+X to jump to the next or previous check box on the web page.
You may prefix the above shortcuts (B, C, E, L, T, X) with Control+Insert keys to bring up a list of that control. For example, Control+Insert+B will bring up a list of buttons on the page.
• Press Control+F to do a JAWS search but note that this will only search the current page not the entire web site. It is a useful way to position yourself to a location on the page where you know certain text exists.
• Press P or Shift+P to jump to the next or previous paragraph and speak it. P is often more efficient than pressing down arrow to read lines on the page because P will read multiple lines at a time that comprise a paragraph. The equivalent Windows shortcut is Control+Down Arrow.
There are many more JAWS web browsing techniques. Freedom Scientific, the creator of the JAWS screen reader, offers a free self-paced online tutorial called, Surfs Up, to help you effectively surf the web using only the keyboard.

That’s it for this tip. Until next Wednesday, happy computing.

Windows From the Keyboard Tips, Web Browsing Shortcut Keys, April 8, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions.  The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

 

Web Browsing – General Shortcut Keys

When browsing a web site there are several general keyboard shortcuts that work for all browsers.

  • Arrow up and down to read line by line.
  • Press Control+Up and Control+Down to navigate to the previous or next paragraph.
  • Press Control+Home to jump to the top of the web page and Control+End to jump to the bottom.
  • Press Tab and Shift+TAB to jump forward or backward from element to element such as between links or form fields.
  • Press Enter to expand menus or Alt+Down Arrow to open drop down lists.
  • When focused on a link, press Enter or spacebar to open the link which results to jumping somewhere else on the same web page or opening a new web page.
  • Press Alt+Left/Right Arrow to move backward /forward among the web pages in your browsing session.
  • Press Alt to reach the menu of your browser and then arrow among the menu items.
  • Press Control+Enter to open a link in a new browser Tab. Tabs are useful if you need to have multiple pages open at the same time. You move back and forth between open Tabs by pressing Control+Shift+Tab (previous Tab) or Control+Tab (next Tab). For example, suppose you are on the main table of contents for a web based user manual. You want to follow the link to chapter 3 but not close the main table of contents web page. In that case, press Control+Enter instead of Enter on the Chapter 3 link. Chapter 3 will open in a new browser Tab and you will remain in the main web page. To switch to the Chapter 3 Tab, press Control+Tab, and when you want to return to the main page, press Control+Shift+Tab. You may have many TABS open at the same time.
  • Press Control+F4 or Control+W to close a browser Tab when you no longer need it.
  • Press Alt+D to place focus on the current web page address/search bar. When you do this, the web address will automatically be highlighted so you could then do one of 3 things: 1) press Control+C to copy the address to the clipboard, or 2) type another address followed by Enter to open that new web site, or 3) type a search string followed by Enter to search for a new web site.
  • Pres Control+E to perform a web search. This will also place focus on the address bar but, in this case, the current address bar is cleared so you can type a new web search string.
  • While on the address bar, you can press Tab or Shift+Tab as well as F6 or Shift+F6 to move forward and backward between different browser controls. The behavior depends on which browser you are using but feel free to try these shortcuts to learn what is available. You will find items such as a history of web pages you visited, or your list of bookmarks and other tool bar items. Of note in the Google Chrome browser is the button to view site information. If you press Shift+TAB on the address bar you will be focused on the View Site Information button which you can press spacebar to activate. It describes the security level of your web page so that you can be confident the information exchanged between you and the web site is done in a secure manner.
  • This is a good place to discuss security and safe web browsing. In general, when on the address bar you can tell that a web site is secure if its address begins with https where the ‘s’ denotes a secure site. If you are on a web page whose address begins with only http, then be careful about exchanging information with that site. It is not a secure site and may even be masquerading as a company or organization that it is not.

 

That’s it for this tip. Until next Wednesday, happy computing.

Windows From The Keyboard Tips, How to Use the Recycle Bin, April 1, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions.  The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

 

Windows File Explorer – How to Use the Recycle Bin

Have you ever accidentally deleted a file and wanted to get it back? In File Explorer a deleted file is not actually removed from your computer. Rather, the file is moved to the Recycle Bin, so it is possible to restore the file. To restore a deleted file, follow this procedure.

  • Press Windows key + M to go to the desktop.
  • Press R multiple times until you reach the Recycle Bin icon and then press Enter to open the Recycle Bin.
  • You will be placed in a list of deleted files. Likely, your deleted file is in this list unless it was deleted a very long time ago. Also, when you deleted the file, if you pressed Shift+Delete to bypass the Recycle Bin, then the file will have been removed from your computer.
  • You can arrow up and down the list of files to find the file you have deleted. If you know the file name, you may press its first letter multiple times until you reach the desired file. Note that beside each file are details such as the name of the original folder that contained the file and its deletion date. You can read these values with a screen reader by using the right arrow or reading the entire line.
  • When you find the file, press the Applications key.
  • From the resulting context menu, select the Restore item and press Enter. The file will be restored to its original folder on your computer.
  • Press Alt+F4 to close the Recycle Bin.

Sorting the Recycle Bin:

If you have many files in the Recycle Bin, or you cannot remember the name of the file you deleted, it may help to sort the file list as follows.

  • If the current file you are focused on is selected, then unselect it by pressing Control+Spacebar .
  • Press the Applications key.
  • Arrow through the resulting context menu and select the Sort By submenu and press Enter to open it.
  • Arrow through the submenu and choose the sort option you want. For example, you can sort the list of files alphabetically by name, by their original location, by the deletion date, or by the date the file was last modified. You can also choose ascending or descending order.

 

That’s it for this tip. Until next Wednesday, happy computing.

Windows From the Keyboard Tips, File Explorer – Delete File Confirmation, March 25, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions.  The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

 

Windows File Explorer – Delete File Confirmation

When you press Delete to delete a file Windows may or may not ask you to confirm. You can ensure there is a confirmation prompt by doing this:

  • Press Windows key + M to focus on the desktop.
  • Press R multiple times until you are focused on the Recycle Bin icon.
  • Press Alt+Enter to open the Properties of the Recycle Bin.
  • TAB to the check box to Display a Delete confirmation prompt and press the spacebar to activate it.
  • TAB to the OK button and press spacebar to activate it and return to your desktop. You will now be prompted to confirm each time you delete a file. The files you delete will be moved to the recycle bin so you can recover them if you need to. You can selectively bypass moving the deleted file to the recycle bin if you press Shift+Delete when deleting a file.

 

That’s it for this tip. Until next Wednesday, happy computing.

 

Windows From the Keyboard Tips, File Explorer Useful Shortcut Keys, March 18, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions.  The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

 

Windows File Explorer – Useful Shortcut Keys

While browsing folders in Windows file Explorer, these shortcut keys are helpful.

  • F2 will allow you to rename a file. Press F2 while focused on the filename. An edit box opens with the current filename highlighted. Only the filename is highlighted not the filetype. Since Windows replaces highlighted text with typed text, all you need to do is type the new filename and press Enter. The filetype will remain as it was. For example, if you have a file named, John.txt, and you want to rename it to Jane.txt just arrow down to the John.txt in your list of files, Press F2, type, “Jane”, without the quotes, and press Enter.
  • Press Alt+Up Arrow to return to the parent of the folder you are currently in.
  • Press Backspace to return to the previous folder.
  • Press Control+Home to move to the top of the folder.
  • Press Control+End to move to the end of the folder.
  • Press Alt+Enter to open the properties of the file or folder you are focused on.
  • Press Delete to delete the file or folder you are focused on. Depending on the properties of your Recycle Bin, you may or may not be asked to confirm the file deletion.
  • Press Control+C to copy the file or folder to the Windows clipboard. You may then move to another folder and press Control+V to paste a copy of the file or folder into the new folder. Note: A quick way to make a copy of a file is to press Control+C on the desired file and then immediately press Control+V to paste it back. Windows will make a copy of your file in the same folder with “copy” appended to the filename.
  • Press Control+X to cut the file or folder to the Windows clipboard. You may then move to another folder and press Control+V to move the file or folder into the new folder thus deleting it from its original location.
  • Press the Applications key (usually just to the left of the right Control key) to open a context menu for the file or folder you are focused on. Arrow up and down the menu to find other actions you may wish to perform on the file or folder such as printing a file or extracting files from a ZIP folder. If you do not have an Applications key, then Shift+F10 is another way to open the applications context menu.

 

That’s it for this tip. Until next Wednesday, happy computing.

 

Windows From the Keyboard Tips, File Explorer – Searching for Files, March 11, 2020

Hello. This is Gerry Chevalier from the GTT Edmonton Chapter. This weekly blog provides tips that I find useful as a keyboard user of Windows. The information is for Windows10 and Office 365, although many tips still apply to older versions.  The tips do not require a screen reader unless specifically noted. Thus, the tips apply whether you are a keyboard user or low vision mouse user. Here is this week’s tip.

 

Windows File Explorer – Searching for Documents

Have you ever lost a file? You may remember downloading the file or saving it from an email attachment, but you can’t remember which folder it was saved in. Likely, it is in your Documents folder or one of its subfolders. To search your Documents folder and all its subfolders, open your Documents folder and then press Control+E to open the search edit box. Type one or more words that you believe are in the filename and then press TAB several times to reach the list of files that were found to have your search text in their filename. Arrow down the list to find your file. To  abandon the search and return to your Documents folder from the search results, press the Backspace key. To open the file’s location (folder), press the Applications key to open a context menu. Arrow down the menu and press Enter on the “Open file Location” item. The folder containing your file will be opened.

 

To search your entire computer’s hard drive press Windows key +R to open the run dialogue. Type C:\ to open the root of your hard drive. Then press Control+E to type your search. This will search all the folders in your hard drive. Again, TAB several times to reach the list of search results.

 

That’s it for this tip. Until next Wednesday, happy computing.