Excel from the Keyboard, An Introduction Using NVDA, December 16, 2020

The recent CCB presentation on Excel has been posted to the CCB podcast feed. Following are the show notes and download link.

Show Notes:

December 16, 2020

Theme: Excel from the Keyboard Intro

Use the above link to download the podcast audio file.

Presenter: Gerry Chevalier

GTT.Edmonton@gmail.com

 

In this 18 minute presentation, Gerry demonstrates the experience of using Excel from the keyboard . Gerry demonstrates building a simple grocery shopping list to show basic keyboard navigation and screen reader commands to operate Excel. It is not an instructional Excel podcast but just a demo of what it’s like to use Excel with a screen reader and no mouse.

Windows from The Keyboard Tips, Microsoft Excel Reviewing Formulas, December 9, 2020

Attention: This blog series ends today. This is the last post. If you have an idea for a future GTT blog series email it to:

GTT@ccbnational.net

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 10 and Office 365.

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 the last tip of this series.

Microsoft Excel – Reviewing Formulas

When arrowing up/down/left/right among the cells in a spreadsheet the screen reader will announce the value of the cell and if there is a formula attached to the cell, the screen reader will also tell you. You can edit the cell’s data/formula by pressing F2. To quickly review formulas in multiple cells without the need to press F2 on each cell, simply press Control+` and the display will revert to formulas instead of values. As you arrow around the cells, you will now hear the screen reader announce the cell formulas instead of cell values. Press Control+` to revert to displaying cell values.

That’s it for this blog series on Windows from the Keyboard Tips. Don’t forget to contact CCB if you have ideas for future blogs. I hope you have enjoyed reading the tips as much as I have enjoyed researching and writing them.

Here’s a bonus tip courtesy of Albert Ruel to round out the series. Many of the tips have focused on Microsoft Office. There is a user support email list for those who use the Office suite of programs with assistive technology such as screen readers and magnification software. To learn more, visit:

Office-Accessibility at Groups.IO

Or you can subscribe directly by sending an email to:

office-accessibility+subscribe@groups.io

Happy computing, Gerry Chevalier

Windows from the Keyboard Tips, Microsoft Excel with JAWS and NVDA – Speak Row and Column Headings, December 2, 2020

Attention: This blog series will end next Wednesday, December 9, 2020. If you have an idea for a future GTT blog series email it to:

GTT@ccbnational.net

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 10 and Office 365.

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 Excel with JAWS and NVDA – Speak Row/Column Headers

Screen reader users can set Excel column and row headings to be announced automatically while navigating cells.

If you want JAWS and NVDA to speak the row and column headings of your sheet as you arrow around the cells, follow these steps.

  • Position the cursor at the intersection of the row and column headings. For example, if row 3 contains the column headers and column A contains the row headers you would place your cursor in cell A3.
  • Press the Applications key or Shift+F10. This brings up a context menu. Arrow down the menu and press Enter on the Define Name item.

· This opens the Define Name dialogue with your cursor in the name field. Type “Title1..Z99” without the quotes and press Enter. You will be placed back in your document. You have defined a special name for cell A3 that JAWS and NVDA will recognize. Now, when you arrow around the cells you will hear the column and row headings announced. Note there are two periods in that defined name and that Z99 is an arbitrary cell that marks the bottom right corner of the region for which your headings pertain. If Z99 is not the appropriate bottom right cell of your title region, then change it to the cell reference that works in your case.

· If you have multiple regions in your worksheet with differing titles, just repeat the process for each region and change the Define Name to be Title2 etc. For example let’s say you have 2 regions with different column headers. One set of column headers is row 1 and it pertains to the first 10 rows. The second set of column headers is row 12 and it pertains to the rest of the rows in the sheet. Position at cell a1 and then bring up the Define Names dialogue using the context menu and type your first define name as:

Title1..Z10

Then position at cell A12, again bring up the Define Names dialog and type your second title reference as:

Title2..Z99

You may later edit or remove name definitions by using the Manage Names dialogue which can be opened with Control+F3.

  • These Excel Defined Names remain with the spreadsheet even if it’s document file is renamed or moved.

Note that there are relevant screen reader settings for column and title heading announcements to work.

  • JAWS: With Excel running, press JAWS key + V to open the Quick Settings dialogue. Type, “title”, (without the quotes) in the search box, Tab to the search results, arrow down to the Define Names Column and ROW Override setting and be sure it is set to Off. Then Tab to the OK button and press Enter.
  • NVDA: Press NVDA key + N to open the NVDA menu, choose Preferences and then Settings. Then arrow down to the Document Formatting category. Then Tab to the Row/Column Headers setting and be sure it is checked. Tab to the OK button and press Enter.

That’s it for this tip. Only 1 tip remains! Don’t forget to contact CCB if you have ideas for future blogs.

Windows from the Keyboard Tips, Microsoft Excel – Auto Adjust Column Width, November 25, 2020

Attention: This blog series will end December 9, 2020. If you have an idea for a future GTT blog series email it to:

gtt@ccbnational.net

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 10 and Office 365.

The tips in this Windows from the Keyboard series 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 Excel – Auto Adjust Column Width to Fit Contents

Excel sets a default width for each column. If you type more text than can fit in a column, or if a calculation yields a large number that is too wide for the column, then visually the extra characters are cut off. They are not visible. However, for screen reader users the complete cell contents are still spoken, so screen reader users won’t know if some of their cells have cut off text that cannot be seen. . Note: JAWS does have a setting to control notifying you of nonvisible text and NVDA notifies you automatically.

To ensure all the data in your columns is visible to sighted readers, you will want to automatically adjust the column width to fit the contents. To do this:

  • Press Control+Space to select the column.
  • Press Alt+H, O, I and press Enter. Excel will automatically adjust the column width to fit the widest cell.

That’s it for this tip. Only 2 tips remain! Don’t forget to contact CCB if you have ideas for future blogs.

Windows from the Keyboard Tips, Microsoft Excel Useful Shortcuts Part 2, November 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.

Microsoft Excel – Useful Shortcuts Part 2

  • Press Applications key to open a context menu of things you can do to a cell or selection of cells such as sorting cells, inserting a cell or copied cells, or inserting a link.
  • Press F2 to edit a cell. This is the typical way to edit a long formula. Press Enter or TAB to finish your editing. Press Escape to exit without changing the cell.
  • Press Control+1 to edit the formatting of a cell or selected cells. Note this opens a multi-tab formatting dialogue where you can move from tab to tab with Control+TAB.
  • Press Control+; (semicolon) to insert today’s date into the current cell.
  • Press Control+F to search the worksheet or selected cells.
  • Press Control+H to search and replace within the worksheet or selected cells.
  • Press Alt+I, R, Enter to insert a new row.
  • Press Alt+I, C, Enter to insert a new column.
  • Press Alt+E, D, R, Enter to delete the current row.
  • Press Alt+E, D, C, Enter to delete the current column.
  • Pres Alt+H, I, S to insert a new worksheet.
  • Press Alt+H, D, S to delete the current worksheet.
  • To rename a worksheet, press Alt+H, O, R and then type the new name.
  • Press Control+PageDown or Control+PageUp to switch to the next or previous worksheet within a workbook.
  • Press Control+Shift+S to bring up a list of all worksheets from which you can arrow to select the worksheet you want to switch to.
  • Press Control+F3 to open the Name Manager where you can define names for cells or ranges of cells. For JAWS and NVDA users, this is where you would define special names for row and column titles that will allow those screen readers to speak row and column titles as you arrow around in the spreadsheet.
  • Press Control+S to save an existing workbook or F12 to open the Save As dialogue to save a new workbook.
  • For more info here is the complete list of Excel shortcuts.
  • And here is more info on basic Excel tasks using a screen reader.

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

Windows from the Keyboard Tips, Microsoft Excel Useful Shortcuts Part 1, November 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.

Microsoft Excel – Useful Shortcuts Part 1

Note that an Excel document contains a single workbook which in turn, may contain multiple worksheets (spreadsheets). Each worksheet contains rows and columns of data. The intersection of a row and column is called a cell. Rows are numbered 1, 2, 3 etc. and columns are labelled A, B, C etc. So, the cell in the third column and fifth row would be referenced as C5. The top left corner of the worksheet is cell A1.

  • To open a new workbook (Excel document) press Control+N.
  • To move around a worksheet, just use arrow keys. You can also use TAB and Shift+Tab to move to the next or previous cell within the row.
  • TO enter data into a cell, just type in the cell and press Enter to finish and move down to the next cell or, press TAB to finish your cell entry and move right to the next column.
  • To enter a formula into a cell, begin with an equal sign.
  • Press Delete to clear a cell’s contents.
  • To jump to a specific cell, press Control+G, then enter a cell reference such as H23, then press Enter.
  • To jump to a specific cell, and select all the intervening cells , press Control+G, then enter a cell reference, then press Shift+Enter.
  • To sum a row or column, position to the blank cell at the end of the row or bottom of the column. Then press ALT+H, U, S and then press Enter. This puts the Auto Sum formula into the cell to provide the total of the cells above or to the left.
  • Press Control+Space to select a column.
  • Press Shift+Space to select a row.
  • To select multiple columns or rows, select the first column or row, and then while holding down the Shift key, press the appropriate arrow key to select adjacent columns or rows.
  • To reach the last cell with data in any direction press Control+Arrow key or, End key, arrow key. For example, to jump to the last cell with data in the column, press Control+Down arrow or, End key, Down arrow. To reach the next nonblank cell in a row press Control+Right arrow or, End key, Right arrow. If you add the Shift key while performing these shortcuts, then the intervening cells will be selected.
  • If you are positioned on a blank cell, then the Control+Arrow keys will instead find the first nonblank cell in the given direction. This is a good way to find any cells in a column or row after what you think is the last cell. If there are no more cells in that direction, you will reach the bottom or right edge of the worksheet space. In that case, return to where you were by pressing Control + the reverse arrow. If there is an unexpected cell with data, you will be positioned on it.
  • For more shortcuts here is the complete list of Excel shortcuts.
  • And here is more info on basic Excel tasks using a screen reader.

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

Windows from the Keyboard Tips, Microsoft Word – Set Default Font, November 4, 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 Word – Set Default Font and Point Size

You may set the font and point size you wish to use as a default for all your Word documents.

  • Press Control+Shift+F to open the Word font dialogue. Focus is place on the Font drop down edit combo control
  • The current font is shown, and you can press Alt+Down Arrow to open the drop down list of other available fonts. You can arrow down the list or press the first letter or two of the font you wish to use, for example, type “CA” to jump to the popular Calibri font.
  • When you have found the font you wish to use, press TAB to move to the font style drop down. Regular is the best choice for a default font style, but there is a drop down list of other choices you may access with Alt+Down Arrow.
  • Then, TAB to the Point Size edit combo and either type the point size you wish, or press Alt+Down Arrow to open the list of point sizes and arrow down to the size you wish. 11 point is generally used for most documents but perhaps you want a larger point size such as 14 or 18 to write your documents in large print. As a guide, 72 point is 1 inch high letters, so 18 point would be letters that are one quarter inch high which is very large.
  • After you select the point size, TAB through the remaining controls which may be ignored because they provide other font attributes such as bolding, underlining, and superscripting which are not relevant for a default font
  • When you reach the “Set as Default” button, press spacebar to activate it.
  • TAB through this dialogue and you will encounter two radio buttons to choose whether you want your font changes to apply only to the current document or all documents based on Normal template. Arrow to the “All Documents” button and press Enter. You will be returned to your document. Now, your new font and point size will apply to all future documents that you create.

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

Windows from the Keyboard Tips, Microsoft Word – Determining Word or Character Counts, October 21, 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 Word – Determining Word or Character Counts
While in a Word document, you can find out how many words or characters are in the entire document or a selected block of text. Select the block of text of interest or don’t select anything if you are interested in the counts for the entire document. Press F6 to jump to the Status tool bar at the bottom of the screen. Arrow right to the Word count button. Press spacebar on the word count button to find the number of characters, lines, and paragraphs. Press Escape to go back from the status tool bar to the body of your document.
Note: For users of the JAWS screen reader, you can press the JAWS+NumPad3 key to read the document status line which announces the number of pages and words.
That’s it for this tip. Until next Wednesday, happy computing.

Windows from the Keyboard Tips, Microsoft Word Shortcut for Bulleted or Numbered Lists, September 30, 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 Word – Shortcut for Creating a Bulleted or Numbered List

You may quickly create a bulleted list of items in your document as follows.

  • Press the asterisk (*) key plus a space at the start of your first item. Type the item text and press Enter.
  • The asterisk will be changed to a bullet and the next line will also start with a bullet so you can type the second item.
  • Continue typing the remaining items of your list and press Enter twice on the last item to turn off the auto-bullet marking.
  • You can also bullet text that is already typed by selecting the line or lines of text and pressing Control+Shift+L.

 

Similarly, you can type a numbered list.

  1. Press “1.” Without the quotes Followed by a space and the text of your first item and then press Enter.
  2. The next line will begin with “2.”. Continue typing the items in your list and press Enter after each item. Each new line will be numbered incrementally.
  3. Press Enter twice on the last item to turn off the auto numbering.

If you later delete one of the numbered items, or insert a new item, the remaining items are automatically renumbered.

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

 

Windows from the Keyboard Tips, Microsoft Word Manual Spell Check, September 23, 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 Word – Manual Spell Check

The previous tip discussed the automatic spell check that Word can do as you type your document. However, you may manually want to spell check after you complete the document or perhaps spell check a document written by someone else.

With your Word document open, press F7 to start the spell checker. The spell check window will open, show the number of spell check issues, and place focus on the “Review all Results” button.

  • Press spacebar to activate this review button and you will be taken to the first issue. Word will show what it considers to be the issue, suggest a correction, and show the sentence containing the error. If you use JAWS, it will automatically speak that information for you. If you don’t use a screen reader there is also a button to have Word read the sentence containing the error to you.
  • If you agree with the suggested correction, just press Enter and Word will make the correction and move to the next issue.
  • Otherwise, you may TAB through the correction dialogue where you have multiple choices of actions you may take. There is a button to ignore the issue, ignore all occurrences of that issue in the document, or add the item to Word’s dictionary so it will not be flagged in the future. You may activate those buttons as needed and you will then be moved to the next issue in the document. You may also press Escape anytime to close the spell check window and return to your document.
  • Also, rather than pressing TAB to move through the dialogue controls, you may simply press a single shortcut letter. For example, press key I to ignore the issue, key G to ignore all issues, or key A to add the item to the dictionary. If you press I or G, the item is ignored, and you are moved to the next issue.
  • Thus, you can quickly move through all issues by simply pressing Enter to accept the correction, I to ignore it, or G to ignore all occurrences.
  • There is also a Settings button in the dialogue that you may activate to change how the spell checker behaves.

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

 

Windows from the Keyboard Tips, Microsoft Word, Spell Check and Find Synonyms, September 16, 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 Word – Quick Spelling Correction and Finding Synonyms

As you are typing, you might make a typo or hear a misspelled word. If you press the Applications key on the incorrect word, a context menu will open, and Windows will suggest what it thinks is the correct word. Simply press Enter to accept the correction, or Escape to return to your document, or press Tab for additional options such as adding the word to the spelling dictionary, or ignoring it. IF a new word is not suggested when you press the Applications key, then Windows is not aware of the misspelling.

 

Also, when you think you might have used a word too frequently or think there might be a better word to use but you can’t think of one, just press the Applications key on the word. When the context menu opens, arrow down to the Synonyms submenu and press Enter. You will be placed in a list of synonyms. IF one of them is desirable, just press Enter and your original word will be replaced with the chosen synonym. If you don’t like any of the choices, just press Escape to close the menu.

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

 

Windows from the Keyboard Tips, Microsoft Word F12 Save As Shortcut, September 9, 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 Word – F12 Save As Shortcut

When editing a new Microsoft Word document that has not yet been saved, you may press Control+S to save the document. However, this brings up the Back Stage Save-As dialogue which is accessible but somewhat awkward to use from the keyboard.

  • Instead of Control+S, you may prefer to press F12. This brings up the more familiar Save-As dialogue with focus in the file name edit box where you can type your new document’s file name. If you want to choose a specific folder to save the document, then Shift+Tab twice to reach the list of files of the current destination folder from where you can navigate to another folder.
  • Note that there are many controls in the Save As dialogue. Rather than pressing TAB many times to reach the Save button, you may just press Alt+S from any of the dialogue fields to activate the Save button.
  • The “Save As Type” field is worth noting. Press TAB once from the file name field to reach it. You may use this list field to convert your document. Arrow up and down the list to see which types of documents you can convert to. For example, you may want to convert your Word document (DOCX type) to a flat text (TXT) type document or to a PDF document. Suppose you want your Word document to be converted to a web page. To do this, select document type, web page HTM or HTML. A second copy of your file will be saved in the new document type you select, and your original document type will also be retained.

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

 

Windows from the Keyboard Tips, Microsoft Word Shortcut Keys Part 2, September 2, 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 Word – General Shortcut Keys Part 2

  • Press Control+O to open a new document. You will be placed in the Backstage view where you can press Up/Down arrows to select from the list of Backstage categories, press Left/Right to choose the Tabs for the selected category, and press Enter to open a Tab. The Recent Tab allows you to browse a list of recently used documents. The Document Tab lets you browse your computer folders.
  • While editing a document, press F6 to cycle between the document pane, the status line at the bottom of the screen, and the ribbon. Press Shift+F6 to cycle in the reverse direction.
  • Press Control+F6 to cycle between documents if you have more than one document opened.
  • Press Control+F to search the document. Press Escape to exit the Find dialogue and return to the document.
  • Press Control+PageDown to find the next search item or Control+PageUp to find the previous search item.
  • Press Control+H to search and replace within the document. Note this search and replace dialogue has an option to replace one or all of the search items. For example, you could replace all occurrences of John with Jane.
  • Press Control+Shift+E to toggle the Track Changes feature on or off. With Track Changes on, your revisions will be highlighted so others can see what you have changed in the document.
  • Press F3 to toggle lower/upper case.
  • Press F7 to spell check your document.
  • Press F12 to Save a new document (Save AS window).
  • Press Control+S to save an amended document that has been previously saved.
  • Press Control+W or Control+F4 to close a document window. If you have modified the document since you last saved it, you will be prompted to save or don’t save it.
  • Press Control+P to print a document.
  • Press Control+Z to undo your last action. This is valuable to restore something you accidentally delete or type or paste. You can undo multiple actions by pressing Control+Z multiple times.
  • Press Control+Shift+C to copy the formatting of the current paragraph (e.g. font, bullets, indentation etc.). You can then position to another paragraph and press Control+Shift+V to apply that same formatting to the other paragraph.
  • Press Control+Shift+N to restore the default formatting of the current paragraphs or selected text. This is a quick way to remove headings, font changes, underlining, bolding, bullets or any other formatting that you may have accidentally applied. The text will simply be returned to your default document format.
  • Press Alt to focus on the Office upper ribbon. Press the left/right arrow to move among the upper ribbon tabs.
  • Press TAB to move to the first command for a given ribbon tab. Press TAB and Shift+TAB to move forward and backward among the commands. Press Control+Left/Right arrow to move from one command group to another.
  • For button items, press spacebar or Enter to activate. For a split button, which acts like a menu with multiple choices, press Enter to activate the default choice, or press Alt+Down arrow to open the split button menu and then press Tab or arrow keys to move between the other choices.
  • If you reach a ribbon item you want to use often, press the Applications key to open a context menu for that item . Arrow down the menu and press Enter to add the item to the Quick Access Tool Bar. The next time you require that item, press Alt to reach the ribbon, then up arrow to focus on the Quick Access Tool Bar and then arrow to the required item. Finding an item from the Quick Access Tool Bar is typically much faster than finding it on the ribbons.

 

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

 

Windows from the Keyboard Tips, Microsoft Word – General Shortcut Keys Part 1, August 26, 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 Word – General Shortcut Keys Part 1

While working in a Microsoft Word document (or other documents such as Outlook emails) you can:

  • Press Backspace to delete the previous character.
  • Press Control+Backspace to delete the previous word.
  • Press Delete key to delete the current character at the cursor.
  • Press Control+Delete to delete the next word.
  • To bold text press Control+B, type the text, then press Control+B to turn off bolding. Or, if the text is already typed, select what you want bolded using the Shift plus arrow keys and then press Control+B.
  • The above procedure is identical for underlining text or italicizing text. Just substitute Control+U for underlining and Control+I for italics.
  • Press Control+E to centre the current line.
  • Press Control+Shift+. (period) to increase the font size.
  • Press Control+Shift+, (comma) to decrease the font size.
  • Press Control+Z to undo the last edit action.
  • Press left/right arrow keys to move from character to character.
  • Press Up/Down arrows to move from line to line.
  • Press Home or End keys to move to the beginning or end of a line.
  • Press Control+Home or Control+End to move to the start or end of the document.
  • Press Control+Left/Right arrow keys to move between words.
  • Press Control+Up/Down arrows to move between paragraphs.
  • Include the Shift key with the above navigation shortcut keys to select the text.
  • Press Control+C to copy selected text to the clipboard.
  • Press Control+V to paste text from the clipboard into the document.
  • Press Control+Alt+V to open the paste special menu which allows you to decide how to paste the clipboard contents. For example, you can select to paste as html, plain text, picture, Word object, or RTF. Press Escape to exit the menu without making a choice. It’s important to paste as plain text if you are copying from other documents such as an email in order that you don’t paste the font or formatting of the source document into your Word document. Pasting as plain text will ensure the copied text conforms to the formatting of your Word document.
  • Press Alt+Up/Down arrow keys to move between sentences.
  • Press Control+G to enter a page number to jump to in the document.
  • Press Control+Enter to enter a page break into the document.

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

 

CCB-GTT Using CELA Library from the Keyboard Part 2 of 2, Magazines and Newspapers, August 19, 2020 with a link to the podcast episode

Get Together with Technology (GTT)

Sponsored by the Canadian Council of the Blind (CCB), the voice of the blind in Canada.

Summary Notes:

August 19, 2020

Theme:  CELA Library Magazines and Newspapers

Use the above link to play and/or download the CCB podcast

Presenter: Gerry Chevalier

GTT.Edmonton@gmail.com

 

In this 15 minute second of two presentations, Gerry presents the magazine and newspaper services offered by the  CELA Library from a keyboard user’s perspective. CELA is Canada’s largest nationwide library service for persons unable to read print. It offers materials in alternate print formats such as recorded DAISY audio , digital text, and braille. Gerry shows how to find a magazine in Direct to Player format and apply search filters. He also shows how to subscribe to magazines. He then describes how to find and read newspapers online. His explanations describe keyboard navigation  and shortcuts for blind users who cannot use a mouse.

For more information about the GTT Program including one on one tech training contact:

Phone: (613)567-0311 or 1-877-304-0968

Email: ccb@ccbnational.net

Web www.ccbnational.net

 

Windows from the Keyboard Tips, How to Search for Outlook Email Messages, August 19, 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 – Search for Messages

If you want to find an older message which may be in your Sent items or Deleted items, first move to the folder where you believe the message is. Do this with Control+Y to bring up the tree view of folders and then arrow to the folder or press its first letter, and then press Enter to open the folder. Now, to search in that folder, press Control+E. An edit box opens. Type one or more words you believe are in the message such as an email name, a unique word from the subject line or within the message body. Then press TAB several times and you will be in a list of messages where your search text was found.

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

 

Using CELA Library from the Keyboard Part 1 of 2, Overview and Book Search, August 12, 2020 with a link to the CCB podcast

Get Together with Technology (GTT)

Sponsored by the Canadian Council of the Blind (CCB), the voice of the blind in Canada.

Summary Notes:

August 12, 2020

Theme:  CELA Library Overview and Book Search

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

Presenter: Gerry Chevalier

GTT.Edmonton@gmail.com

 

In this 27 minute first of two presentations, Gerry presents an overview of how to use the CELA Library service from a keyboard user’s perspective. CELA is Canada’s largest nationwide library service for persons unable to read print. It offers materials in alternate print formats such as recorded DAISY audio , digital text, and braille. Gerry explains these formats and service options. Gerry demonstrates how to login to the service and reviews the main page. He shows how to set search preferences, search for a book in Direct to Player format, apply search filters, and browse for books. His explanations describe keyboard navigation  and shortcuts for blind users who cannot use a mouse.

For more information about the GTT Program including one on one tech training contact:

Phone: (613)567-0311 or 1-877-304-0968

Email: ccb@ccbnational.net

Web www.ccbnational.net

 

Windows from the Keyboard Tips, How to Quickly Move to Outlook Folders, August 12, 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 Email – How to Quickly move to Other Folders

While in your email view, you may press Control+Y to bring up a tree view of other email folders that you have created in the past. Arrow up and down the list to the folder you want, and press Enter to open it. Or, you can also use first letter navigation to jump to a folder in the tree view whose name begins with that letter. For example, to quickly get to your Sent items folder, press Control+Y and then press S multiple times until you find Sent items. Then press Enter to open the Sent items folder. Similarly, to open your deleted items folder, press Control+Y, then press D multiple times until you reach deleted items. Then press Enter to open it. To quickly return to your main inbox folder, press Control+Shift+I. To move a message from one folder to another, press Control+Shift+V. Focus is placed in the tree view of folders. Arrow down or press its first letter to choose the destination folder and press Enter to move the message. The folder list is a tree view. If you have subfolders, you may need to arrow down to find the top level folder and then arrow right to open the subfolder. First letter navigation also works to jump to a desired folder but only if the branch of the folder tree that contains the desired folder is open. For example, suppose you have a folder called Math that is a subfolder of School. You can press M to jump to the Math folder but only after you first press S to jump to the School folder and then press right arrow to open the school folder.

 

Note that the Control+Y tree folder does not offer the ability to create new folders, rename folders, or delete folders. To do these functions you need to press Shift+F6 from the list of messages to focus on the tree view of folders. You navigate this tree as explained above but in this view you are able to press Applications key on any of the folders to obtain functions such as delete or rename.

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

Windows from the Keyboard Tips, How to Disable Show In Groups Feature in Outlook Email, August 5, 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 Email – How to Disable the Show in Groups  Feature

For keyboard users, the Outlook email feature to group your messages can cause confusion. It allows messages to be grouped by date and when you arrow up and down your message list this may result in messages not appearing that you know should be there. You can collapse or expand the ‘Show in Groups’ by using left or right arrow respectively. On the other hand, you may wish to just disable the Show in Groups feature. To do this, while in your Outlook email, press Alt+V to go to the View Tab of the ribbon. Then, press Tab until you reach the Arrange By submenu. Press Enter to open this submenu and Tab to the Show in Groups checkbox and press space bar if it is checked. This disables the Show in Groups feature for your current email folder. Unfortunately, you will need to do this for each of your email folders.

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

 

Windows from the Keyboard Tips, Create an Outlook Meeting Request, July 29, 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 – Creating a Meeting Request
Outlook provides a special type of appointment called a meeting request. It allows you to send a meeting request to several people at the same time and each of them can accept your meeting request which will automatically create an appointment in their Outlook calendar. You will also be informed with an email from each person who accepts your meeting request. Follow these steps to use the keyboard to create a meeting request.
• From any Outlook view, press Control+Shift+Q to start a new meeting request. The meeting request window will open where you can enter your meeting details.
• Type the title of your meeting and press TAB. You will be placed in the “Required” field.
• Type the email addresses of the people you need to attend the meeting. Outlook will auto complete email addresses just as when you are filling in the “To” field of an email. Press TAB after entering all the required emails and you will be placed in the Optional field.
• Type the email addresses of the people who can optionally attend your meeting or just press TAB to leave this field blank.
• TAB through and enter the date and times your meeting will begin and end.
• There is a field to find a meeting room which you can ignore.
• Don’t forget to fill in the Location field because everyone needs to know where to meet, or which teleconference number to dial, or, if it is an online Zoom meeting, you could paste the link to the Zoom meeting room here.
• Then press Alt+S to save the meeting time in your Outlook calendar as well as send it to the Outlook outbox for emailing the request to your recipients.
• Each recipient will receive an email with your Meeting Request. To accept/decline your request they can press the Applications key on the request email in their inbox. A context menu will open allowing them to choose to accept or decline.
• As each person accepts or declines your meeting, you will receive an email notification in your own inbox. These emails are just for information and can be deleted.