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Microsoft(R) Excel 97 ,with JAWS For Windows 3.2 Tutorial for

1. When a keystroke includes a number use the number keys on the number row of the Alphanumeric keys Information spoken by JFW appears in quotation marks Important The amount and type of information that JFW reads depend on your computer setup Since each computer setup can be unique you may notice a difference in the information JFW reads as you perform the exercises in this tutorial and the information that this tutorial indicates JFW reads The computer settings used while creating this tutorial are listed in Appendix C Our Equipment and Settings Information you are to type appears in Courier font Issue Date 10 9 98 Page i 2 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Tutorial Introduction File and folder names are in small caps Once you become experienced with Excel you will find there are several methods to complete the same task This tutorial does not list every method for completing a task Obtaining Additional Copies or Alternate Formats of Tutorials al tutorials are available free of charge in three formats Word ASCII Text and a Braille intermediate file that can produce Braille without using a Braille translation program To download the tutorial from the World Wide Web go to vwvw blind state ia us assist To obtain a cassette version contact ASSIST with Windows lowa Department for the Blind at 515 281 1333 send an order via e mail to shans blind state ia u
2. Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data will turn cern either on or off depending on the current formatting Excel always uses the n e underline style when you use this keyboard shortcut When underline is on JFW announces Underline Button Pressed When underline is off JFW announces Underline Button a 12 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted If you want to verify the formatting for any of the cells you must first select the cell Then press Ctrl 1 to open the Format Cells dialog box Press Tab to move through the fields and verify the font attributes When you are nee reviewing the font fields press Escape to close the Format Cells ialog box Exercise Changing the Format of Selected Data in a Cell Complete the following thirteen steps to change the format of selected data in a cell male keyboard shortcut Remember to select data in a cell you must press F2 to activate the Edit mode Step 1 Move to cell A3 Press Ctrl G to open the Go To dialog box Type A3 Then press Enter Excel moves the selection cursor to cell A3 JFW announces Format xls Step 2 Press the Center key to verify cell A3 is selected JFW announces A3 1997 Budget Report Corporate Step 3 Change the format for the word Corporate in this cell Press F2 to activate the Edit mode JFW announces Edit The insertion point appears after the word Co
3. Row and Column Headings Check the Row and Column Headings check box if you want to print row numbers and column letters in the Al reference style Press Alt L to move to the Row and Column Headings check box Then press the Spacebar to check or uncheck the check box Issue Date 10 9 98 Page 7 32 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Comments The Comments field is a combo box This field allows you to indicate whether you want the comments you have entered for a cell to print You may choose to print comments on a separate page or to print comments where they are displayed when you view them on the worksheet Page Order The Page Order radio buttons allow you to define the order in which data is numbered and printed when it does not fit on one page You may choose one of two options Down Then Over or Over Then Down Down Then Over When you choose the Down Then Over radio button Excel numbers and prints pages from the first page to the pages below Then it will move to the right and continue printing down the sheet For example a worksheet that spans 60 rows and 20 columns has page breaks at row 34 and column 11 With the Down Then Over option Excel will print data in rows 1 through 33 and columns 1 through 10 first The second printed page will contain the data in rows 34 through 60 and columns 1 through 10 The third printed
4. Step 6 When you are finished reviewing the fields on the Page tabbed page press Escape to activate the Cancel button and close the Page Setup dialog box The focus returns to the worksheet JFW announces Report xls Exercise Specifying Paper Size and Orientation Complete the following six steps to determine the paper size for REPORT XLS and change the orientation to Portrait Step 1 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctrl N Step 2 Press U to select and execute the Page Setup command The Page Setup dialog box appears JFW announces Leaving Menus Report xls Page Setup Dialog Page Tab Step 3 Press Insert Center to verify the Page tabbed page is the active tabbed page JFW should announce Page Tab If JFW does not indicate the Page tabbed page is active press Ctrl Tab until JFW announces Page Step 4 Move to the Paper Size combo box to determine the current paper size Press Alt Z to move to the Paper Size combo box JFW announces Paper Combo Box Letter 8 1 2 X 11 in indicating the worksheet pages are Issue Date 10 9 98 Page 7 26 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing formatted to fit paper measuring eight and one half inches by eleven inches Step 5 Press Alt T to select the Portrait radio button JFW announces Portrait Radio Button Checked Press In
5. indicating Excel automatically inserted the correct formula in cell B7 Step 8 Press Enter to accept the formula in the cell Excel sums the data in cells B5 and B6 displays the results in cell B7 and moves the selection cursor to cell B8 Step 9 Press the Up Arrow key to move to cell B7 and read the total first quarter revenues JFW announces B7 Equals 8000 Issue Date 10 9 98 Page 4 16 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 10 Press Ctrl F2 to read the formula in cell B7 JFW announces SUM B5 B6 Hep 11 Press the Right Arrow key to move to cell C7 JFW announces Me Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row You can use these keystrokes to verify that you are entering data in the correct cell because the column label happens to appear in the fourth cell in the current column and the row label appears in the first cell of the row Step 12 Press Insert C to verify cell C7 is selected Then press Alt Equal Sign Alt to activate the AutoSum command JFW announces Type in the ane to sum using colon to separate or press Enter to accept default range Equals When you activate the AutoSum command Excel places a dotted selection cursor around cells C5 and C6 Then it inserts in cell C7 the formula to add the figures in cell C5 and C6 Step 13 To
6. About Excel Worksheet Design Generally the data in a worksheet is laid out like data in a table with each column and row assigned a descriptive text label Labels help the reader understand the purpose of the worksheet data Often a worksheet author enters a descriptive text label in one of the first four cells of the current column Likewise the author will enter a text label in one of the first four cells of the current row JFW offers four keystrokes to read the data in the first four cells of the current column In addition it offers four keystrokes to read the data in the first four cells of the current row The selection cursor does not move when you use these Issue Date 10 9 98 Page 2 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets keystrokes To read the first cell in the current column press Alt 1 To read the second cell in the current column press Alt 2 To read the third cell in the current column press Alt 3 To read the fourth cell in the current column press Alt 4 To read the first cell in the current row press Alt 5 To read the second cell in the current row press Alt 6 To read the third cell in the current row press Alt 7 To read the fourth cell in the current row press Alt 8 You will use these keystrokes throughout the tutorial to determine the current column and row labels These keystrokes can be helpful when you want
7. Exercise Reviewing the Replace Dialog Box The Replace command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl H when using the Replace command Complete the following five steps to review the Replace dialog box Step 1 Press Ctrl Home to ensure the selection cursor is around cell Al Step 2 Press Ctrl H to open the Replace dialog box JFW announces Replace Dialog Find What Edit Products A selection cursor appears around the word Products in the Find What field The dialog box is prompting you to enter the data for which you want to search and the replacement data Step 3 Press Insert H for an overview of the dialog box Step 4 Press Tab to move forward through the fields The following list describes the fields and explains how to change the information in each field Do not change any information or activate a command button at this time Find What In the Find What edit field type the data you want to find Press Alt N to move the focus to this field JFW announces Find Issue Date 10 9 98 Page 3 39 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet What Edit Products Replace With Type the data you want to replace the data you typed in the Find What field If you want to delete the data in the Find What field from your worksheet leave the Replace With field blank Press Alt E to move to the
8. Font Style Edit Regular indicating the text is not italicized Step 12 Press Escape to close the Format Cells dialog box The focus returns to cell A3 Step 13 Press Enter to accept the information in cell A3 Excel accepts the information and moves the selection cursor to cell A4 What You Learned In these exercises you learned You can change the font format for your data using either the Format Cells dialog box or keyboard shortcuts The Format Cells dialog box allows you to change several attributes at Issue Date 10 9 98 Page 5 16 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data once Use keyboard shortcuts when you want to make only a few changes The keyboard shortcut Ctrl U is a toggle command It will turn underlining either on or off depending on the current formatting Excel always uses the single underline style when you use the keyboard shortcut When underline is on JEW announces Underline Button Pressed When underline is off JFW announces Underline Button The keyboard shortcut Ctrl B is a toggle command It will turn bold either on or off depending on the current formatting When bold is on JEW announces Bold Button Pressed When bold is off JFW announces Bold Button The keyboard shortcut Ctrl l is a toggle command It will turn italics either on or off depending on the current formatting When italics are on
9. Issue Date 10 9 98 Page 8 17 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Step 2 Press Ctrl P to activate the Print command The Print dialog box appears JFW announces Print Dialog Number of Copies Edit 1 The selection cursor is in the Number of Copies spin box around the number of copies to print Step 3 Press Alt E to mark the Entire Workbook radio button JFW announces Entire Workbook Radio Button Checked Step 4 Press Alt C to verify the Number of Copies spin box contains 1 JFW announces Number of Copies Edit 1 Step 5 Press Enter to activate the OK button and print the workbook JFW does not indicate that you are printing however your printer will start When your printer begins printing control returns to your workbook The insertion point returns to cell Al Exercise Printing the Active Worksheet Complete the following six steps to print the only Sheet1 of the REPORT XLS workbook Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Ctrl Page Down then Ctrl Page Up to verify Sheeti is selected JFW announces Sheet Step 3 Press Ctrl P to activate the Print command The Print dialog box appears JFW announces Print Dialog Number of Copies Edit 1 The selection cursor is in the Number of C
10. Microsoft R Excel 97 with JAWS For Windows 3 2 Tutorial for Beginners Developed by Project ASSIST With Windows lowa Department far the Blind Federal Grant H235U60092 Issue Date 10 9 98 01998 lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Tutorial Introduction Welcome to the Microsoft R Excel 97 with JAWS For Windows 3 2 Tutorial for Beginners This tutorial Anane eer information and Sra Step instructions for performing basic Excel 97 functions while reading the screen with JAWS For Windows 3 2 The information in this tutorial is limited to that which will help the beginning user get started It includes brief definitions and explanations about Excel 97 and how JFW works with Excel If you would like more information about Excel and JFW consult the following references JAWS For Windows User s Manual or the JFW web site at www hj com Getting Results with Microsoft R Office 97 Microsoft Corporation 1996 How to Use This Tutorial This tutorial explains basic Excel 97 concepts and aes you a chance to gain some hands on experience with Excel This tutorial assumes you possess a working ee of MS Windows 95 If you are new to the Windows environment consult the Microsoft R Windows 95 with JAWS For Windows 2 0 Tutorial for Beginners before working through this tutorial This tutorial also assumes you are familiar with the layout of your keyboard If not obtain the necessary assistance to locate
11. followed by the current focus Step 2 Press Ctrl Home to move the selection cursor to cell A1 Step 3 Press Ctrl G to activate the Go To command The Go To dialog box appears JFW announces Go To Dialog Reference Edit The insertion point appears in the Reference edit field Step 4 Press Insert H for an overview of the dialog box Step 5 Press Tab to move through the dialog box fields The following list describes the fields and explains how to change the information in eac ae Do not change any information or activate a command button at this ime Reference Use the Reference edit field to type in the cell reference to which you want to move or the range which you want to select Press Alt R to move to this field JFW announces Reference Edit Issue Date 10 9 98 Page 3 31 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Go To Use the Go To list box to select a cell reference to which you moved previously Only the last four will be listed You can also use this field to select a named range from the active workbook Press Alt G to move to the Go To list box JFW announces Go To List Box followed by the selected item Then press the Up or Down Arrow key to select a reference or range Special When you activate the Special button the Go To Special dialog box appears Use the Go To Special dialog box to designate objects comments or
12. 3 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Piggies Pedicure Products Step 7 Select cell A6 by pressing the Down Arrow key until JFW announces A6 Premium Products Step 8 Select cells A6 through C6 by pressing and holding the Shift key and press the Right Arrow key twice to extend the selection cursor to cell C6 JFW announces Select Range Step 9 Press Shift Insert Down Arrow to verify the selected range of cells JFW announces Selected Range Is A6 Through C6 followed by the selected range contents Premium Products January February Step 10 Press Home to cancel the selection and move the selection cursor to cell A6 To verify only cell A6 is selected press Shift Insert Down Arrow JFW announces Selected Range A6 Premium Products Step 11 Select cells A6 C7 by pressing and holding the Shift key and plese the Down Arrow key to extend the selection cursor to include cell A7 ress Shift Insert Down Arrow to verify the selection Step 12 Press and hold the Shift key down and the ess the Right Arrow a twice to extend the selection cursor to include cells B6 and B and cells C6 and C7 JFW announces Select Range Note When you select several cells in a row you can select adjacent cells in the next columns Step 13 Press Shift Insert Down Arrow to verify the selection JFW announces Selected Range Is A6 Through C7 followed
13. Activate the Cancel button when you decide not to add a header or footer Press Escape to activate the Cancel button Print When you activate the Print button the Page Setup dialog box closes and the Print dialog box appears You can use the Print dialog box to print your workbook Press Alt P to activate the Print dialog box Preview When you activate the Preview button the Page Setup dialog box closes and the view changes to a preview of the printed workbook Press Alt W to activate the Preview button Options The Options button opens the Printer Setup dialog box The Printer Setup dialog box allows you to change your printer information It has four tabbed pages Paper Print Quality Fonts and Device Options Press Alt R to activate the Properties button You can press Escape to close the Printer Setup dialog box and return to the Page Setup dialog box Step 5 Press Alt C to activate the Custom Header button The Header dialog box appears JFW announces Header Dialog Left Section Edit The Header dialog box allows you to specify information that you want to appear in the header It also allows you to define where you want the information to appear either at the left center or right All header information appears at the top of the printed page Step 6 Press Tab to move forward through the fields on the Header dialog box The following list describes the fields and explains how to change the information in each field Do n
14. Each time you use the Copy command the information you copied is placed on the clipboard The Paste command allows you to place the information in the clipboard into a new location on your worksheet You can copy and paste data within a cell or copy and paste a range of cells Remember the clipboard only stores information temporarily Each time you copy or cut data that data replaces any information you may have copied or cut previously Note When you exit Excel a dialog box may appear asking if you want to save the clipboard contents This message usually appears when you have cut or copied large amounts of data If you want to save the contents press Enter to activate the Yes button If you do not want to save the contents press N key to activate the No button Exercise Objectives In the following five exercises you will copy data in a cell and copy a range of cells using the Copy and Paste commands Exercise Copying a Cell The Copy command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl C when using the Copy command Complete the following three steps to copy a cell Step Press Insert T to verify SALES xLS is the active workbook JFW announces Title Equals Microsoft Excel Sales xls followed by the current focus Step 2 Press Ctrl Home to move to the first cell in the worksheet JFW announces First Cell Al Pedicure Products Issue Date 10 9 98 Page 3 16 ASSIST Wit
15. If you would like to save an existing workbook with another name or in a new location use the Save As command Remember when you use the Save As command the existing workbook remains intact Any changes you made to the workbook are reflected in the workbook that you created using the Save As command Complete the following nine steps to save the information in Budget98 xLs in a new workbook with another name Step 1 Press Insert T to verify BUDGET98 xLS is the active workbook JFW announces Title Equals Microsoft Excel Budget98 xls followed by the current focus Step 2 Press Alt F to pull down the File menu Then press A to select and execute the Save As command The Save As dialog box appears JFW announces Leaving Menus Budget98 xls Save As Dialog File Name Edit Budget98 xls A selection cursor appears around the current name BUDGET98 xLS in the File Name field The Save As dialog box is prompting you to assign a name and specify the drive and folder in which you want to save the workbook Step 3 Press Alt to move to the Save In combo box Select the A drive by pressing the Up Arrow key to until JFW announces Three One Half Floppy A Then press Enter When you press Enter the contents of the list box changes to reflect the contents of the floppy disk Issue Date 10 9 98 Page 2 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets St
16. JFW announces Italics Button Pressed When italics are off JFW announces Italics Button To verify the formatting for the selected cell or data you must open the Format Cells dialog box Then review the selected options 40 Issue Date 10 9 98 Page 5 17 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Changing the Number Format Introduction In addition to changing the font font size and other font attributes you can define the appearance of numeric data Excel allows you to change the number format using several numbering styles including Currency Percentage Accounting Date and Time You can change the numbering style for your numeric data using the Number tabbed page on the Format Cells dialog box Exercise Objectives In the following four exercises you will review the Number tabbed page on the Format Cells dialog box and you will change the numbering style for selected cells Exercise Reviewing the Number Tabbed Page Format Cells Dialog Box Complete the following seven steps to review the Number tabbed page on the Format Cells dialog box Step 1 Press Insert T to verify FoRmAr xLs is the active workbook JFW announces Title Equals Microsoft Excel Format xls followed by the current focus Step 2 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Because JFW may read extra information on
17. Margins Header Footer and Sheet When you use the Header and Footer command on the View menu the Page Setup dialog box always opens to the Header Footer tabbed page Issue Date 10 9 98 Page 7 8 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Step 4 Press Tab to move forward through the fields on the Header Footer tabbed page The following list describes the fields and explains how to change the information in each field Do not change any information or activate a command button at this time Header The Header field is a combo box It contains a list of pre defined header elements Some of these elements include page numbers the worksheet name the workbook name the date your name and your company or organization s name You may choose a pre defined element only choose to customize the header with your own information or use a combination of pre defined elements and your own information Press Alt A to move to the Header field Then press the Up or Down Arrow key to choose an element You can then activate the Custom Header button to add your own information if necessary Note When you choose a pre defined header element Excel centers the information at the top of the page Custom Header Activate the Custom Header button if you want to specify the information that will appear in the header When you activate the Custom Header button
18. Press Alt A to activate the Add button Excel adds the list of names Step 9 Press Tab until JFW announces OK Button Then press Enter to accept the information in the Options dialog box and close it JFW announces Book 1 The focus returns to cell Al2 Step 10 Set the Screen Echo to Say None by pressing Insert S until JF W announces None Exercise Inserting Custom Names Series Using AutoFill Issue Date 10 9 98 Page 9 15 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Complete the following twelve steps to insert the series of employee names you just created into selected cells Step 1 Press Insert C to verify cell Al 2 is selected Step 2 In cell Al2 type Sue Smith Then press Enter to accept data Step 3 Press the Up Arrow key to return to cell Al2 Step 4 Press Shift Down Arrow three times to include the next three cells in the selection JFW announces Select Range Then press Shift Insert Down Arrow to verify your selection Step 5 Press Alt E to pull down the Edit menu Then press to select and execute the Fill command The Fill sub menu appears JFW announces Fill Sub menu Down Step 6 Press S to select and execute the Series command The Series dialog box appears JFW announces Leaving Menus Series Dialog Step i Value Edit 1 tio Step 7 Press Alt C to verify the Series in Columns radio button is marked JFW
19. Press the Right Arrow key to enter the data and move the selection cursor to cell B7 Step 23 Type the following number into cell B7 1710 Then press Enter Step 24 When you are finished entering data change the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 25 Press Ctrl Home Then press the Up Down Right and Left Arrow keys to review the data Tip To read the cell coordinates and the contents of a cell press the Center key Step 26 Use the Arrow key to move to cell B7 Press the Center key to read the cell reference and contents again JFW announces B7 1710 Step 27 Read the contents of the first four cells in column B by pressing Issue Date 10 9 98 Page 2 11 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Alt 1 to read the contents of the first cell in the current column Then press Alt 2 to read the second cell in the column Press Alt 3 to read the third cell Finally press Alt 4 to read the fourth cell You should notice that the first three cells in column B do not contain data The fourth cell in the current column cell B4 contains the word Expense This is the text label for the numerical data that follows in cells B5 B6 and B7 Step 28 Press the Center key to read the cell reference and contents for the active cell JFW should announce B7 1710 Remember the selection c
20. Step 5 Press Enter to activate the Display button A Help window appears with information about the PMT function JEW announces Microsoft Excel followed by the information in the window You may need to press Page Down to read all the information in the window Step 6 When you are finished reviewing the help information press Escape to close Help window What You Learned In these exercises you learned You can use Excel s on line help to obtain more information about using functions You may look up information using the function category or the function name Issue Date 10 9 98 Page 9 30 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Lesson Summary Conclusion In this lesson you learned about some additional Excel features You learned how to use the AutoComplete AutoCorrect and the AutoFill features You also learned how to use the Paste Function dialog box to insert formulas into your worksheet Close PAYMENT XLS When you have finished all the exercises in this lesson press Ctrl F4 to close the PAYMENT XxLS workbook If a dialog box appears prompting you to save the workbook press N to activate the No button Excel closes PAYMENT xLS Excel is still the active program Congratulations You have completed all the lessons in the Microsoft R Excel 97 with JAWS For Windows 3 2 Tutorial for Beginners Issue Date 10 9 98 Page 9 31 ASSIST Wi
21. Step 9 Press the Insert C to read the cell reference JFW announces Al2 Then press Ctrl F2 to read the cell contents JFW announces Pedicure Products Total Find the next cell containing the word Products Step 10 Press Alt F to activate the Find Next button and search for the next cell containing the word Products JFW announces Find Next Button when Excel has found the next occurrence Step 11 Press the Insert C to read the cell reference JFW announces A21 Then press Ctrl F2 to read the cell contents JFW announces Pedicure Products Quarterly Totals Find the next cell containing the word Products Step 12 Press Alt F to activate the Find Next button and search for the Issue Date 10 9 98 Page 3 38 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet next cell containing the word Products JFW does not indicate when Excel has found the next occurrence Step 13 Press the Insert C to read the cell reference JFW announces A6 Then press Ctrl F2 to read the cell contents JFW announces New Products You should notice that Excel returned to cell A6 Excel does not indicate when it has found all cells containing the data you specified in the Find dialog box It will continue to move to the cells containing the data When Excel returns to the first cell it found containing the data you specified then the search is complete
22. These dimensions will help you determine where page breaks may appear the paper size you should use and the page orientation you should select Refer to Lesson Seven Preparing a Workbook for Printing for more information 6 Where do the page breaks occur Excel allows you to include up to 256 columns and 65 536 rows of data ona single worksheet However worksheets that contain many rows and columns of information will not fit on a single piece of paper when printed If columns of data extend beyond the width of the paper Excel inserts a column page break If the rows of data extend beyond the length of the paper Excel inserts a row page break Excel does not provide a nonvisual method for determining where page breaks occur You can however use the Page Breaks macro to determine at which row and column the page breaks occur You may only use this macro if you ran the SEWP EXE file as instructed at the beginning of this tutorial 7 What size paper and which orientation will be used to print the workbook If your data spans numerous columns use Landscape Using the Issue Date 10 9 98 Page 8 12 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Landscape orientation in combination with the legal size paper allows the greatest number of columns of data to fit on a single piece of paper Be aware however that with the Landscape orientation fewer
23. announces Alignment Then press Insert Center to verify the Alignment tabbed page is the active tabbed page Step 5 Press Tab to move forward through the Alignment tabbed page fields The following list describes the fields and explains how to change the information in each field Do not change any information or activate a command button at this time Horizontal The Horizontal list box contains the horizontal alignment options The options are Left Indent Center Right Fill Justify and Issue Date 10 9 98 Page 5 32 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Center Across Selection The default horizontal alignment is General where text is left aligned and numbers date and time are right aligned Press Alt H to move to this field JFW announces Horizontal Combo Box General Press the Down Arrow key to select an option Indent The Indent spin box is available when you have chosen the Left Indent option in the Horizontal drop down list box Use the Indent spin box to specify a measurement to indent the contents from the left side of the cell Each increment is equivalent to the width of one character Press Alt I to move to this field JFW announces Indent Edit 0 Press the Up or Down Arrow key to select a number or type a measurement in numbers Vertical The Vertical list box contains the vertical alignment options The options are To
24. current focus Step 2 Press Ctrl Home to ensure the selection cursor is on the first cell A1 Step 3 Press F7 to activate the Spelling command When you press F7 Excel immediately begins checking your workbook for misspelled words If Excel finds a word it considers misspelled it opens the Spelling dialog box Excel should find a misspelling in PROOF XLS JFW announces Not in Dictionary Piggies PIGGIES Change to Pigmies P G M I E S when the Spelling dialog box appears JFW reads the word that Excel considers misspelled and then the first possible Issue Date 10 9 98 Page 8 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks correction to the misspelling Excel found In PROOF XxLS the Excel has offered Pigmies as a possible correction to Piggies the first word it considers misspelled When the Spelling dialog box appears the word Excel considers misspelled appears in the Not in Dictionary field The selection cursor is in the Change To field The Suggestions list box contains a list of possible corrections to the misspelling Step 4 Press Insert Up Arrow to verify the selection cursor is in the Change To field JFW announces Change to Edit Pigmies While Excel considers the word Piggies a misspelling it is not Step 5 Press Alt G to activate the Ignore All button Excel ignores the word Piggies and continues checking the
25. graphic appearing just below the Program Control menu icon When you activate the Document Control menu icon the Document Control menu appears You can move close or change the size of a document window using commands on the Document Control menu Menu Bar The menu bar is a horizontal bar appearing below the title bar and between the Document Control menu icon and the document resize buttons The menu bar lists all the menus available for Excel The Excel menus are File Edit View Insert Format Tools Data Window and Help Document Resize Buttons Two document resize buttons appear at the end of the menu bar The Minimize button is the first resize button When you activate the Minimize button the document window reduces to an icon The Maximize Restore button is the second resize button The Maximize Restore button expands the document window to its fullest possible size or returns the window to its previous size after you have maximized it The document resize buttons perform the same functions as the Restore Minimize and Maximize commands on the Document Control menu Document Close Button The Document Close button appears next to the Maximize Restore button The Document Close button closes the document window The Document Close button performs the same function as the Close command on the File menu Standard Toolbar The Standard toolbar is a horizontal bar appearing below the Document Control menu icon menu bar and d
26. 5 37 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data appears In this worksheet column F is the last column that contains data Step 4 Press Shift Right Arrow five times to include cells B1 through FI in the selection Then press Shift Insert Down Arrow to verify the selection JFW announces Al through FI Pampered Piggies Pedicure Products Step 5 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 6 With cells Al through FI selected press Ctrl 1 to open the Format Cells dialog box JFW announces Format Cells Dialog Alignment Tab Step T Press Tab to move to the Horizontal combo box JFW announces Horizontal Combo Box General Step 8 Press the Down Arrow key until JFW announces Center Then press Enter to accept the option Step Q Verify the vertical alignment is set to Bottom by pressing Tab until JFW announces Vertical Combo Box Bottom If the option is not set to Bottom press the Up or Down Arrow key until JFW announces Bottom Then press Enter to accept the option Step 10 Move to the Merge Cells check box by pressing Tab until JFW announces Merge Cells Check Box Not Checked Then press the Spacebar to check this check box Tip Press Insert Up Arrow to verify the status of the check box Step 11 Press Enter to activate the OK button When you activate the OK but
27. 6 Select the Formats command by pressing the Down Arrow key until JFW announces Formats Then press Enter to execute the command Excel returns the selected cells formatting to the default format settings JFW announces Leaving Menus Format xls followed by the data in the selection If you want to verify the current formatting press Ctrl 1 to open the Format Cells dialog box Review the options on the Alignment and Font tabbed pages Step 7 Press Shift Backspace to remove the selection cursor from around cell B5 through F5 JFW announces Collapses Selection to Active Cell Only cell B5 is selected What You Learned In this exercise you learned Formatting is associated with a cell If you want to remove the attributes you added to a cell use the clear Formats command When you remove the formatting Excel uses the general attributes as defined by the template The Formats command appears on the Clear sub menu Choose the Clear command on the Edit menu to open the Clear sub menu Issue Date 10 9 98 Page 5 42 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Inserting Rows Columns and Cells Introduction As you work in a worksheet you may find you want to insert a row column or cell To insert a blank row column or cell use the Cells Rows or Columns command on the Insert menu Excel shifts the cells in the worksheet to accommodate t
28. 9 Press F2 to activate the edit mode The insertion point appears after the word Total Step 10 Press Home to move the insertion point before the word Total Then press Insert Center to verify Step 11 Press Ctrl V to paste the data you cut from cell A1 JFW announces Pasted Selected Range Excel inserts the words Pedicure Products before the word Total Step 12 Press the Spacebar to insert a blank space between the words Products and Total Step 13 Press Insert Up Arrow to read the data in cell Al2 JFW announces Pedicure Products Total Step 14 Press Enter to accept the data in the cell Exercise Moving Cell Data Quickly When you move data in a selected cell or range of cells Excel places a dotted selection cursor around the cell containing the data you are moving The cut data remains in the cell until you activate the Paste command Complete the following nine steps to move all the data in a cell quickly Step 1 Press Ctrl Home to move the selection cursor to cell A1 Step 2 Select cell A4 by pressing the Down Arrow key until JFW announces A4 Quarterly Totals Step 3 Press Insert C to verify cell A4 is selected Issue Date 10 9 98 Page 3 24 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 4 Press Ctrl X to activate the Cut command JEW announces Cut Selected Range When you activate the Cut command Exce
29. A7 Through Al 1 followed by the range contents Happy Hooves Callus Jell Happy As A Hog Foot Cream Welcoming Wallow Heated Foot Massager Smells Like The Barnyard Foot Mud Piggies Polish Step 5 Press Ctrl C to copy the data in the selected cells JFW announces Copied Selected Range Step 6 Select cell Al 6 by pressing the Down Arrow key until JFW announces A16 Step 7 Press Ctrl V to paste the contents of the clipboard into cells Al 6 through A20 JFW announces Pasted Selected a Excel inserts the data you copied from cells A7 through All into cells Al 6 through A20 Important When pasting data from a range of cells you do not need Issue Date 10 9 98 Page 3 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet to select all the cells where the range data will be placed before you activate the Paste command Be aware however if any of the cells where you pasted the data contain data that data will be overwritten by the new data If you want to insert the copied data without replacing existing data use the Insert command on the Edit menu rather than the Paste command Step 8 Press Enter to accept the information in cells Al 6 through A20 JFW announces Enter Step 9 Press Home to remove the selection cursor and then press the Up and Down Arrow key to verify the data was copied Exercise Copying and Pasting Data to Another Workbook Co
30. AutoFit The AutoFit Selection command adjusts the column width according to the data in the selected cell or to the cell with the most number of characters in a selected range of cells You should use the AutoFit Selection command to adjust the width to the average length of data in a column not these according to the cell in the column with the most number of characters If data in one cell is a lot longer than the average ead of data in other cells in the column use the merge feature to display the lengthy data properly Issue Date 10 9 98 Page G 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Glossary AutoSum The AutoSum command causes Excel to check the cells above or to the left of the current cell for a series of cells containing numbers If either the cells above or to the left of the current cell contain a series of numbers Excel places a dotted selection cursor around those cells Then it will automatically enter a formula that sums the numbers in that cell range If you use the AutoSum command in a cell that intersects a column of numbers and a row of numbers the command will sum the numbers in the column Cell A cell is a rectangular area formed by the intersection of row and column gridlines You enter a single piece of data into each cell The data is usually text a numeric value or a formula Cell Format Every cell in a worksheet has attributes associated with it such as
31. Cl by placing a dollar sign before the parts of the reference that do not change To create an absolute reference to cell Cl for example add dollar signs to the formula as follows A5 C 1 When you use a relative cell reference Excel will update the reference if you move or copy the formula to another cell Excel will not update an absolute cell reference if you move or copy the formula to another cell Therefore you should only use an absolute cell reference when you know that the cell containing the data you need will not change Exercise Objectives In the following two exercises you will copy a formula that uses relative cell references and you will copy a formula that uses an absolute cell reference Exercise Copying a Formula with a Relative Cell Reference Complete the following eighteen steps to enter a formula that uses relative cell references and copy that formula Step 1 Press Insert to verify CoMPANY XLS is the active workbook Step 2 Select cell Al 6 by pressing Ctrl G to open the Go To dialog box Type A16 Then press Enter JFW announces Company xls Step 3 Press the Center key to verify cell Al 6 is selected JFW announces A16 Income Step 4 Press the Down Arrow key to move to cell A17 JFW announces A17 Tax Rate Then press Alt 6 to read the contents of the adjacent cell in the B column JFW announces 17 indicating the tax rate appears in cell B17 and that the rate is seventeen percent
32. D8 Step 20 Press the Up Arrow key to move to cell D7 and read the total third quarter revenues JFW announces D7 Equals 13000 Then press Ctrl F2 to read the formula in this cell JFW announces u SUM D5 D6 Step 21 Press the Right Arrow key to move to cell E7 JFW announces EZ Tip Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row Step 22 Press Insert C to verify cell E7 is selected Then press Alt Equal Sign Alt to activate the AutoSum command Step 23 To verify the formula press Ctrl F2 to read the edit field on the Formula Bar JFW announces SUM E5 E6 indicating Excel automatically inserted the correct formula in cell E7 Step 24 Press Enter to accept the information in the cell Excel displays the results in cell E7 and moves the selection cursor to cell E8 Step 25 Press the Up Arrow key to move to cell E7 and read the total revenues JFW announces E7 Equals 16000 Then press Ctrl F2 to read the formula in this cell JFW announces SUM E5 E6 Step 26 Press the Right Arrow key to move to cell F7 JFW announces 410 Issue Date 10 9 98 Page 4 18 ASSIST With Windows Iowa Department for the Blind 41 Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations F7 Tip Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row Step 27 Press Alt
33. Down Arrow key twice to select COMPANY XLS and EXPENSES XLS Release the Shift key JFW reads each workbook as it is selected Tip To verify your selection press Shift Insert Down Arrow JFW reads the selected workbooks Step 8 Press Enter to activate the Open button and open the files Excel opens all of the selected workbooks JFW reads the window title of each workbook ending with the last file EXPENSES XLS Exercise Switching Among Open Workbooks Using the Window Menu Complete the following eleven steps to switch to each of your open workbooks using the Window menu Step 1 Press Insert T to verify EXPENSES XLS is the active workbook JFW announces Title Equals Microsoft Excel Expenses xls followed by the current focus Step 2 Press Alt W to pull down the Window menu JFW announces Menu Active New Window Step 3 Press the Down Arrow key until JFW announces 2 Company xls Step 4 Press Enter to switch to COMPANY XLS JFW announces Leaving Menus Company xls when the workbook opens Step 5 Press Insert T to verify COMPANY XLS is the active workbook JFW announces Title Equals Microsoft Excel Company xls followed by the Issue Date 10 9 98 Page 6 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks current focus Step 6 Press Alt W to pull down the Window menu Step 7 Press the Down Arrow key until JFW announces 3 Budget98 x
34. EXCEL JKM THe You will be instructed to create a backup copy of the ExcEL Jkm file that is already on gon a The backup file will be placed in the following folder cCAJFw32 sErriNGs ENu sErBAck If you experience problems with the new configuration copy the backup exceL skm file in the CAJFW32 SETTINGS ENU SETBACK folder to the cAJFw32 sETTINGs ENu folder For details about the changes to the exceL skm file refer to Appendix C Our Equipment and Settings Create a Backup Copy of EXCEL JKM Configuration File If you are not using JFW 3 2 you may skip these instructions If you are uncomfortable with copying files obtain assistance or skip the instructions to create a backup copy of the ExceL skm configuration file If you choose not to create a backup copy of this file activate the No button when prompted to overwrite EXCEL JKM Complete the following ten steps to create a backup copy of the EXCEL JKM configuration file Issue Date 10 9 98 cont Page ii 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Getting Started Important You should not be working in Excel at this time If Excel is open press Alt F4 to close it Also if you are not familiar with copying files or using the My Computer Window review Lesson Three Using My Computer in the Microsoft R Windows 95 with JAWS For Windows 2 0 Tutorial for Beginners or obtain the necessary assistance Step 1 Open the My Computer
35. Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Lesson One Introduction to Excel 97 Lesson Objective Lesson One introduces the Excel 97 program It defines Excel terms and describes the layout and elements of the Excel screen In this lesson you will learn how to open Excel review the Excel screen and exit Excel This lesson is designed to give you explanatory information and definitions you need to get started with Excel In This Lesson This lesson contains information on and exercises for the following topics Topic About Excel Topic Opening Excel Topic The Excel Screen Topic Toolbars Topic Exiting Excel Helpful go icc Here are some keystrokes that you may find helpful as you work through this tutorial To silence JFW at anytime press Ctrl or Shift To read a selected cell again press Insert C and the Center key Remember the Center key is the 5 key on the Number pad To spell the text in the selected cell press and hold the Insert key Then press the Center key twice in rapid succession To refresh the screen press Insert Escape You will need to refresh the screen frequently in order for JFW to read properly Issue Date 10 9 98 Page 1 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Important The amount and type of information that JFW reads depend on your computer setup Since each comput
36. Font Format Introduction You can change the font format for your data using either the Format Cells dialog box or keyboard shortcuts The Format Cells dialog box allows you to change several attributes at once Use keyboard shortcuts wnen you want to make only a few changes Exercise Objectives In the following three exercises you will review the Font tabbed page on the Format Cells dialog box You will change the font formatting of a cell and of data within a cell You will use both the Format Cells dialog box and keyboard shortcuts Exercise Reviewing the Font Tabbed Page Format Cells Dialog Box Complete the following six steps to review the Font tabbed page on the Format Cells dialog box Step 1 Press Insert T to verify FoRmA r xLs is the active workbook JFW announces Title Equals Microsoft Excel Format xls Al Pampered Piggies Pedicure Products Step 2 Press Alt 0 to pull down the Format menu JFW announces Menu Active Cells Dot Dot Dot Ctr1 1 Step 3 Press Enter to execute the Cells command The Format Cells ee a e JFW announces Leaving Menus Format Cells Dialog umber Tab The Format Cells dialog box contains six tabbed pages Number Alignment Font Border Patterns and Protection Each tabbed page contains fields that allow you to make changes to the cell format Step 4 Select the Font tabbed page by pressing Ctrl Tab until JFW announces Font Note To verify the tabbed page press Insert Center I
37. Formats command appears on the Clear sub menu Choose the Clear command on the Edit menu to open the Clear sub menu Exercise Objective In the following exercise you will remove the formatting changes you made to cells B5 through F5 Exercise Removing Cell Formatting Complete the following seven steps to return the formatting for cells B5 through F5 to the default format settings Step 1 Press Insert T to verify rormat xts is the active workbook JFW one Title Equals Microsoft Excel Format xls followed by the current focus Step 2 Select cells B5 through F5 Press Ctri G to open the Go To dialog box Type Bs F5 Then press Enter Excels places a selection cursor rae He cell JFW announces Format xls followed by the contents of e selection Currently these cells are center aligned and are underlined If you want to verify the formatting press Ctrl 1 to open the Format Cells dialog box and review the options on the Alignment and Font tabbed pages Step 3 Press Alt E to fay down the Edit menu JFW announces Menu Active Undo Format Cells Ctrl Z Step 4 Select the Clear command by pressing the Down Arrow key until JFW announces Clear Sub menu Issue Date 10 9 98 Page 5 41 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 5 Press Enter to execute the Clear command The Clear sub menu appears JFW announces All Clear Step
38. Guidelines Cell and Cell Ranges You must use the following Excel naming guidelines when assigning names to cells and cell ranges The first character of a name must be a letter or an underscore character Remaining characters in the name can be letters numbers periods and underscore characters Names cannot be the same as a cell reference You cannot use spaces Instead use underscore characters and perons as word separators for example First Quarter or ales_Tax A name can contain up to 255 characters Names can contain uppercase and lowercase letters Excel does not distinguish between uppercase and lowercase characters in names For example if you have created the name Sales and then create another name called SALES in the same workbook the second name will replace the first one Exercise Objectives In the following four exercises i will review the Define Name dialog box and assign names to selected cells in the Issue Date 10 9 98 Page 4 34 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations COMPANY XLS workbook You will also use the names in a formula Exercise Reviewing the Define Name Dialog Box Complete the following eight steps to review the Define Name dialog box Step 1 Press Insert T to verify company x s is the active workbook Step 2 Press Ctrl Home to move the selection cursor to the first cell in the worksheet
39. Microsoft Excel Company xls followed by the current focus Step 6 Press Ctrl F6 to switch to EXPENSES XLS JEW announces Expenses xls Step 7 Press Ctri F4 to close EXPENSES XLS Excel closes EXPENSES XLS BUDGET98 XLS becomes the active workbook JFW announces Budget98 xIs Step 8 Press Ctrl F4 to close BuUDGET98 xLs Excel closes BuUDGET98 n s COMPANY XLS becomes the active workbook JFW announces Company xls Step 9 Press Ctrl F4 to close COMPANY XLS JFW announces Close Document Window Microsoft Excel Once you close COMPANY XLS no workbooks appear in the document window Microsoft Excel is still the active program What You Learned in these exercises you learned You can have several workbooks open at the same time You can switch among open workbooks using the Window menu or the keyboard shortcut Ctrl F6 Issue Date 10 9 98 Page 6 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Topic Switching Among Multiple Open Worksheets Introduction A single workbook can contain up to 256 worksheets By default however a new workbook contains only 3 worksheets Multiple worksheets allow you to maintain various kinds of related information in a single workbook You can name each worksheet to reflect the type of data it contains Only the active worksheet appears on the screen The other worksheets are underneath the active worksh
40. PV field type B5 The FV and Type fields are optional You will not use these fields Step 23 Press Enter to activate the OK button When you press Enter Excel inserts the formula into cell B7 calculates the monthly loan payment displays the result in cell B7 and closes the Formula Palette Step 24 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Step 25 Press the Center key to read the monthly payment JF W announces B7 818 47 You should notice that Excel places parentheses around the figure The parentheses indicate that the figure is a negative number Excel considers the figure a negative number because it represents money you are spending rather than receiving You can use the Number tabbed page on the Cell Format dialog box to change the style Excel uses to denote negative numbers Excel offers the following styles for negative numbers red text parenthesis or a minus sign in front of the figure Step 26 Press Ctrl F2 to read the formula in cell B7 JFW announces PMT B3 12 B4 B5 You can use the formula in cell B7 to compare various loan payment scenarios When you change the interest rate total number of loan payments and loan amount Excel will automatically recalculate the monthly loan payment Give it a try Move to cell B4 and change the total number of payments to 48 Then move back to B7 to check the new monthly payment Issue Date 10 9 98 Page 9 26 ASSIST Wi
41. Plus key and try the keystrokes again Step 8 Press Shift Ctrl Right Arrow to select the word Products JFW announces Select Range to Right Margin Step 9 Press Shift Insert Down Arrow to verify the selected text JFW announces Selected Text Is Products Step 10 Press Home to cancel the selection and move the insertion point to the beginning of the data The insertion point appears before the word Premium Step 11 Press Shift End to select all the data in the cell Then press Shift Insert Down Arrow to verify the selected data JFW announces Selected Text Is Premium Products Step 12 Press Home to cancel the selection and move the insertion point to the beginning of the data Then press Insert Center to read the current word The insertion point appears before the word Premium Step 13 Press Enter to accept the data in the cell and move the focus out of the cell A selection cursor appears around the next cell in the current Issue Date 10 9 98 Page 3 5 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet column cell A7 Exercise Selecting a Range of Cells Complete the following fourteen steps to select ranges of cells and verify the selection Step 1 Press Ctrl Home to move the selection cursor to cell Al JF W announces Al Pampered Piggies Pedicure Products Step 2 Select cells Al and A2 by pressing and holding the Shift k
42. Replace field JFW announces Replace With Edit Search Use the Search combo box to select a search direction You may choose to search down through columns by selecting the By Columns option or to search right across rows by selecting the By Rows option Press Alt S to move to this field JFW announces Search Combo Box followed by the current option Press the Up or Down Arrow key to select an option You must press Insert Up Arrow to verify the selection each time you use the Up or Down Arrow key Tip If you want to search up through columns or to the left across rows select either By Columns or By Rows Then press Shift Alt F rather than Alt F to activate Find Next button Match Case When you check the Match Case check box Excel will perform a case sensitive search Press Alt C to check this check box You can press the Spacebar to uncheck or check the check box To determine whether the check box is checked press Tab and then press Shift Tab JFW may not indicate the status Find Entire Cells Only The Find Entire Cells Only check box allows you to limit your search to an exact and complete match of characters specified in the Find What field Press Alt 0 to check this check box You can press the Spacebar to uncheck or check the check box To determine whether the check box is checked press Tab and then press Shift Tab JFW may not indicate the status Find Next Activate the Find Next button when you have typed in
43. Save As dialog box appears JFW announces Save As Dialog File Name Edit Bookl xls A selection cursor appears around the default name Booki in the File Name field The dialog box is prompting you to assign a name and specify the drive and folder in which you want to save the workbook Step 4 Press Alt I to move to the Save In combo box JFW announces Issue Date 10 9 98 Page 2 17 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Save In Combo Box Folder My Documents Step 5 Select the A drive by pressing the Up Arrow key to until JF W announces Three One Half Floppy A Then press Enter When you press Enter the contents of the list box changes to reflect the contents of the Excel 97 with JFW 3 2 Tutorial Files disk Step 6 Select a folder by pressing Tab to move to the list box JF W announces List View Not Selected Folder Config One Of Two An empty selection cursor appears around the first folder CONFIG Step T Select the EXAMPLE folder by pressing the Down Arrow key until JFW announces Example Then press Enter to open the folder The contents of the EXAMPLE folder appear in the list box Step 8 Press Tab to move the focus to the File Name field JFW announces Save As File Name Edit Bookl xls Step 9 Assign a name to this workbook by typing Budget 9 8 Do not include spaces or a period The name of your workbook is Bu
44. The current yearly revenue figure is 49000 Step 10 Check the current figure for the total yearly expenses Press F5 pene the Go To dialog box JFW announces Go To Dialog Reference j a Step 11 In the Go To dialog box press Tab to move to the Go To list box JFW announces Go To List Box No Selected Item Step 12 In the Go To list box press the Down Arrow key to select Expenses_Total After you press the Down Arrow key press Insert Up Issue Date 10 9 98 Page 4 42 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Arrow to read the selected item When JFW announces Expenses_Total Then press Enter When you press Enter Excel moves to the cell and closes the Go To dialog box JFW announces Company xls Step 13 Press the Center key to read the cell reference for the active cell JFW announces F12 Equals 6900 Then press Ctrl Insert N to read the cell name JFW announces Expenses_Total The current yearly expense figure is 6 900 What You Learned In these exercises you learned Excel allows you to asst names to cells and cell ranges Naming cells and cell ranges makes it easier for you to read and remember the cells that contain the data you need Once you name a cell you can use the cell name rather than the cell reference in formulas or in the Go To dialog box You must follow Excel naming guidelines when assignin
45. Toolbar New Open Save Print Print Preview Spelling Cut Copy Paste Format Painter Undo Redo Insert Hyperlink Web Toolbar AutoSum Paste Function Sort Ascending Sort Descending Chart Wizard Map Drawing Zoom percentage in the Zoom combo box and Office Assistant JFW may skip some buttons on this toolbar Command Buttons on the Formatting Toolbar Font Font Size Bold Italic Underline Align Left Center Align Right Merge and Center Currency Style Percent Style Comma Style Increase Decimal Decrease Decimal Decrease Indent Increase Indent Borders Fill Color and Font Color JFW may skip some buttons on this toolbar Elements on the Formula Bar cell name or reference in the Name combo box Edit Formula and the edit field JFW may skip some buttons on the Formula bar Column Heading Bar Row Heading Bar Vertical Scroll Bar Buttons Scroll Up Scroll Down Issue Date 10 9 98 Page 1 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Tab Scrolling Buttons JFW may skip these buttons Sheet Tabs Horizontal Scroll Bar Buttons Scroll Left Scroll Right Status Bar Step 9 Press Insert Page Down to read the status bar JFW announces Ready indicating you can enter data or execute a command Note If JFW does not announce Ready press Insert Up Arrow to read the current line Step 10 When you are finished re
46. Topic Using AutoFill Topic Using the Formula Palette Topic For More Information on Functions Before You Begin Before you begin this lesson your computer should be turned on and you should have Excel 97 and JFW running Also you should review the information in previous lessons Issue Date 10 9 98 Page 9 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Topic Using AutoComplete Introduction If you need to enter identical information in a column you may want to take advantage of the AutoComplete feature If the first few characters you type in a cell match an existing entry in that column Excel fills in the remaining characters for you Excel completes only those entries that contain text or a combination of text and numbers entries that contain only numbers dates or times are not completed Exercise Objectives In the following two exercises you will verify the AutoComplete option is active and use this feature to enter identical information in a column Exercise Verifying AutoComplete is Active Complete the following five steps to verify the AutoComplete option is active Step 1 Press Insert T to verify Excel is the active program and that a blank workbook appears on the screen JFW announces Title Equals Microsoft Excel Bookl followed by the current focus Step 2 Press Alt T to pull down the Tools menu Then press 0 to select and ex
47. Value The Cell Value field contains all the data in the cell that contains the error You cannot move to this field In order to read the cell contents you must use the JAWS Cursor To do this move to the Add Words To field Then route the JAWS Cursor to the PC Cursor Press the Down Arrow key to read the information Ignore Uppercase When you check the Ignore Uppercase check box Excel ignores all words in uppercase letters Press Alt R to move to this check box Then press the Spacebar to check or uncheck the check box This check box is not checked by default You can press Insert Up Arrow to verify the status of this check box Always Suggest When you check the Always Suggest check box Excel offers a list possible corrections to the misspelling in the Suggestions list box Press Alt Y to move to this check box Then press the Spacebar to check or uncheck the check box This check box is checked by default You can press Insert Up Arrow to verify the status of this check box Ignore When you activate the Ignore button Excel ignores the Issue Date 10 9 98 Page 8 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks possible error in the Not In Dictionary field Excel continues checking the spelling If the same text appears elsewhere in your workbook Excel will prompt you for a correction each time it encounters the text Press Alt I to activate
48. With Windows lowa Department for the Blind 410 Excel 97 with JAWS For Windows 3 2 Glossary Glossary Absolute Cell References When you use an absolute cell reference Excel finds that data reference using the exact coordinates of a cell regardless of the position of the cell that contains the formula An absolute reference takes the form A 1 B 1 and so on AutoCalculate Whenever you select a series of cells that contain numbers Excel s AutoCalculate feature sums the numbers and displays the sum in the status bar To find the sum for selected cells read the status bar The sum does not appear in the worksheet Autocomplete If you need to enter identical information in a column you may want to take advantage of the AutoComplete feature If the first few characters you type in a cell match an existing entry in that column Excel fills in the remaining characters for yon Excel completes only those entries that contain text or a combination of text and numbers entries that contain only numbers dates or times are not completed AutoCorrect You can use the AutoCorrect feature to automatically correct common typing errors and to insert text or other information you frequently include in your workbooks AutoFill AutoFill allows you to quickly enter an incremental series of data in selected cells A series of data can be numbers dates months or ordinals first second third etc You may also create a customized series
49. X Reminder If you want to remove the data completely then you should use either the Clear or the Delete command on the Edit menu Exercise Objectives In the following three exercises you will move data within a cell all of the data in a single cell and data in a range of cells Exercise Moving Data within a Cell Complete the following fourteen steps to move data within a cell to another cell Step Press Ctrl Home to move the selection cursor to the first cell in the worksheet cell Al JFW announces First Cell Al Pedicure Products Step 2 Press F2 to activate the edit mode The insertion point appears after the word Products Step 3 Press Home to move the insertion point to the beginning of the text before the word Pedicure Then press Insert Center to verify Step 4 Press Shift End to select the data in the cell Then press Shift Insert Down Arrow to verify the selection Step 9 Press Ctrl X to activate the Cut command When you activate the Cut command Excel removes the data JFW announces Cut Selected Range Step 6 Press Insert Up Arrow to verify the data was removed from cell Al JFW announces Blank Issue Date 10 9 98 Page 3 23 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 7 Press Enter to accept the change Step 8 Select cell Al 2 by pressing the Down Arrow key until JFW announces Al2 Total Step
50. a Custom Series You may create a custom series that meets your specific needs In this exercise you will create a series of employee names You will use the Custom List tabbed pages on the Options dialog box Complete the following ten steps to create a custom series Issue Date 10 9 98 Page 9 14 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 1 Move to cell Al 2 by pressing the Down Arrow key until JF W announces Al2 Step 2 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 3 Press Alt T to pull down the Tools menu Then press 0 to select and execute the Options dialog box JFW announces Options Dialog Edit Tab Step 4 Press Shift Ctrl Tab until JFW announces Custom Lists You must press Insert Center to verify the active tabbed page Step 5 Press Tab to move to the Custom Lists list box JFW announces Custom Lists New Lists Press the Down Arrow key to review the default lists Step 6 In the Custom Lists list box press the Up Arrow key to select the New List option When you select the New List option the selection cursor automatically moves to the List Entries edit field JFW announces Blank List Entries Edit Step 7 In the List Entries edit field type the following list of names Type a comma after each entry Sue Smith Jack Jones Mike Johnson Mary Green Step 8
51. and the row label appears in Issue Date 10 9 98 Page 4 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations the first cell of the row You will find the sum of the first and second quarter sales revenues Step 4 Press the Center key to verify cell B5 is selected Then press Shift Right Arrow to include cell C5 in the selection JFW announces Select Range When you select an additional cell that contains numerical data Excel automatically calculates the sum of the data in the selected cells and displays the sum in the status bar Step 5 Press Shift Insert Down Arrow to verify cells B5 and C5 are selected JFW announces Selected Range B5 Through C5 3000 5000 Step 6 Press Insert Page Down to read the status bar JFW announces Ready Sum 8000 Reminder Excel does not insert the sum in your worksheet It only displays the sum for the selected cells on the status bar You can find the sum for non adjacent cells as well Find the sum of the total second quarter revenues and total fourth quarter revenues Cell C7 contains the total second quarter revenues and cell E7 contains the total fourth quarter revenues Step 7 Press Ctrl G to open the Go To dialog box Type C7 E7 Then press Enter to select these cells JFW announces Company xls Note You cannot press Shift Insert Down Arrow to verify cells C7 and E7 are selected JFW does not r
52. announces Series in Columns Radio Button Checked Step 8 Press Alt F to mark the AutoFill radio button JFW announces Type AutoFill Radio Button Checked Step 9 Press Enter to accept the information in the Series dialog box When you press Enter Excel automatically fills the selected cells with the four employee names in your custom list Step 10 Press Home to remove the selection cursor and place it around cell Al 2 only Then press the Down Arrow key to review the information in the three eight cells Notice an employee name appears in each cell Step 11 Press Ctrl F4 to close this workbook A dialog box appears prompting you to save Booki Issue Date 10 9 98 Page 9 16 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 12 Press N to activate the No button and close the workbook without saving it Excel is still the active program What You Learned In these exercises you learned The AutoFill feature allows you to quickly enter an incremental series of data in selected cells A series of data can be numbers dates months or ordinals first second third etc You may also create a customized series Before you use the AutoFill feature you must type the first entry in the series Then select the cells that will be used to complete the series The selection can span multiple columns or extend several rows in either direction The F
53. box contains all the function categories available in Excel Press Alt C to move to this field JFW announces Function Category List Box followed by the selected category To select a new category press the Up or Down Arrow key until JFW reads the appropriate category JFW reads the first function in the category then the selected category The categories are Most Recently Used All Financial Date amp Time Math amp Trig Statistical LookUp amp Reference Database Text Logical and Information Cancel Activate the Cancel button when you decide not to insert a function in the selected cell To activate the Cancel button press Escape OK Activate the OK button once you have selected the appropriate function To activate the OK button press Enter Office Assistant When you activate the Office Assistant button the Office Assistant appears If you followed the instructions at the beginning of the tutorial to disable the Office Assistant a dialog box appears indicating you cannot use the Office Assistant JF W announces Button when you select the Office Assistant button Step 11 Press Alt C to move to the Function Category field JF W announces Function Category List Box followed by the selected category Step 12 Select the Financial category by pressing the Up or Down Arrow key until JFW announces DB Financial As you press the arrow key to select a new category the list of functions in the Function Name li
54. by the contents of the selected cells Premium Products January February Happy Hooves Callus Jell 592 523 Step 14 Press Home to cancel the selection and move the selection cursor to cell A6 To verify only cell A6 is selected press Shift Insert Down Arrow veiy the selection JFW announces Selected Range A6 Premium roducts Issue Date 10 9 98 Page 3 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Exercise Selecting an Entire Column Complete the following three steps to select all the cells in a column Step 1 Press the Center key to verify the selection cursor appears around cell A6 Note You do not need to place the selection cursor on the first cell in the column to select all the cells in the column Step 2 Press Ctrl Spacebar to select all the cells in column A JFW announces Selected Entire Column Important Pressing Shift Insert Down Arrow to verify the entire column is selected may cause your computer to lock up Do not press Shift Insert Down Arrow to verify the selected column Step 3 Press Home to cancel the selection The selection cursor appears around cell A6 only To verify cell A6 is selected press the Center key JFW announces A6 Premium Products Exercise Selecting an Entire Row Complete the following four steps to select all the cells in a row and verify the selection Step 1 Press the Center key to verify
55. cell and only the formula appears in the edit field on the ormula Bar Step 11 Press Ctrl F2 to read the information in the edit field on the formula bar JFW announces SUM B10 E10 Now you will add the supply figures for each quarter to establish the total supply expenses for the year The quarterly figures appear in B11 through El 1 The total will appear in cell F11 Step 12 Select cell A11 Press Ctrl G to open the Go To dialog box Then type All Press Enter Excel moves the selection cursor to cell A11 JFW announces Company xis Step 13 Press the Center key to verify cell Al 1 is selected Step 14 Select cell Fl 1 by ples the Right Arrow key until JFW anrouNlees F11 Note the quarterly supply figures as you move to cell Step 15 Press Insert C to verify cell FI 1 is selected Tip You can verify you are entering the formula in the total Year column by pressing Alt 4 You can use this keystroke to read the n ala for this data because the label is in the fourth cell of this column Step 16 Type the following formula into cell F11 SUM B11 E11 Then Issue Date 10 9 98 Page 4 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations press Enter to accept the formula When you press Enter Excel performs the calculation displays the results in F11 and moves the selection cursor to cell F12 Step 17 Press the Up Arrow key
56. cells with special characteristics or entries to which you want to move OK Once you have typed or selected the cell reference or range to which you want to move activate the OK button Press Enter to activate the OK button Cancel If you decide you do not want to use the Go To feature activate the Cancel button Press Escape to activate the Cancel button Step 6 Press Escape to activate the Cancel button and close the Go To button The focus returns to cell A1 Exercise Using the Go To Command Complete the following five steps to move the selection cursor to a specific cell in your worksheet using the Go To command Step 1 Press Insert C to verify the selection cursor is on cell A1 JFW should announce Al If not press Ctrl Home Step 2 Press Ctrl G to open the Go To dialog box JFW announces Go To Dialog Reference Edit The insertion point appears in the Reference edit field The dialog box is prompting you for the cell reference to which you want to move or the cell range that you want to select Issue Date 10 9 98 Page 3 32 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 3 In the Reference edit field type D6 Tip Excel retains information in the Go To dialog box If a number appears in the Reference edit field when you open the Go To dialog box press the Backspace key to clear the field Then type be Step 4 Press En
57. cent values You will use the Number tabbed page on the Format Cells dialog box to change the appearance of the number in this cell Step 3 Press Ctrl 1 to open the Format Cells dialog box JFW announces Format Cells Dialog Number Tab Step 4 Verify the Screen Echo is set to Say None Press Insert S until JFW announces None Because JFW may read extra information on the Number tabbed page you should set the Screen Echo to Say None Step 5 Press Insert Center to verify the Number tabbed page is the active tabbed page JFW announces Number Tab Step 6 Press Tab to move to the Category list box JFW announces Category List Box General Step 7 Select the Currency style by pressing the Down Arrow key Then he Insert Up Arrow to verify your selection JFW announces Currency Tip Rather than using the Down Arrow key you may press C to move to the Currency style Then press Insert Up Arrow to verify Step 8 Verify two Pieces will appear after the decimal point by ean ie to eae the Decimal Places spin box JFW announces Decima aces Edit 2 If JFW does not indicate two then type 2 Press Insert Up Arrow to verify JFW announces Two Step 9 Verify Excel will insert a dollar sign S before the figure in the cell Press Tab to move to the Symbol list box JFW announces Symbol Issue Date 10 9 98 Page 5 21 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Less
58. data does not extend beyond the width of the page Step 11 Press Enter to activate the OK button A dialog box appears indicating the page break search is complete JFW announces Page Break Search Dialog Page Break Search Complete OK Button Step 12 Press Enter to activate the OK button The Page Breaks macro stops running Cell A36 remains selected Step 13 Press Ctri Home to return to cell Al JEW announces First Cell Al through CI Pampered Piggies Pedicure Products After you have completed these exercises you should have determined that Sheet of REPORT XLS will produce two printed pages You should have also determined that the data in rows 1 through 35 will print on the first page and Issue Date 10 9 98 Page 7 6 ASSIST With Windows Iowa Department for the Blind 4110 Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing that the data in rows 36 and after will print on the second page Inserting Page Breaks If you want to control where the page breaks appear you may insert page breaks The Hat Break command appears on the Insert menu To insert a page break move to the cell that intersects the row and column where you want the row and column page breaks to appear Then pull down the Insert menu and choose the Page Break command You can then run the Page Break macro to ensure the breaks appear where they should What You Learned In this exercise you learned Worksheets that co
59. data or copy the cell all new data will continue to appear bold If you select specific data within a cell and change its formatting then only that data is affected If at a later time you delete that data you will delete its formatting as well What You Learned In this topic you learned Issue Date 10 9 98 Page 5 5 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Every cell has attributes associated with it and collectively these attributes are known as the cell s format The Formatting toolbar must appear on the screen in order to use some formatting keyboard shortcuts You can determine the format for a selected cell or data by opening the Format Cells dialog box and reviewing the selected options To change the format of all the data in a cell you must select the cell before using a format command You can do this either before or after you enter data into the cell When you select a cell for formatting the formatting is associated with the cell not with the data within the cell To change the format of part of the data in the cell you must press F2 to enter the Edit mode Select only the data that you want to change Then use a command for the formatting style that you want Issue Date 10 9 98 Page 5 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Changing the
60. determine this setting Exercise Objectives In the following three exercises you will review the Margins tabbed page on the Page Setup dialog box set the margins for REPORT XLS and verify the margin settings When you are finished changing and verifying the margin settings you will determine where the page breaks Occur Exercise Reviewing the Margins Tabbed Page Page Setup Dialog Box Complete the following six steps to review the Margins tabbed page on the Page Setup dialog box Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctri N Step 3 Press U to select and execute the Page Setup command The Page Setup dialog box appears JFW announces Leaving Menus Report xls Page Setup Dialog Page Tab Remember the Page Setup dialog box is divided into four tabbed pages Page Margins Header Footer and Sheet Step 4 Press Ctrl Tab until JFW announces Margins or the current setting for the Top field If JFW does not indicate the Margins tabbed page is active press Ctrl Issue Date 10 9 98 Page 7 16 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Tab until JFW announces Margins Then press Insert Center to verify the tabbed p
61. directly beneath a line of text The amount the font is reduced and the text is raised depends on the font Press Alt E to select this option JFW announces Effects Superscript Check Box Checked To check or uncheck this command press the Spacebar To determine Nene the check box is checked or unchecked press Insert p Arrow Subscript The Subscript check box indicates whether the Subscript attribute is on or off This attribute reduces the font size and then lowers the data in the cell below the base line which is an imaginary horizontal line directly beneath a line of text The amount the font is reduced and the text is lowered depends on the font Press Alt B to select this option JFW announces Effects Subscript Check Box Checked To check or uncheck this command press the Spacebar To determine eee the check box is checked or unchecked press Insert p Arrow Underline The Underline field is a combo box This field defines the pee of underlining used in your workbook Press Alt U to move to this field JFW reads the current underline type Type an underline type or press the Up and Down Arrow keys to select a type The following types are available None When the text is not underlined the None option appears in this field Single This option underlines all characters including the Issue Date 10 9 98 Page 5 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five For
62. first letter of each sentence Be aware any time Excel encounters a period the following letter will be capitalized JFW does not indicate that Excel capitalized the letter Press Alt S to move to this field Then press the Spacebar to check or uncheck the check box This field is checked by default Capitalize Names of Days Check this check box if you want Excel to automatically capitalize the first letter of the days of the week JFW does not indicate that Excel capitalized the first letter Press Alt N to move to this field Then press the Spacebar to check or uncheck the check box This field is checked by default Correct Accidental Usage of Caps Lock Key If you accidentally type a Issue Date 10 9 98 Page 9 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics word in Title Case with the Caps Lock key turned on Excel corrects the capitalization of the words you typed and turns off the Caps Lock key Check this check box if you want Excel to automatically correct the capitalization JFW does not indicate that Excel corrected the capitalization Press Alt L to move to this field Then press the Spacebar to check or uncheck the check box This field is checked by default Replace Text as You Type This check box must be checked if you want Excel to automatically check the spelling of your text and replace text as you type Press Alt T to move to this fi
63. for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Step 8 Press the Down Arrow key until JEW announces Chart Checked indicating the Chart toolbar appears on the screen Press Alt to close the menu and return the focus to the workbook Exercise Hiding the Chart Toolbar Complete the following six steps to hide the Chart toolbar Step 1 Press Alt V to pull down the View menu JFW announces Menu Active Normal Checked Step 2 Press T to select and execute the Toolbars command The Toolbars sub menu appears JFW announces Toolbars Sub menu Standard The selection cursor appears around the Standard toolbar command Step 3 Press the Down Arrow key until JEW announces Chart Checked indicating the Chart toolbar appears on the screen Step 4 Press Enter to uncheck the Chart command Excel closes the menus and removes the Chart toolbar from the screen JFW announces Leaving Menus Bookl JFW does not indicate the toolbar was removed Step 5 Verify that the Chart toolbar no longer appears on the screen by pressing Alt V to pull down the View menu Then press T to select and execute the Toolbars command The Toolbars sub menu appears Step 6 Press the Down Arrow key until JEW announces Chart indicating the Chart toolbar is not checked and therefore does not appear on the screen Press Alt to close the menu and return the focus to the workbook What You Learned In th
64. for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 2 Select cell A4 Press Ctrl G to open the Go To dialog box Then in the Reference field type A4 Press Enter Excel moves the selection cursor to cell A4 JFW announces Company xls Step 3 Press the Center key to verify that cell A4 is selected JFW announces A4 Revenue Step 4 Press the Right Arrow key to move to cell B4 Then press the Down Arrow key three times to move to cell B7 Note the first quarter sales and service revenue figures Tip You can press Alt 5 to read the contents of the first cell in the current row You can use this keystroke to read the row label for this data because the label is in the first cell of the row Step 5 Press Insert C to verify cell B7 is selected Step 6 Press Alt Equal Sign Alt to activate the AutoSum command JFW announces Type in the range to sum using colon to separate or press Enter to accept default range Equals When you activate the AutoSum command Excel seeks above or to the left the current cell for a series of cells that contain numbers It then places a dotted selection cursor around those cells In this instance Excel places a dotted selection cursor around cells B5 and B6 Then it inserts in cell B7 the formula to add the figures in cells B5 and B6 Step 7 To verify the formula press Ctrl F2 to read the edit field on the Formula Bar JFW announces Sum B5 B6
65. in this lesson complete the following steps to set Screen Echo to Say Highlighted and close COMPANY XLS Step 1 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 2 Press Ctrl F4 to close COMPANY XLS A dialog box appears asking you if you want to save the changes you made to COMPANY XLS Step 3 Press N to activate the No button Excel closes the COMPANY XLS JFW announces Microsoft Excel Once you close COMPANY XLS no workbooks appear in the document window Microsoft Excel is still the active program For More Information If you would like more information about the topics covered in this lesson use Excel s Help feature Complete the following steps to find additional information Note If you have not used a Windows On Line Help dialog box before consult Lesson Five Using On Line Help the Microsoft Windows 95 with JAWS For Windows 2 0 Tutorial For Beginners before using Excel s Help feature 410 Issue Date 10 9 98 Page 4 44 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 1 In Excel press Fl to open the Excel Help Topics dialog box Step 2 Press Ctrl Tab to move to the Index tabbed page Step 3 In the edit field type one of the following for relevant information getting results first workbook functions overview formulas cell references naming absolute cell refer
66. indicate the active cell contains a formula Excel displays the active cell s data in two places in the cell and in the edit field on the Formula Bar When you enter a formula only the result of the formula appears in the cell and only the formula appears in the edit field on the Formula Bar Issue Date 10 9 98 Page 4 8 ASSIST With Windows lowa Department for the Blind 411 Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 12 Press the Center key to read the contents of the cell F5 again Then press Ctrl F2 to read the information in the edit field on the Formula Bar JFW announces B5 C5 D5 E5 Now you will add the service figures for each quarter to establish the total service revenues for the year The quarterly service figures appear in B6 through E6 The total will appear in cell F6 Step 13 Select cell A6 Press Ctrl G to open the Go To dialog box Then in the Reference field type ac Press Enter Excel moves the selection cursor to cell A6 JFW announces Company xls Step 14 Press the Center key to read the cell reference and contents JFW announces A6 Service Step 15 Select cell F6 by pressing the Right Arrow key until JFW announces F6 Note the quarterly service figures as you move to cell F6 ee 16 Press Insert C to verify cell F6 is selected JFW announces Tip You can verify you are entering the formula in the total Year column by pressing Alt 4 You can use th
67. of the information Once you have finished reviewing the information set the Screen Echo to Say None Press Insert S until JFW announces None Remember JFW reads extra information that may cause confusion if the Screen Echo option is set to any other option Once you have finished entering your data you should return the JFW Screen Echo option to Say Highlighted or Say All Issue Date 10 9 98 Page 7 2 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Topic Determining Page Breaks Introduction Excel allows you to include uP to 256 columns and 65 936 rows of data on a single worksheet However worksheets that contain many rows and columns of information will not fit on a single sheet of pee when printed If columns of data extend beyond the width of the paper Excel inserts a column page break If the rows of data extend beyond the length of the paper Excel inserts a row page break In addition to the number of rows and columns of data several other factors affect the placement of page breaks such as JER settings whether you have included header and footer information the size of the paper and more Changes to these settings only affect the amount of information that will appear on the printed page they do not impact how the worksheet data appears on the screen Before you print your worksheet data you should determine where the page brea
68. once you have set the margins Press Enter to activate the OK button Cancel Activate the Cancel button when you decide not to change the margins Press Escape to activate the Cancel button Step 6 When you are finished reviewing the fields on the Margin tabbed page press Escape to activate the Cancel button and close the Page Setup dialog box The focus returns to the worksheet JFW announces Report xls Exercise Setting Margins Complete the following eight steps to set the margins for your worksheet Step 1 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctrl N Step 2 Press U to select and execute the Page Setup command The Page Setup dialog box appears JFW announces Leaving Menus Report xls Page Setup Dialog Margins Tab Step 3 Press Insert Center to verify the Margins tabbed page is the active tabbed page JFW should announce Margins Tab Issue Date 10 9 98 Page 7 18 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Step 4 Press Tab to move to the Top field JFW announces Top Edit 1 indicating the top margin is set to 1 inch Type 1 5 to set the top margin to one and one half inches Tip To verify your setting press Insert Up Arrow JFW announces Top Edit 1 Point 5 Step 5 Press Tab to move to the Bottom field JFW announces Bottom Edit 1 indicating the bottom margi
69. page will contain the data in rows 1 through 33 and columns 11 through 20 Finally the fourth printed page will contain data in rows 34 through 60 and columns 11 through 20 Over Then Down When you choose the Over Then Down radio button Excel numbers and prints pages from the first page to the pages to the right Then it will move down and continue printing across the sheet For example a worksheet that spans 60 rows and 20 columns has page breaks at row 34 and column 11 With the Over Then Down option Excel will print data in rows 1 through 33 and columns 1 through 10 first The second printed page will contain the data in rows 1 through 33 and columns 11 through 20 The third printed page will contain the data in rows 34 through 60 and columns 1 through 10 Finally the fourth printed page will contain data in rows 34 through 60 and columns 11 through 20 OK Activate the OK button once you have selected additional sheet printing options Press Enter to activate the OK button Issue Date 10 9 98 Page 7 33 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Cancel Activate the Cancel button when you decide not to select additional sheet printing options Press Escape to activate the Cancel button Print When you activate the Print button the Page Setup dialog box closes and the Print dialog box appears You can use the Print dialog box to pri
70. rows will appear on the printed page If your data spans numerous rows and few columns then use Portrait Using the Portrait orientation in combination with the legal size paper allows the greatest number of rows of data to fit on a single piece of paper Be aware however that with the Portrait orientation fewer columns will appear on the printed page 8 If data does not fit on one page what should the print order be You can define the order in which data is numbered and printed when it does not fit on one page If you want to specify how your data will print open the Page Setup dialog box Select the Sheet tabbed page Then choose one of the following radio buttons Down then Over or Over then Down 9 How many pages will print You can determine the number of printed pages your workbook will produce Choose the Print Preview command on the File menu The view will change to a preview of the printed page The total number of printed pages appears in the status bar You can press Insert Page Down to read this information What You Learned In this topic you learned Use the following questions to ensure your workbook and worksheet data appears as it should 1 Does any data overlap 2 Are cells formatted correctly 3 Is the data distributed uniformly 4 Do you want the cell gridlines to print 5 Will worksheet data print properly on the page 6 Where do the page breaks occur 7 What size paper and which orientati
71. searching for the next column page break The search may take a few moments A dialog box should appear indicating Excel did not find another column page break JFW announces Page Break Search Dialog Column Page Search Break Complete There are no column page breaks or all the column page breaks have been found OK Button Step 9 Press Enter to activate the OK button A dialog box appears indicating the page break search is complete JFW announces Page Break Search Dialog Page Break Search Complete OK Button Step 10 Press Enter to activate the OK button The Page Breaks macro stops running Cell Fl remains selected JFW announces Report xls Step 11 Press Ctrl Home to return to cell Al JFW announces First Cell Al Through Cl Pampered Piggies Pedicure Products Issue Date 10 9 98 Page 7 29 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Notice that when you use the 8 1 2 X 11 paper size and Portrait orientation all the data in the rows fit on one page However the columnar data requires two sheets of paper Use these guidelines when deciding which orientation option you should use If your data spans numerous columns use Landscape Using the Landscape orientation in combination with the legal size paper 8 1 2 by 14 inch allows the greatest number of columns of data to fit on a single sheet of paper Be aware however that
72. select the Pages radio button An insertion point appears in the From spin box Type the first page number of the page range you want to print Then press Tab to move to the To spin box Type the last page number of the page range you want to print Print What The Print What radio buttons allow you to specify the amount of information you want to print The following Print What radio buttons are available Active Sheet s When you mark the Active Sheet s radio button Excel prints the active worksheet Each worksheet in the workbook starts on a new page Press Alt V to mark the Active Sheet s radio button This radio button is marked by default Entire Workbook When you mark the Entire Workbook radio button Excel prints all the worksheets in the active workbook that contain data Press Alt E to mark the Entire Workbook radio button Selection When you mark the Selection radio button Excel prints only the cells and objects selected on the worksheet Press Alt N to mark the Selection radio button Step 4 Once you have finished reviewing the Print dialog box press Escape to close it The focus returns to the worksheet JFW announces Microsoft Excel Report xls Exercise Printing Your Workbook Complete the following five steps to print the entire REPORT xLS workbook Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus
73. selected style Press Alt 0 to move to this field JFW reads the current style size The Size field is both an edit field and a list box The edit field contains the current font size The list box provides a list of all the sizes available for the current font If the size you entered is not available on the current printer Excel chooses the closest available size Type a size in numbers in the edit field or press the Up and Down Arrow keys to select a size As you press the arrow keys the size listed in the edit field changes to reflect the selected ae Press Alt S to move to this field JFW reads the current size You may mark any of the following Effects check boxes Strikethrough The Strikethrough check box indicates whether the Strikethrough attribute is on or off This attribute draws a Issue Date 10 9 98 Page 5 8 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data line through the data in the cell Press Alt K to select this option JFW announces Effects Strikethrough Check Box Checked To check or uncheck this command press the Spacebar To determine whether the check box is checked or unchecked press Insert Up Arrow Superscript The Superscript check box indicates whether the Superscript attribute is on or off This attribute reduces the font size and then raises the data in the cell above the base line which is an imaginary horizontal line
74. specific function press Tab to select a function and then press Enter to obtain more information about that function A Help window will appear with information about the financial function Step 13 When you are finished reviewing the help information press Escape to close Help window Exercise Finding Help on Functions Specific Function If you know the name of the function you can find information using that name Complete the following six steps to find Help information on the PMT function You can use these same steps to find Help information on other functions Issue Date 10 9 98 Page 9 29 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Payment xls followed by the current focus Step 2 Press FI to open the Excel Help Topics dialog box JFW announces Microsoft Excel Help Topics Microsoft Excel Dialog Index Page 1 Type the first few letters of the word you re looking for Edit Note If the Index tabbed page is not selected press Ctrl Tab until JFW announces Index Page 1 Type the first few letters of the word you re looking for Edit Step 3 In the edit field type PMT Step 4 Press Tab to move to the list box JFW announces 2 Click the index entry you want and then click Display List Box PMT Worksheet Function 2792 of 4139
75. spelling in a workbook You reviewed a proofing checklist Finally you printed an entire workbook printed a single worksheet and printed a selected range of cells Close REPORT XLS When you have finished all the exercises in this lesson press Ctrl F4 to close the REPORT XLS workbook If a dialog box appears prompting you to save the workbook press N to activate the No button Excel closes REPORT XLS Excel is still the active program Congratulations You have completed eight lessons from the Microsoft Excel 97 with JAWS For Windows 3 2 Tutorial for Beginners You should now be able to perform basic Excel 97 functions while reading the screen with JFW If you feel you are ready for more complex Excel features continue to Lesson Nine Beyond the Basics Issue Date 10 9 98 Page 8 21 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics 9 Lesson Nine Beyond the Basics Lesson Objective In this lesson you will try out some additional Excel features This lesson explains how to use the AutoComplete AutoCorrect and the AutoFill features and how to use the Formula Palette to insert formulas into your worksheet This lesson is optional You may want to come back and work through this lesson once you have more experience working with Excel In This Lesson This lesson contains exercises for the following topics Topic Using AutoComplete Topic Using AutoCorrect
76. the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Add Replace The Add Replace button adds or replaces the AutoCorrect entry listed in the Replace and With edit fields to the list of entries Press Alt A to activate this button When you activate the Add button JFW reads the new entry Delete The Delete button removes the selected AutoCorrect entry in the Replace With list box from the list of entries You must select the entry you want to delete before you activate this button Press Alt D to activate this button JFW does not indicate the entry was deleted however the entry should not appear in the list box Exceptions When you activate the Exceptions button the AutoCorrect Exceptions dialog box appears You can use the AutoCorrect Exceptions dialog box to add abbreviations or terms with mixed capitalization that you do not want Excel to correct automatically Press Alt E to activate the Exceptions button Correct Two Initial Capitals Check this check box to make a correction if you mistakenly type two consecutive uppercase letters in a word Excel automatically changes the second uppercase letter to a lowercase letter JFW does not indicate the correction has been made Press Alt 0 to move to this field Then press the Spacebar to check or _uncheck the check box This field is checked by default Capitalize First Letter of Sentences Check this check box if you want to automatically capitalize the
77. the Header dialog box appears Use the Header dialog box to enter your header information Press Alt C to activate the Custom Header button Custom Footer Activate the Custom Footer button if you want to specify the information that will appear in the footer When you activate the Custom Footer button the Footer dialog box appears Use the Footer dialog box to enter your footer information Press Alt U to activate the Custom Footer button Footer The Footer field is a combo box It contains a list of pre defined footer elements Some of these elements include page numbers the worksheet name the workbook name the date your name and your company or organization s name You may choose a pre defined element only choose to customize the footer with your own information or use a combination of pre defined elements and your own information Press Alt F to move to the Footer field Then press the Up or Down Arrow key to choose an element You can then activate the Custom Footer button Issue Date 10 9 98 Page 7 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing to add your own information if necessary Note When you choose a pre defined footer element Excel centers the information at the bottom of the printed page OK Activate the OK button once you have entered your header and footer information Press Enter to activate the OK button Cancel
78. the Ignore button Ignore All When you activate the Ignore All button Excel ignores the possible error in the Not In Dictionary field Excel continues checking the spelling Excel will not prompt you for a correction if it encounters the text again during any spelling check in the current Excel session Press Alt G to activate this button Change Delete When you activate the Change button Excel corrects the word in the Not In Dictionary field using the correction in the Change To edit box Press Alt C to activate the Change button When the error is a repeated word this button changes to Delete so you can easily remove the second instance of the word Press Alt D to activate the Delete button Change AlVDelete All When you activate the Change All button Excel automatically corrects the word in the Not In Dictionary field using the word in the Change To edit field each time it encounters the word in your workbook Excel will not prompt you for a correction again during any spell check in the current Excel session If you did not choose or type in a correction Excel changes the name of the button to Delete All Press Alt L to activate the Change All Press Alt E to activate the Delete All button Add The Add button adds the word in the Not In Dictionary field to the custom dictionary you selected in the Add Words To field Press Alt A to activate the Add button Suggest The Suggest button causes Excel to display a list of possible co
79. the New dialog box will appear prompting you to select a template When you open a new workbook the focus is on cell Al on the first worksheet Excel automatically assigns a default name to new workbooks This name is always Book followed by a number Once you open a new workbook you Issue Date 10 9 98 Page 2 25 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets are ready to begin working Issue Date 10 9 98 Page 2 26 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Topic Opening an Existing Workbook Introduction This topic explains how to open an Excel workbook that already exists either on your hard drive or on a floppy disk Excel uses the Open dialog box to prompt you for the name and location of the workbook ee to open You must specify in which folder and drive your workbook resides If you are having trouble finding the workbook you want to opel or if the workbook you want to open does not reside in the current folder and you do not remember the workbook name you must provide Excel with additional information about where the workbook resides You provide this information by making changes to the information listed in the Open dialog box fields For quick access to your workbooks Excel lists on the File menu the last four workbooks in which you worked Exe
80. the Right Arrow key until JF W announces F10 Note the quarterly wage figures as you move to cell F10 Step 7 Press Insert C to verify cell F10 is selected JFW announces F10 Tip You can verify you are entering the formula in the total Year column by pressing Alt 4 You can use this keystroke to read the column label for this data because the label is in the fourth cell of this column Step 8 Type the following formula into cell F10 SUM B10 E10 Then press Insert Up Arrow to verify Take a moment to decipher this formula The equal sign directs Excel to treat the data in the cell as a formula The word SUM is a function it directs Excel to add the cells in the argument The argument B10 E10 indicates that Excel will use the numeric data in the range of cells B10 through E10 Issue Date 10 9 98 Page 4 12 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Using the SUM function is better than typing all the cells that you want to add especially when you are working with numerous cells and worksheets Step 9 Press Enter to accept the formula Excel performs the calculation displays the results in Fl 0 and moves the selection cursor to cell F11 Step 10 Press the Up Arrow key to select cell F10 and read the formula results JFW announces FIO Equals 5950 Remember when you enter a formula only the results of the formula Ta ne
81. the fields and verify the font attributes Step 14 When you are finished eono the font fields press Escape to activate the Cancel button and close the Format Cells dialog box Exercise Ean the Cell Format Using Keyboard Shortcuts Complete the following twelve steps to change the format for selected cells using keyboard shortcuts Note For more formatting keyboard shortcuts refer to Appendix A Common JFW 3 2 and Excel 97 Keystrokes Step 1 Press the Center key to verify cell Al is selected JFW announces Al Pampered Piggies Pedicure Products Step 2 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Step 3 Press the Down Arrow key to move to cell A6 JFW announces A6 Revenue Sep 4 Press Ctrl B to bold the selected cell JFW announces Bold Button Pressed The data in cell A6 appears bold A selection cursor remains around cell A6 Note The keyboard shortcut Ctrl B is a toggle command That is it will turn bold either on or off depending on the current formatting Issue Date 10 9 98 Page 5 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data When bold is on JEW announces Bold Button Pressed When bold is off JFW announces Bold Button Step 5 Press the Down Arrow key to move to cell A7 JFW announces A7 Sales Step 6 Press Ctrl I to italicize the selected cell JFW announces Italics Butto
82. the number of copies to print Step 3 Press the Tab key to move forward through the dialog box fields The following list describes the fields and explains how to change the information in each Do not change any information or activate a command button at this time Number of Copies The Number of Copies spin box lists the number of copies you want to print The default is one Press Alt C to move to this field JFW announces Number of Copies Edit 1 Type the number of copies you want to print Collate Use the Collate check box when you have chosen to print more than one copy When you check the Collate check box one full copy will print before the next copy Press Alt T to move to this field Issue Date 10 9 98 Page 8 15 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Then press the Spacebar to check or uncheck the check box OK Activate the OK button when you are ready to print your workbook or worksheet Press Enter to activate the OK Button Cancel Activate the Cancel button when you decide not to print your workbook or worksheet Press Escape to activate the Cancel Button Preview When you activate the Preview button the Print dialog box closes and the view changes to a preview of the printed workbook Press Alt W to activate the Preview button Name The Name combo box lists the name of the active printer and the printer conn
83. using the exact coordinates of a cell regardless of the position of the cell that contains the formula An absolute reference takes the form A 1 B 1 and so on Relative Versus Absolute References Excel s on line help defines the difference between a relative cell reference and an absolute cell reference as follows When you create a formula references to cells or ranges are usually based upon their position relative to the cell that contains the formula In the following example cell B6 contains the formula A5 Microsoft Excel finds the value one cell above and one cell to the left of B6 This is known as a relative referencing When you copy a formula that uses relative references the references in the pasted formula update and refer to different cells relative to the position of the formula In the following example the formula in cell B6 has been copied to cell B7 The formula in cell B7 has changed to A6 which refers to the cell that is one cell above and to the left of cell B7 If you don t want references to change when you copy a formula to a different cell use an absolute reference For example if your formula Issue Date 10 9 98 Page 4 26 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations multiplies cell AS with cell Cl A5 C1 and you copy the formula to another cell both references will change You can create an absolute reference to cell
84. 0 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations treat the data as a formula The cell reference B18 directs Excel to use the figure in that cell The asterisk indicates Excel will multiply the figures in the as cells The reference B 17 directs Excel to use the figure in at cell Because the B18 cell reference is a relative cell reference Excel will find the data it needs to perform the calculation by using the current cell cell B19 as a Sang point Excel will look one cell above the current cell B19 to find the first value Because the B 17 cell reference is an absolute cell reference Excel will always look in cell B17 to find the second value Remember the dollar signs denote an absolute cell reference Once Excel has determined which values to use it will perform the calculation Step 5 Press Enter to accept the formula When you press Enter Excel finds the correct data performs the calculation displays the taxes due for the first quarter in cell B19 and moves to cell B20 Step 6 Press the Up Arrow key to move back to cell B19 JFW announces B19 Equals 1156 indicating the tax due for the first quarter is You will perform the same calculation for each quarter Because you used a relative cell reference and an absolute cell reference in your formula you can copy the formula to each cell Excel will automatically update the relative
85. 2 Lesson Six Managing Workbooks What You Learned In this exercise you learned You can insert a new worksheet into your workbook using Worksheet command on the Insert menu Excel inserts the worksheet before the active worksheet Excel assigns all new worksheets the name Sheet followed by a number Issue Date 10 9 98 Page 6 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For windows 3 2 Lesson Six Managing Workbooks Topic Moving a Worksheet Introduction Excel allows you to rearrange the order of your worksheets using the Move or Copy Sheet command on the Edit menu Excel will move or copy the active worksheet to the position you choose in the Move or Copy dialog box You can also use the Move or Copy Sheet command to move a worksheet to another workbook Exercise Objectives In the following two exercises you will review the Move or Copy dialog box and move the Representative Sales worksheet to the last position in the YEAR98 xLs workbook Exercise Reviewing the Move or Copy Dialog Box Complete the following six steps to review the Move or Copy dialog box Step 1 Press Insert T to verify YEAR98 xis is the active workbook JFW announces Title Equals Microsoft Excel Year98 xls followed by the current focus step 2 Switch to the Representative Sales worksheet by pressing Ctrl Page Up or Ctrl Page Down until JFW announces Representative Sales Step 3 Press Alt E to pull down t
86. 5 and F5 A selection cursor remains around cells B5 through F5 Tip To verify or determine the alignment of data in a cell select the cell Open the Alignment tabbed page on Format Cells dialog box and check the fields on that page Step 9 Press Shift Backspace to remove the selection cursor from around cell B5 through F5 JFW announces Collapses Selection to Active Issue Date 10 9 98 Page 5 35 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Cell Only cell B5 is selected Step 10 Set the Screen Echo to Say None by pressing Insert S until JFW announces None What You Learned In these exercises you learned By default all text is left aligned and numbers dates and times are right aligned You can use the Alignment tabbed page on the Format Cells dialog box to change the alignment of the data in a cell To verify the alignment you must check the fields on the Alignment tabbed page on the Format Cells dialog box Issue Date 10 9 98 Page 5 36 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Centering Text Across Cells Introduction Most worksheets have a title You can format your title so that it is centered at the top of your worksheet data You can use one of two methods to achieve this formatting You may use the Center Across Selection option or the Merge Cel
87. 6 by pressing the Down Arrow key until JFW announces A6 Premium Products Step 2 Press F2 to activate the edit mode and place the insertion point inside the cell JFW announces Edit The insertion point appears at the end of the data after the word Products Step 3 Press Home to move the insertion point to the beginning of the data before the word Premium Then press Insert Center to read the current word Step 4 Press Shift Ctrl Right Arrow to select the word Premium JFW announces Select Range to Right Margin Reminder When you select data within a cell any keystrokes you use will only affect the selected data Issue Date 10 9 98 Page 3 4 ASSIST With Windows lowa Department for the Blind 01 Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 5 Press Shift Insert Down Arrow to verify the selected text JFW announces Selected Text Is Premium Step 6 Press Home to cancel the selection and move the insertion point to the beginning of the data The insertion point appears before the word Premium Tip To verify you do not have any data selected press Shift Insert Down Arrow JFW announces Selected Text Is Step 7 Press Insert 3 and then press Ctrl Right Arrow to move the insertion point next to the word Products Note You must use the JFW bypass command Insert 3 before pressing Ctrl Right Arrow or Ctrl Left Arrow If you forget to press Insert 3 then press the
88. AR98 xis workbook is selected then press the Up or Down Arrow key to select this workbook Step 4 Move to the Before Sheet list box by press Tab until JFW announces Before Sheet List Box Representative Sales Step 5 Select the Move to End option by pressing the Down Arrow key until JFW announces Move to End Step 6 Press Enter to activate the OK button and accept the information in the Move or Copy dialog box Excel moves Representative Sales worksheet after the Store Sales worksheet JFW announces Year98 x s Step 7 Press Ctrl Page Down and Ctrl Page Up to review the order of the worksheets What You Learned In these exercises you learned You can use the Move or Copy Sheet command on the Edit menu to rearrange the order of your worksheets Excel will move the active worksheet to the position you choose in the Move or Copy dialog box You can also use the Move or Copy Sheet command to move a worksheet to another workbook Tssue Date 10 9 98 Page 6 16 ASSIST With Windows lowa Department for the Blind 410 Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Topic Deleting a Worksheet Introduction YOu can remove worksheets you no longer need by using the Delete Sheet command on the Edit menu When a activate the Delete Sheet command all of the data on the worksheet is deleted as well Be sure you want to remove the data and that other worksheets in the workbook are not using the data on
89. AutoSum and AutoCalculate that allow you to find the sum quickly About AutoSum The AutoSum command causes Excel to check the cells above or to the left of the current cell for a series of cells containing numbers If either the cells above or to the left of the current cell contain a series of numbers Excel places a dotted selection cursor around those cells Then it will automatically enter a formula that sums the numbers in that cell range If you use the AutoSum command in a cell that intersects a column of numbers and a row of numbers the command will sum the numbers in the column Note If text appears in a cell within the range you want to sum the AutoSum command will only sum numbers up to the text About AutoCalculate Whenever you select a series of cells that contain numbers Excel s AutoCalculate feature sums the numbers and AP the sum in the status bar To find the sum for selected cells read the status bar The sum does not appear in the worksheet Exercise Objectives In the following two exercises you will use the AutoSum command to find the total quarterly and yearly revenues Exercise Using the AutoSum Command Complete the following thirty steps to find the total quarterly and yearly revenues Step 1 Press Insert T to verify company x s is the active workbook JFW an Title Equals Microsoft Excel Company xls followed by the current focus Issue Date 10 9 98 Page 4 15 ASSIST With Windows Iowa Department
90. B5 contain the data necessary for the function arguments Step 4 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 5 Press Alt I to pull down the Insert menu Then press F to select and execute the Functions command The Paste Functions dialog box appears JFW announces Leaving Menus Paste Function Dialog Function Name List Box followed by the current focus This dialog box is prompting you to select a function Once you select a function the Formula Palette will appear prompting you for the data or cell references to be used in the formula Issue Date 10 9 98 Page 9 23 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 6 Press Alt C to move to the Function Category field JFW announces Function Category List Box Statistical The PMT function appears in the Financial category Step T Select the Financial category by pressing the Up or Down Arrow key until JFW announces DB Financial Step 8 Press Tab to move to the Function Name list box Then select the PMT function by pressing the Down Arrow key until JFW announces PMT Tip To move quickly to the functions that begin with the letter P type P Then press the Down Arrow until JFW reads the function that you want Use the JAWS Cursor to read the function description below the Function Category and Function Name list boxes Step 9
91. Bar JFW prompts you to enter a formula when you type an equal sign JFW announces Equals to indicate the cell contains a formula You can press Ctrl F2 to read the information in the edit field on the Formula Bar Issue Date 10 9 98 Page 4 10 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Understanding and Using Functions Introduction Using formulas to manipulate and analyze data is an important part of Excel While many of the formulas you write will be simple you may need to create formulas that perform more complex calculations To avoid lengthy and confusing formulas use Excel s functions Excel functions represent the most commonly used formulas Examples of simple functions are SUM which calculates the sum of the referenced cells and AVERAGE which calculates the average of the cere cells A function can be used alone or as an element in a larger ormula Functions simplify formulas and can save you keystrokes For example instead of typing the formula A1 A2 A3 A4 into a cell you can use the SUM function to simplify the formula SUM A1 A4 Function Syntax When using functions use the following syntax equal sign function name and arguments An argument is the value to be used in the calculation Include arguments in parenthesis and separate each _ argument with commas The following is a formula that uses a function with prope
92. DGET98 You are saving the workbook in the EXAMPLE folder on the Excel 97 with JFW 3 2 Tutorial Files disk in your A drive Important You should always make sure the drive and folder in which you want to save the workbook are selected Excel will always save the workbook to the drive listed in the Save In combo box and the folder opened in the list box Step 10 Press Enter to activate the Save button and save the workbook JFW does not indicate that Excel is saving your workbook However it announces Budget98 xls when Excel is finished saving your workbook Step 11 Press Insert T to read the title bar JFW announces Title Equals Microsoft Excel Budget98 xls followed by the current focus Notice that the name of your workbook appears in the title bar Issue Date 10 9 98 Page 2 18 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Exercise Quick Saving an Existing Workbook To quick Save BUDGET98 XLS press Ctrl S to activate the Save command This method is the simplest and best way to save a workbook that you have saved previously JFW does not automatically indicate that Excel is saving your workbook If you set the Screen Echo to Say All before you press Ctrl S JFW will indicate JFW is saving the workbook To return the Screen Echo to Say Highlighted press Insert S until JFW announces Highlighted Exercise Saving a Workbook Under a New Name
93. Delete character to left or selection Backspace Delete character to right or selection Delete Delete text to end of line Ctrl Delete Move one character up down left or right Arrow keys Move to beginning of line Home Edit a cell F2 Create names from row and column labels Ctrl Shift F3 Fill down Ctrl D Fill to right Ctrl R Complete a cell entry and move up Shift Entry Complete a cell entry and move right Tab Complete a cell entry and move up Shift Tab Start a formula Equals sign Cancel an entry in the cell or formula bar Esc Edit the active cell F2 Paste a name into a formula F3 Define a name Ctrl F3 Calculate all sheets in all open workbooks F9 Calculate the active worksheet Shift F9 Insert the AutoSum formula Alt equals sign Enter date Ctrl semicolon Enter time Ctrl Shift colon Insert a hyperlink Ctrl K Copy the value from the cell above the active cell into the cell or Formula Bar Ctrl Shift quotation Issue Date 10 9 98 Page A 2 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix A Common JFW 3 2 and Excel 97 Keystrokes Alternate between displaying cell values amp cell formulas Ctrl Shift single left quotation Copy the formula from the cell above the active cell into the cell or formula bar Ctrl Shift apostrophe pene formula palette after you type a valid function name in a formula rl Insert argument nam
94. Equal Sign Alt to activate the AutoSum command Step 28 To verify the formula press Ctrl F2 to read the edit field on the Formula Bar JFW announces SUM F5 F6 indicating Excel automatically inserted the correct formula in cell F7 Note Cell F7 intersects a row and column of numbers When you use the AutoSum command in a cell that intersects a column of numbers and a row of numbers the command will sum the numbers in the column Step 29 Press Enter to accept the information in the cell Excel displays the results in cell F7 and moves the selection cursor to cell F8 Step 30 Press the Up Arrow key to move to cell F8 and read the total revenues JFW announces F7 Equals 48000 Then press Ctrl F2 to read the formula in this cell JFW announces SUM F5 F6 Exercise Using the AutoCalculate Feature Complete the following eight steps to use the AutoCalculate feature Step 1 Move to cell B5 by pressing Ctrl G to open the Go To dialog box Type B5 Then press Enter JFW announces Company xls Step 2 Press the Center key to verify that cell B5 is selected JFW announces B5 3000 Step 3 Determine the row and column labels for this cell Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row You can use these keystrokes to verify that you are entering data in the correct cell because the column label happens to appear in the fourth cell in the current column
95. Excel Step 1 Press Insert T to verify EXPENSES XLS is the active Excel workbook JFW announces Title Equals Microsoft Excel Expenses xls followed by the current focus Step 2 Press Ctrl F4 to close the workbook JFW announces Close Document Window Microsoft Excel If you made changes to EXPENSES XLS since the last time you saved it a dialog box appears prompting you to save the workbook before closing it Because you saved this workbook in the previous exercise the dialog box should not appear If it does press N to activate the No button JFW announces Microsoft Excel Once you close EXPENSES XLS no workbook appears in the document window Microsoft Excel is still the active program What You Learned In these exercises you learned Issue Date 10 9 98 Page 2 22 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets You should close workbooks when you have finished working in them You can close workbooks without exiting Excel If you choose to close a workbook before you save it a dialog box appears asking you if you want to save it The keyboard shortcut to close a workbook is Ctrl F4 Issue Date 10 9 98 Page 2 23 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Topic Creating a New Workbook Introduction When you open Excel a new workbook titled B
96. Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Topic Creating Headers and Footers Introduction Headers and footers allow you to include the same information on every printed page such as the workbook title or your name Excel automatically makes the necessary adjustments to ensure that header and footer information appears on each printed page Your header and footer can include as much information as necessary for your workbook Remember inserting header and footer information affects the amount of worksheet data that will fit on a single printed page Exercise Objectives In the following three exercises you will review the Header Footer tabbed page on the Page Setup dialog box and define header and footer information for REPORT XLS Exercise Reviewing the Header Footer Tabbed Page Page Setup Dialog Box Complete the following eight steps to review the Header Footer tabbed page on the Page Setup dialog box Step 1 Press Insert T to verify REPORT XLS is the active workbook JF W announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt V to pull down the View menu JFW announces Menu Active Normal Checked Step 3 Press H to select and execute the Header and Footer command The Page Setup dialog box appears JFW announces Leaving Menus Page Setup Dialog Header Footer Tab The Page Setup dialog box is divided into four tabbed pages Page
97. Excel has found the first row page break a dialog box appears JFW announces Page Break Search Dialog Press Enter to move to the Row Page Break at Row 32 OK Button Excel has inserted a row page break at row 32 Notice that the change in Issue Date 10 9 98 Page 7 20 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing margins and the addition of the header and footer cause the row page break to occur at row 32 rather than at row 36 as it did previously All data in rows 1 through 31 will be printed on one sheet of paper Any data in row 32 and after will print on subsequent sheets of paper Step 5 Press Enter to move to cell A32 Excel selects cell A32 Another dialog box appears prompting you to continue the search for the next row page break JFW announces Page Break Search Dialog Do You Want to Continue Search for Breaks No Button Tip You can press Insert C to read the selected cell reference Press Sat opa the cell contents as it appears in the edit field on the ormula Bar Step 6 Press Y to activate the Yes button and continue the search for the next row page break Excel begins searching for the next row page break The search may take a few moments A dialog box should appear indicating Excel did not find another row page break JFW announces Page Break Search Dialog Row Page Break Complete There are no row page breaks or all th
98. F W announces Help Topics Microsoft Excel Dialog Contents Page Click a book and then click Open Or click another tab such as Index Tree View Key Information Closed This dialog box contains three tabbed pages Note if your Microsoft Excel Help Topics dialog box opens to a different tabbed page JFW will read the item that has the focus on that tabbed page Step 2 Press Ctrl Tab repeatedly to move the focus through the tabbed pages The following list describes each tabbed page You can verify the tabbed page by pressing Shift Tab until JFW reads the name of the tabbed page followed by Tab Contents The Contents tabbed page provides a general list of Excel 97 Help topics Refer to Lesson Five Using On Line Help in the Microsoft R Windows R 95 With JAWS For Windows 2 0 Tutorial for Beginners for information on using the Contents feature Index The Index tabbed page provides a comprehensive index to information contained in the Excel Help program Refer to Lesson Five Using On Line Help in the Microsoft R Windows R 95 With JAWS For Windows 2 0 Tutorial for Beginners for information on using the Index feature Find The Find tabbed page allows you to search all Excel Help topics for a specific word or phrase Refer to Lesson Five Using On Issue Date 10 9 98 Page B 3 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix B Using Excel Help Line Help in the Microsoft R Windo
99. Four Performing Calculations Step 2 Insert the Excel 97 with JFW 3 2 Tutorial Files disk into the floppy disk drive Step 3 Press Ctrl O to oien the Open dialog box JFW announces Aapan Dialog File Name Edit An insertion point appears in the File Name ield Step 4 In the File Name field type a example company xls To verify the path and file name press Insert Up Arrow Then press Enter to open COMPANY xLS JFW announces Company xls when the workbook opens Step 5 Maximize the pogam window by pressing a to pull down the Program Control menu Then press X to select and execute the Maximize command Review Sheet1 of Company xis Complete the following steps to review Sheet in the COMPANY XxLS workbook Step 1 Press Insert Escape to refresh the screen Step 2 Press Ctrl Home to move to the first cell Step 3 Press the Down Arrow key to review row labels in column A Then press Ctrl Home to return to cell Al Steps 4 Press the Right Arrow key to determine whether the column labels appear in row one Step 5 Press the Down Arrow key to move to row two Then use the Left and Right Arrow keys to determine whether the column labels appear in row two Repeat steps 4 and 5 until you feel you know the layout of the information Once you have finished reviewing the information set the Screen Echo to say None Press Insert S until JFW announces None Remember JFW Issue Date 10 9 98 Page 4 2 ASSIS
100. If you are unsure what Undo action will be taken check the Edit menu Because the Undo command is the first command on the Edit menu JFW automatically reads the command when you pull down the Edit menu Exercise Using the Undo Command Complete the following eight steps to use the Undo command Step 1 Press Insert T to verify SALES xLs is the active workbook JFW announces Title Equals Microsoft Excel Sales xls followed by the current focus Step 2 Press Ctrl Home to move the selection cursor to cell Al JEW announces First Cell Al Step 3 Select cell A6 by pressing the Down Arrow key until JFW Issue Date 10 9 98 Page 3 28 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet announces A6 New Products Step 4 Press the Center key to read the contents of cell A6 again Step 5 Press Delete to activate the Clear command and remove the data from this cell JEW does not indicate the text was removed Step 6 Press the Center key to read the contents of cell A6 again JFW announces A6 Step 7 Press Ctrl Z to activate the Undo command and undo the Clear command JFW announces Undo e Step 8 Press the Center key to read the contents of cell A6 JFW should announce A6 New Products Redo Repeat Command If you want to repeat the last change you made in a document use the Repeat command The name of the comman depends on the most recent
101. Introduction Spreadsheet programs like Excel are popular because they allow you to quickly and easily change your data This ability to change data enables you to compare the benefits of various financial scenarios By using cell references in a formula rather than specific numbers you can change the numbers to reflect different scenarios Excel will then automatically recalculate all formulas that reference the cell When comparing data you should first check all the cells where the changes will take place Be sure to note the current figures Then make the changes When you are finished entering the changes check the cells again to note the new totals Exercise Objectives In the following three exercises you will compare the results caused by a change to the figure in cell E6 First you will check the current data in cells E6 E7 F6 and F7 Then you will type new data in cell E6 Finally you will check the data again to note the differences Exercise Checking the Current Data Complete the following ten steps to check the fourth quarter service figure in cell E6 Because a change to this figure affects the quarterly and yearly totals in cells E7 F6 and F7 you will check those as well Step 1 Press Ctrl Home to move the selection cursor to cell A1 Step 2 Move to cell A6 by pressing the Down Arrow key until JF W announces A6 Service Note that all the service figures appear in row 6 Step 3 Press the Down Arrow key to mo
102. Is Then press Enter to switch to BUDGET98 xLs Step 8 Press Insert T to verify BUDGET98 XLS is the active workbook JFW announces Title Equals Microsoft Excel Budget98 xls followed by the current focus Step 9 Press Alt W to pull down the Window menu Step 10 Press the Down Arrow key until JFW announces 1 Expenses xls Then press Enter to switch to EXPENSES XLS Step 11 Press Insert T to verify EXxPENSES XLS is the active workbook JFW announces Title Equals Microsoft Excel Expenses xls followed by the current focus Exercise Switching Among Open Workbooks Using a Keyboard Shortcut Complete the following nine steps to switch to each of your open workbooks using a keyboard shortcut Step 1 Press Insert T to verify EXxPENSES XLS is the active workbook JF W announces Title Equals Microsoft Excel Expenses xls followed by the current focus Step 2 Press Ctrl F6 to switch to BUDGET98 xLs JFW announces Budget98 xIls Step 3 Press Insert T to verify BUDGET98 xis is the active workbook JFW announces Title Equals Microsoft Excel Budget98 xIs followed by the current focus Step 4 Press Ctrl F6 to switch to COMPANY XLS JFW announces Company xls Issue Date 10 9 98 Page 6 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Step 0 Press Insert T to verify COMPANY XLS is the active workbook JEW announces Title Equals
103. Page A 6 ASSIST WITH WINDOWS Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix B Using Excel Help B Appendix B Using Excel Help Every Windows program has its own Help file As a result Help topics and Help information depends on which program is active While the topics and information may vary the methods for using Help are the same regardless of the program in which you are working Therefore this appendix only addresses those Help menus and Help features that are unique to Excel 97 Refer to Lesson Five Using On Line Help in the Microsoft R Windows R 95 With JAWS For Windows 2 0 Tutorial for Beginners for detailed instructions on using the on line Help program You can obtain help whenever you have a question about using Excel 97 When you are finished reviewing the Help information you should close the Microsoft Excel Help window In this Appendix This appendix contains the following information About the Microsoft Office Assistant Reviewing the Help Menu Reviewing the Microsoft Excel Help Topics Dialog box About the Microsoft Office Assistant Microsoft Office 97 comes with a Help feature known as the Office Assistant The Office Assistant is an animated figure that may periodically appear on the screen with hints and tips This feature may cause problems for you You were instructed to disable the Office Assistant at the beginning of this tutorial Reviewing the Help Menu Complete the f
104. Press Alt N to select this option JFW announces Normal Font Check Box JFW does not indicate whether the check box is checked or unchecked however it is checked by default OK Activate the OK button once you have selected the appropriate font formatting attributes Press Enter to activate the OK button Cancel Activate the Cancel button when you decide not to change Issue Date 10 9 98 Page 5 10 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data the current formatting Press Escape to activate the Cancel button Step 6 Once you have finished reviewing the Font tabbed page on the Format Cells dialog box press Escape to close it JFW announces Format xls Exercise Changing the Cell Format Complete the following fourteen steps to change the format for cell Al using the Font tabbed page on the Format Cell format dialog box Step 1 Press Ctrl Home to ensure cell Al is selected Then press the Center key to read the content of cell Al JFW announces Al Pampered Piggies Pedicure Products Step 2 Verify the Screen Echo is set to Say Highlighted Press Insert S until JFW announces Highlighted Reminder When you are reviewing or entering data on your worksheet you should set the Screen Echo to Say None When you are using menus or dialog boxes you should set the Screen Echo to Say Highlighted or Say All Step 3 Change the format of cell Al Press A
105. Press Alt V to pull down the View menu JFW announces Menu Active Normal Checked Step 3 Press T to select and execute the Toolbars command The Toolbars sub menu apnea JFW announces Toolbars Sub menu Standard All the toolbars you can show or hide appear as commands on the Toolbars sub menu The selection cursor appears around the first toolbar command usually Standard Note JFW does not indicate whether or not the Standard command is checked when you first open the Toolbars sub menu It does however indicate the status when you press the Up and Down Arrow keys once the sub menu is open Step 4 Press the Up and Down Arrow keys to review the available toolbar commands JFW announces Checked when the toolbar currently appears on the screen Step 5 Press the Up or Down Arrow key until JEW announces Chart indicating the command is not checked and the Chart toolbar does not appear on the screen Step 6 Press Enter to check the Chart toolbar command Excel places a check mark next to the Chart command closes the menus and displays the Chart toolbar on the screen JFW announces Leaving Menus Book JFW does not indicate that the Chart toolbar now appears on the screen Step 7 Verify the Chart toolbar command is checked by pressing Alt V to pul down the View menu Then press T to select and execute the oolbars command The Toolbars sub menu appears Issue Date 10 9 98 Page 1 17 ASSIST With Windows lowa Department
106. Press Insert Minus to route the JAWS Cursor to the PC Cursor Step 10 Press the Down Arrow key several times until JFW reads the function description Then press the Plus key to activate the PC Cursor Step 11 Press Alt N to verify the focus is in the Function Name list box Then press Insert Center to verify the PMT function is selected Step 12 With the PMT function selected press Enter to activate the OK button When you activate the OK button the Formula Palette appears JFW announces Dialog PMT Type Edit Edit More information about the PMT function appears in this dialog box Use the JAWS Cursor to read the information Step 13 Press Insert Minus to route the JAWS Cursor to the PC Cursor Then press Insert Up Arrow to read the current line JFW should announce Rate Equals Number Issue Date 10 9 98 Page 9 24 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 14 Press the Down Arrow key several times to review the information in the Formula Palette and the function description Step 15 To read the first field press Insert Minus to route the JAWS Cursor to the PC Cursor Then press Insert Up Arrow to read the field JF W announces Rate Equals Number In the Rate field you will enter the cell reference that contains the interest rate for the loan Step 16 Press the Plus key to activate the PC Cursor Then in the Rate fiel
107. Quarter4 press Enter Note When the Screen Echo is set to Say None you must press Insert Up Arrow to read each option after you press the Down Arrow Issue Date 10 9 98 Page 4 41 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations key When you press Enter Excel moves to the cell and closes the Go To dialog box JFW announces Company xls Step 5 Press the Center key to read the cell reference for the active cell JFW announces E6 9000 Then press Ctrl Insert N to read the cell name JFW announces Service_Quarter4 The current fourth quarter service revenue figure is 9 000 Step 6 Check the current figure for the eal revenues Press F5 to open the Go To dialog box JFW announces Go To Dialog Reference Edit Step 7 In the Go To ale box press Tab to move to the Go To list box JFW announces Go To List Box No Selected Item Step 8 In the Go To list box press the Down Arrow key to select Revenue_Total After you press the Down Arrow key press Insert U Arrow to read the selected item When JFW announces Revenue_Total press Enter When you press Enter Excel moves to the cell and closes the Go To dialog box JFW announces Company xls Step 9 Press the Center key to read the cell reference for the active cell JFW announces F7 Equals 49000 Then press Ctrl Insert N to read the cell name JFW announces Revenue_Total
108. Step 5 Press the Down Arrow key to move to cell A18 JEW announces A18 Gross Issue Date 10 9 98 Page 4 27 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations You want to determine the gross income for each quarter To do this subtract the quarterly expense figures from the quarterly revenue figures Step 6 Press the Right Arrow key to move to cell B18 Then type the following formula B7 B 12 Take a moment to decipher this formula The equal sign directs Excel to treat the data as a formula The cell reference B7 directs Excel to use the figure in that cell The minus sign indicates Excel will subtract the figures in the referenced cells The reference B12 directs Excel to use the figure in that cell Because the B7 and B12 cell references are relative cell references Excel will find the data it needs to perform the calculation by using the current cell cell B18 as a starting point The first reference B7 causes Excel to look eleven cells above the current cell B18 to find the first value The second reference B12 causes Excel to find the second value by looking six cells above the current cell Once Excel has determined which values to use it will perform the calculation Step 7 Press Enter to accept the formula When you press Enter Excel finds the correct data performs the calculation displays the gross income for the first quarter in ce
109. T With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations reads extra information that may cause confusion if the Screen Echo option is set to any other option Once you have finished entering your data you should return the JFW Screen Echo option to Say Highlighted or Say All Issue Date 10 9 98 Page 4 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Understanding Formulas Introduction The purpose of Excel is to perform calculations using the data you entered in your worksheet You must use formulas to perform these calculations A formula is a mathematical expression that is composed of numeric values cell references functions and operators The data that is produced by a formula changes when other values used or referenced in the formula change In Excel all formulas begin with an equal sign The equal sign directs Excel to treat the data as a formula rather than as a constant value Formula Terms In order to use formulas effectively you should be familiar with the following terms Constant Value A constant value is any data you type into a cell This includes text and numeric figures such as dates times currency or percentages This type of data does not change unless you select the data and edit it You should only use constant values in a formula when the value will n
110. T to verify Excel is the active program Step 2 Move to cell A7 by pressing the Down Arrow key until JFW announces A7 Step 3 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 4 Press Alt T to pull down the Tools menu Then press A to select and execute the AutoCorrect command The AutoCorrect dialog box appears JFW announces Leaving Menus AutoCorrect Dialog AutoCorrect Page The insertion point appears in the Replace edit field Step 5 In the Replace edit field type the first two initials of your full name Important If your initials happen to form a real word such as to is or in then use a third initial Remember you should not use a real word as an AutoCorrect entry Step 6 Press Tab to move to the With edit field Then type your full name Step 7 Press Alt A to activate the Add button Excel adds this entry to the list JFW reads your initials Excel will now automatically replace your initials with your full name no matter in which workbook or worksheet you are working Step 8 Press Tab until JFW announces OK Button Then press Enter to accept the information in the dialog box and close it Step 9 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Step 10 In cell A7 type the first two initials of your full name Then press Enter Issue Date 10 9 98 Page 9 10 ASSIST With Windows lowa Department for the Bli
111. To dialog box Type A14 Then press Enter JFW announces Company xls Step 21 Press the Center key to verify cell A14 is selected JFW announces A14 Total Gross Profit Step 22 Press the Right Arrow key to move to cell B14 JFW announces B14 The total gross profit will be entered in cell B14 Step 23 Press Ctrl F3 to open the Define Name dialog box The Define Name dialog box appears JFW announces Define Name Dialog Names in Workbook Edit The insertion point is in the Names in Workbook field Step 24 In the Names in Workbook field type Gross_Profit Then press Alt A to activate the Add button Step 25 Press Enter to activate the OK button and accept the information in the Define Name dialog box Step 26 Press the Center key to verify cell B14 is selected JFW announces B14 Then press Ctrl Insert N to check the cell reference for Issue Date 10 9 98 Page 4 39 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations the selected cell JFW should announce Gross_Profit rather than B14 From now on you need only type Gross_Profit when you want to use the figure in cell B14 Exercise Using Cell Names in a Formula Complete the following five steps to use cell names in a formula to find the total gross profit Step 1 Press Ctrl Insert N to verify the focus is in the Gross_Profit cell JFW announces Gross_Profit The Gross_Pro
112. You may choose one of the following orientation radio buttons Portrait When you choose Portrait orientation Excel prints the worksheet data using the short edge of the paper as the top of the page For example if your paper measures 8 1 2 by 11 inches the side of the paper measuring 8 1 2 inches will be the top Generally Portrait will print more rows of information and fewer columns Press Alt T to mark the Portrait radio button Landscape When you choose Landscape orientation Excel prints the worksheet data using the long edge of the paper as the top of the page For example if your paper measures 8 1 2 by 11 inches the side of the paper measuring 11 inches will be the top Generally Landscape will print more columns of information and fewer rows To mark the Landscape radio button press Allt L Scaling The Scaling fields reduce or enlarge the data on the worksheet or fit the data on the worksheet to a specific number of pages when you print You may choose one of two scaling radio buttons Adjust To or Fit To Adjust To The Adjust to radio button causes Excel to reduce or enlarge the worksheet data on the printed page You can reduce the worksheet data to 10 percent of normal size or enlarge it to 400 percent of normal size Use the associated Percent of Normal Size spin box to define a percentage Press Alt A to mark the Adjust To radio button Then press Tab to move to the Percent of Normal Size spin box Type a number that
113. action Ctrl Z MOVE WITHIN A SELECTION Move from top to bottom Enter Move from bottom to top Shift Enter Move from left to right Tab Move from right to left Shift Tab Move clockwise to next corner Ctrl Period Move Right between nonadjacent selections Ctrl Alt Right Arrow Move Left between nonadjacent selections Ctrl Alt Left Arrow SELECT DATA CELLS CHART ITEMS OR OBJECTS Select current region around the active cell the current region is an area enclosed by blank rows and columns Ctrl Shift Extend selection by one cell Shift Arrow key Extend selection to last non blank cell in same column or row as active cell Ctrl Shift Arrow Extend selection to beginning of row Shift Home Issue Date 10 9 98 Page A 4 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix A Common JFW 3 2 and Excel 97 Keystrokes Extend selection to beginning of worksheet Ctrl Shift Home Extend selection to end of worksheet Ctrl Shift End Select entire column Ctrl Spacebar Select entire row Shift Spacebar Select entire worksheet Ctrl A If multiple cells are selected select only active cell Shift Backspace or Home Extend selection down one screen Shift Page Down Extend selection up one screen Shift Page Up Show or hide Standard toolbar Ctrl 7 MOVE AND SCROLL ON WORKSHEET Move one cell a direction Arrow key Move to the edge of the current data region Ctrl Arrow key M
114. action taken The Repeat command changes to Cant Repeat if you cannot repeat the last action When you use the Undo command to reverse an action the Repeat command changes to Redo The Redo Repeat command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl Y to activate this command If you are unsure what Redo Repeat action will be taken check the Edit menu Exercise Using the Redo Command Complete the following five steps to use the Redo command Step 1 Press the Center key to verify the selection cursor is around cell A6 JFW announces A6 New Products Step 2 Press Ctrl Y activate the Redo command and redo the Clear command JFW does not indicate the Redo command was activated Step 3 Press the Center key to read the contents of the cell JFW Issue Date 10 9 98 Page 3 29 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet announces A6 Step 4 Press Ctrl Z to activate the Undo command and undo the Clear command again Step 5 Press the Center key to read the contents of the cell JFW should announce A6 New Products Tip Undo and Redo Repeat Commands If you want to undo a series of actions press Ctrl Z repeatedly To redo or repeat a series of actions press Ctrl Y repeatedly What You Learned In these exercises you learned Excel s Undo Command allows you to reverse editing or formatting chan
115. age Step 5 Press Tab to move forward through the fields The following list describes the fields and explains how to change the information in each field Do not change any information or activate a command button at this time Top The Top field is a spin box This field lists the top margin in inches Press Alt T to move to this field JFW announces Top Edit followed by the current setting Type a number or press the Up or Down Arrow key to choose a measurement in inches Bottom The Bottom field is a spin box This field lists the bottom margin in inches Press Alt B to move to this field JFW announces Bottom Edit followed by the current setting Type a number or press the Up or Down Arrow key to choose a measurement in inches Left The Left field is a spin box This field lists the left margin in inches Press Alt L to move to this field JFW announces Left Edit followed by the current setting Type a number or press the Up or Down Arrow key to choose a measurement in inches Right The Right field is a spin box This field lists the right margin in inches Press Alt R to move to this field JFW announces Right Edit followed by the current setting Type a number or press the Up or Down Arrow key to choose a measurement in inches Header The Header field is a spin box This field lists the distance between the header and the top of the page The distance should be smaller than the top margin setting to prevent th
116. ak Search Dialog Do you want to continue to search for column page breaks No Button Step 6 Press Y to activate the Yes button Excel begins searching for the first column page break The search may take a few moments When Excel has found the first column page break a dialog box appears JFW announces Page Break Search Dialog Page Break Search Dialog Press Issue Date 10 9 98 Page 7 28 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Enter to move to the Column Page at column F OK Button Excel has inserted a column page break at column F Notice the Portrait orientation causes the column page break to occur at column F Previously all the columnar data fit on one page All data in columns A through E will be printed on one sheet of paper Any data in columns F and after will be printed on a second sheet of paper Step 7 Press Enter to move to cell Fl Excel selects cell Fl Another dialog ee prompting you to continue the search for the next column page reak JFW announces Page Break Search Dialog ee Break Search Dialog Do you want to continue to search for breaks No Button Tip You can press Insert C to read the selected cell reference Press Sa cee the cell contents as it appears in the edit field on the ormula Bar Step 8 Press Y to activate the Yes button and continue the search for the next column page break Excel begins
117. all formulas begin with an equal sign The equal sign directs Excel to treat the data as a formula rather than as a constant value You should only use constant values in a formula when the value will not change frequently A function is a pre defined formula Excel offers numerous functions to help you analyze your data Operators are symbols that represent mathematical operations The plus sign aus sign asterisk forward slash and parentheses are common operators Operands are the elements to be calculated An operand can be a ontan value a cell or range reference a label a cell or range name or a function All elements in a formula must follow a specific syntax or order In Excel the formula syntax is an equal I followed by the operands elements to be calculated and the operators By default Excel calculates a formula from left to right starting with the e sign Also Excel calculates multiplication and division before addition and subtraction You can control how Excel performs a calculation by changing the formula syntax often by using parentheses Issue Date 10 9 98 Page 4 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Creating a Simple Formula Introduction Formulas can be simple such as those that sum a series of cells or complex using a combination of constant values cell references operators and functio
118. all the text in the worksheet Remember do not press Shift Insert Down Arrow to verify the selection Your computer may lock up To cancel a selection press any arrow key or the Home key to move the selection cursor Issue Date 10 9 98 Page 3 10 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Topic Correcting and Deleting Data Introduction You can easily correct or delete data in a cell if you make a mistake or if you simply want to remove data from your worksheet In order to edit data in a cell you must select the cell with the erroneous information Then activate the edit mode to correct the data To remove data permanently from your worksheet you can use the Delete or Backspace Aid If you want to move data in one cell and place it in another you should use the Cut and Paste commands You will learn to use these commands later in this lesson Exercise Objectives In the toler ur exercises you will learn how to delete data from your workbook and how to replace data with new data Exercise Deleting Data in a Cell Complete the following eleven steps to delete some of the data in a cell Step 1 Press Insert T to verify SALES xLs is the active workbook JFW announces Title Equals Microsoft Excel Sales xls followed by the current focus Step Press Ctrl Home to move the selection cursor to the first cell in the Hobe a JFW announces First C
119. alog Contents Page Click a book and then click Open Or Click another tab such as Index Tree View Key Book Information Closed Book Step 4 Select the Index tabbed page by pressing Ctrl Tab until JFW announces Display Button Index Page 1 Type the first few letters of the word you re looking for Edit Issue Date 10 9 98 Page 9 28 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 5 In the edit field type functions Step 6 Press Tab to move to the list box JFW announces 2 Click the index entry you want and then click Display List Box Functions 1706 of 4139 Step 7 Select the Functions Overview topic by pressing the Down Arrow key until JFW announces Overview Step 8 Press Enter to activate the Display button The Topics Found dialog box appears listing all the function categories Step 9 Select the About Financial Functions topic by pressing the Down Arrow key until JEW announces About Financial Functions Step 10 Press Enter to activate the Display button A Help window appears with information about the financial functions JFW announces Microsoft Excel followed by the window contents Step 11 Maximize the Help window by pressing Alt Spacebar Then press X to select and execute the Maximize command You may need to press Page Up and Page Down to read all the information in the window Step 12 For more information about a
120. also switch among the open workbooks using the Window menu and the keyboard shortcut Exercise Opening Multiple Workbooks Complete the following eight steps to open several workbooks at once Note Make sure the Excel 97 with JFW 3 2 Tutorial disk is in the floppy disk drive Step 1 Set Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 2 Press Ctrl O to open the Open dialog box JFW announces Open Dialog Filename Edit An insertion point appears in the File Name field Step 3 Press Alt I to move to the Look In combo box JFW announces Look In Combo Box Folder My Documents Step 4 Change to the A drive by pressing the Up or Down Arrow key until JFW announces Three One Half Floppy A Then press Enter The files and folders on the floppy disk appear in the list box Step 5 Press Tab to move to the list box JFW announces List View Not Issue Date 10 9 98 Page 6 2 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Selected Config One of Two Step 6 Press E until JFW announces Example Then press Enter to open the EXAMPLE folder JFW announces Budget98 xIs All of the files in the EXAMPLE folder appear in the list box Step 7 Select BUDGET98 XLS COMPANY XLS and EXPENSES XLS by pressing the Spacebar to select the first workbook BUDGET98 xLs Then hold down the Shift key and press the
121. amp 1 e Sales xl s To verify the path and file name press Insert Up Arrow Then press Enter to open SALES XLS JFW announces Sales xls when SALES XLS opens Step 5 Maximize the program window by pressing Alt Spacebar to pull down the Program Control menu Then press X to select and execute the Maximize command Review SALES XLS Complete the following steps to review the SALES XLS workbook Step 1 Press Insert Escape to refresh the screen Step 2 Press Ctrl Home to move to the first cell Step 3 Press the Down Arrow key to review row labels in column A Then press Ctrl Home to return to cell A1 Step 4 Press the Right Arrow key to determine whether the column labels appear in row one Step 5 Press the Down Arrow key to move to row two Then use the Left and Right Arrow keys to determine whether the column labels appear in row two Repeat steps 4 and 5 until you feel you know the layout of the information Once you have finished reviewing the information set the Screen Echo to Say None Press Insert S until JFW announces None Remember JF W reads extra information that may cause confusion if the Screen Echo option is set to any other option Once you have finished entering your data you should return the JFW Screen Echo option to Say Highlighted or Say All Issue Date 10 9 98 Page 3 2 ASSIST With Windows lowa Department for the Blind 0110 410 Excel 97 with JAWS For Windows 3 2 Lesson Three Edit
122. and JFW keystrokes for reading and navigating through worksheet data appears in Appendix A Common JFW 3 2 and Excel 97 Keystrokes Exercise Objective In this exercise you will use Excel and JFW keystrokes to navigate through a blank worksheet and obtain information about the active cell Exercise Navigating Through a Blank Worksheet Complete the following sixteen steps to navigate through a blank worksheet Step 1 Press Insert T to verify Microsoft Excel is the active program JFW announces Title Equals Microsoft Excel Bookl followed by the current focus Reminder Excel always opens to the first worksheet in a blank workbook so that you may begin working immediately Step 2 Change the Screen Echo to Say None by pressing Insert S until JFW announces None Reminder When you want to review data in a worksheet you should set the JFW Screen Echo option to Say None If the Screen Echo option is set to any other option JFW reads extra information that may cause confusion Step 3 Maximize the program window by pressing Alt Spacebar to pull issue Date 10 9 98 Page 2 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets down the Program Control menu Then press X to select and execute the Maximize command Step 4 Press Insert C to read the cell reference for the active cell JF W should announce Al indicating the selection cursor appe
123. ard shortcut Step 4 Press Enter to execute the Macros command The Macros dialog box appears JFW announces Leaving Menus Macro Dialog Macro Name Edit Personal xls PageBreaks The selection cursor appears the Macro Name field the Page Breaks macro is selected If JFW does not indicate the Personal xls PageBreaks is selected press Tab once to move to the list box Then press the Down Arrow key until JFW announces Personal xls PageBreaks Step 5 Press Enter to activate the Run button A dialog box appears indicating the Page Breaks macro has begun JFW announces Page Break Search Dialog This macro will search for row page breaks and then column page breaks OK Button Step 6 Press Enter to activate the OK button Excel begins searching for the first row page break The search may take a few moments When Excel has found the first row page break a dialog box appears JFW announces Page Break Search Dialog Press Enter to move to the Row Page Break at row 36 OK Button Excel has inserted a row page break at row 36 All data in rows 1 through 35 will be printed on one sheet of paper Any data in row 36 and after will be printed a separate sheet of paper Step 7 Press Enter to move to cell A36 Excel selects cell A36 Another dialog box appears prompting you to continue the search for the next row page break JFW announces Page Break Search Dialog Do You Want to Continue Search for Breaks No Button Tip You can pr
124. ars around the cell at column A row 1 Cell Al is the first cell in the worksheet and is currently the active cell Any data you type will appear in cell Al Note You can press Insert C at any time to read the cell reference and determine which cell is the active cell To spell the selected cell press and hold the Insert key Then press the Center key twice in rapid succession Remember the Center key is the five key on the Number pad Step 5 Press the Down Arrow key to move the selection cursor to the next cell in column A JFW announces A2 indicating the selection cursor is around the cell at column A row 2 Cell A2 is the active cell any data you type will appear in cell A2 Note Each time you move the selection cursor to a new cell JF W will read the cell reference and any data that is in the cell Step 6 Press Insert C to read the cell reference again JFW announces Step 7 Press the Down Arrow key to move the selection cursor to the next cell in column A JFW announces A3 indicating the selection cursor is around the cell at column A row 3 Cell A3 is the active cell any data you type will appear in cell A3 Step 8 Press Insert C to read the cell reference again JFW announces A3 Step 9 Press the Right Arrow key to move the selection cursor to the next cell in row 3 JFW announces B3 indicating the selection cursor is around the cell at column B row 3 Cell B3 is the active cell any data you type
125. ars around the exampLe folder Step 7 Press Enter to open the ExampLe folder JFW announces Budget98 xls Budget98 xls is the first item in the folder All the files in the EXAMPLE folder appear in the list box Tip If you need to move back to a previous folder press the Backspace key in the list box The contents of the previous folder will appear in the list box Step 8 Select the EXPENSES XLS workbook by pressing the Down Arrow key until JFW announces Expenses xls Tip If you know the first letter in the workbook s name you may press the first letter in the name until JFW reads the workbook you want to open For example instead of using the Down Arrow key to select EXPENSES XLS you could have pressed E until JFW announced Expenses xls Step 9 Press Enter to activate the Open button and open the EXPENSES XLS workbook JFW announces Microsoft Excel Expenses xls when the workbook opens Press Insert Down Arrow to read the information in this workbook Step 10 Press Ctrl F4 to close EXPENSES XLS Excel closes EXPENSES XLS JFW announces Close Document Window Microsoft Excel Exercise Opening a Workbook Using a Shortcut Issue Date 10 9 98 Page 2 31 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets If you know in which drive and folder a file resides you can type the entire path in the File Name field This shortcut can save y
126. ata into a worksheet or made changes to an existing worksheet you are ready to save the workbook You can use several methods to save workbooks The method you use depends on whether the workbook has been saved at least once If you have not saved the workbook before you must use the Save As dialog box to assign a name to the workbook and to indicate in which drive and folder you want to save it If you have saved the workbook at least once and do not want to change the name or location of the workbook you can use a keystroke to save it quickly If you want to change the name or location of a workbook you have saved at least once then you can use the Save As dialog box to make the change This topic explains how to save a new workbook execute a quick save and save an existing workbook under a different name You should save your workbooks frequently Otherwise you run the risk of losing the information you entered since the last time you saved the workbook Workbook Name Guidelines You must follow the Windows 95 naming guidelines when you assign a name to a workbook Workbook names can be from 1 to 255 characters long You can use most characters except the following characters equal sign plus sign question mark semicolon colon quote marks left and right brackets forward and back slashes greater and less than signs You cannot use a period except to separate the workbook name from the extension Refer to the information on f
127. ate 10 9 98 Page 2 32 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets A number always precedes a workbook name on the File menu Also JFW may read just the workbook name or it may read the full path for the workbook depending on how it appears on the File menu Step 3 Press Enter to open expenses xLs When the workbook opens JFW announces Leaving Menus Microsoft Excel Expenses xls Step 4 Press Insert T to verify exPenses xcs is the active workbook JFW eee Title Equals Microsoft Excel Expenses xis followed by the current focus Step 5 Press Ctrl F4 to close ExPenses xcs JFW announces Close Document Window Microsoft Excel What You Learned In these exercises you learned You can use several methods to open workbooks in Excel The method you choose depends on whether you know the path for the file whether you know the file name and how recently you worked in the workbook The keyboard shortcut to open the Open dialog box is Ctrl O To select and open a workbook choose the correct drive in the Look In amoo o e the correct folder in the list box and select the workbook ile in the list box You can quickly open a workbook by typing the full path and name in the File Name field or by choosing the workbook from the File menu You can use the Open dialog box to search for Excel workbooks that match the criteria that you specify F
128. ault extension for Excel workbooks which is xls You can use the default extension by typing a name without a Issue Date 10 9 98 Page 2 20 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets period The keyboard shortcut for the Save command is Ctrl S You use the Save As dialog box the first time you save a workbook and when you want to save an existing workbook with a new name or in a new location In the Save As dialog box make sure you selected the correct drive in the Save In combo box opened the correct folder in the list box and assigned a valid name in the File Name field Issue Date 10 9 98 Page 2 21 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Topic Closing a Workbook Introduction When you are finished working in a workbook you should close it You can close workbooks without exiting Excel If you choose to close a workbook before you save it a dialog box appears asking you if you want to save it The Close command appears on the File menu This tutorial always directs you to use the keyboard shortcut Ctrl F4 to close a workbook Exercise Objective In this exercise you will close the EXPENSES XLS workbook without exiting Excel Exercise Closing a Workbook Without Exiting Excel Complete the following two steps to close EXPENSES XLS without exiting
129. bes the Open dialog box fields and explains how to change the information in each field Do not change any information or activate a command button at this time File Name Use the File Name field to type in a name for the workbook you want to open Press Alt N to move to this field JFW announces File Name Edit Tip If you know in which drive and folder the workbook you want to open resides you can type the full path in this field For example you can type a example budget 9 8 xis If you type the path and file name in the File Name field you do not have to use the Look In combo box and list box to designate a drive and folder Files of Type The Files of Type combo box contains a list of all the file types Excel 97 recognizes When you select a type Excel will display in the list box only those files that have the extension you selected Press Alt T to move to the Files of Type field Press the Up or Down Arrow key to choose a file type When JFW reads the file type you want press Tab to move to another field By default the field is set to the Microsoft Excel file type which is xls If you are having trouble finding your workbook try selecting the All Files option Text or Property The Text or Property combo box allows you to search for workbooks that contain the text you specify Use this field to type in the text for which you want to search Once you type in text Issue Date 10 9 98 Page 2 28 ASSIST Wi
130. blem in the topic Centering Text Across Cells later in this lesson Step 13 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Step 14 Press the Center key to verify cell A18 is selected and read the cell contents JFW announces A18 Date Completed Then press Insert N read only the data that will appear within the defined width of the cell JFW announces Date Completed What You Learned In this lesson you learned By default approximately eight characters of data fit completely in a cell If data exceeds the current size of the cell the data will overlap or be overlapped by the contents of the adjacent cell You can use the Insert N keystroke to determine whether or not the data in a cell is overlapping into adjacent cells You can adjust the column width using the AutoFit Selection command or Issue Date 10 9 98 Page 5 30 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data by typing a size for the column The AutoFit Selection command appears on the Columns sub menu ie the Columns command on the Format menu to open the Columns sub menu The AutoFit Selection command adjusts the column width according to the data in the selected cell or to the cell with the most number of characters in a selected range of cells You should use the AutoFit Selection command to adjust the column width to the quelle length of data i
131. box around the number of copies to print Step 4 Press Alt N to mark the Selection radio button JFW announces Selection Radio Button Checked Step 5 Press Alt C to verify the Number of Copies spin box contains 1 JFW announces Number of Copies Edit 1 Step 6 Press Enter to activate the OK button and print the workbook JFW does not indicate that you are printing however your printer will start When your printer begins printing control returns to your workbook The selection cursor remains around cells A4 through F6 on Sheet Step 7 Press Ctrl Home to select cell Al Cells A4 through F6 are no Issue Date 10 9 98 Page 8 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks longer selected JFW announces First Cell Al Through Cl Pampered Piggies Pedicure Products What You Learned In these exercises you learned You can print your workbook using the Print dialog box The Print command appears on the File menu The keyboard shortcut for this command is Ctrl P You can print an entire workbook the active worksheet or a selected range of cells Issue Date 10 9 98 Page 8 20 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Lesson Summary Conclusion In this lesson you learned how to proof and print a workbook You checked the
132. c Using the Go To Command Topic Using the Find and Replace Commands LESSON FOUR PERFORMING CALCULATIONS Topic Understanding Formulas Topic Creating a Simple Formula Topic Understanding and Using Functions Topic Using the AutoSum and AutoCalculate Features Topic Comparing Financial Scenarios Topic Absolute and Relative Cell References Topic Naming Ranges LESSON FIVE FORMATTING DATA Topic About Formatting Topic Changing the Font Format Topic Changing the Number Format Topic Changing Column Width Topic Controlling the Alignment of Data Topic Centering Text Across Cells Topic Removing Cell Formatting Topic Inserting Rows Columns and Cells Topic Deleting Rows Columns and Cells LESSON SIX MANAGING WORKBOOKS Issue Date 10 9 98 Page 1 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 amp _ Tutorial Introduction Topic Switching Among Multiple Open Workbooks Topic Switching Among Multiple Open Worksheets Topic Renaming a Worksheet Topic Inserting a Worksheet Topic Moving a Worksheet Topic Deleting a Worksheet LESSON SEVEN PREPARING A WORKBOOK FOR PRINTING Topic Determining Page Breaks Topic Creating Headers and Footers Topic Setting Margins Topic Specifying Paper Size and Orientation Topic Specifying Sheet Printing Options LESSON EIGHT PROOFING AND PRINTING WORKBOOKS Topic Checking the Spelling in a Workbook Topic Proofing Your Workbook Topic Pr
133. cel completes only those entries that contain text or a combination of text and numbers entries that contain only numbers dates or times are not completed Issue Date 10 9 98 Page 9 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Topic Using AutoCorrect Introduction You can use the AutoCorrect feature to automatically correct common typing errors and to insert text or other information you frequently include in your workbooks For example if you find you frequently misspell the word receive you can add this word to the AutoCorrect list Whenever you type the word receive incorrectly Excel automatically corrects the spelling as soon as you press Enter or the Spacebar In another example of the AutoCorrect feature if you include your name in most of your workbooks you can designate your initials as the AutoCorrect entry Then whenever you type your initials Excel automatically inserts your full name in place of the initials Note If you own the Microsoft Office Suite the AutoCorrect entries will be available in all Office programs Word Excel and Access AutoCorrect Entry Naming Guidelines You must use a unique word for each AutoCorrect entry and the entry cannot be longer than 31 characters The text which is used to replace the entry however can be formatted any length and include spaces and special characters Make sure you do no
134. cell A1 Step 3 Move to cell E6 by pressing Ctrl G to open the Go To dialog box Type e6 Then press Enter JFW announces Company xls Step 4 Press the Center key to verify cell E6 is selected and read the cell contents JFW announces E6 9000 Step 5 Press Alt to pull down the Insert menu Then press N to select and execute the Name command The Name sub menu appears JFW announces Name Sub menu Step 6 Press D to select and execute the Define command The Define Name dialog box appears JFW announces Leaving Menus Define Name Dialog Names in Workbook Edit This dialog box is prompting you to enter a name for the selected cell or range of cells The insertion point is in the Names in Workbook field Step 7 Press Tab to move forward through the fields on the dialog box The following list describes each field and explains how to change the information in each Do not activate any command buttons or change the information at this time Names in Workbook The Names in Workbook field is an edit field and list box In the edit field you type the name you want to assign to the selected cell or range of cells The list box contains all the names defined in the active workbook Press Alt W to move to this field JFW announces Names in Workbook Edit You may either type a Issue Date 10 9 98 Page 4 35 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calc
135. cell reference for the first value and continue to use the data in cell B17 for the second value Step 7 Press Ctrl F2 to read the formula in cell B19 again JFW announces B18 B 17 Step 8 Press Ctrl C to copy the formula JFW announces Copied Selected Range A dotted selection cursor appears around cell B19 Issue Date 10 9 98 Page 4 31 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 9 Press the Right Arrow key to move to cell C19 Press Ctrl V to paste the formula into cell C19 JFW announces Pasted Selected Range Step 10 Press Ctrl F2 to read the formula in cell C19 JFW announces C18 B 17 Notice that Excel automatically updated the relative cell reference to C18 and left the B 17 cell reference intact Excel will continue to find the first value by looking one cell above the current cell C19 Then Excel will find the second value by looking in cell B17 Step 11 Press the Right Arrow key to move to cell D19 Press Ctrl V to paste the formula into cell D19 JFW announces Pasted Selected Range Step 12 Press Ctrl F2 to read the formula in cell D19 JFW announces D18 B amp 17 Excel automatically updated the relative cell reference to D18 and left the B 17 cell reference intact Excel will continue to find the first value by looking one cell above the current cell D19 Then Excel will find the second value by looki
136. cells Al and A14 Exercise Copying Data Within a Cell Complete the following twelve steps to copy part of the data within one cell to another cell Step 1 Press Ctrl Home to move the selection cursor to cell Al Issue Date 10 9 98 Page 3 17 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 2 Select cell A4 by pressing the Down Arrow key until JFW announces A4 Quarterly Totals Step 3 Press F2 to activate the edit mode JFW announces Edit The insertion point appears after the word Totals Step 4 Press Home to move the insertion point before the word Quarterly Then press Insert Center to verify Step 5 Press Shift End to select the words Quarterly Totals Press Shift Insert Down Arrow to verify the selection JFW announces Selected Text Is Quarterly Totals Step 6 Press Ctrl C to copy the data to the clipboard JFW announces Copied Selected Range Edit Step T Press Enter to accept the information in the cell Step 8 Press the Down Arrow key to select cell A14 Step 9 Press F2 to activate the edit mode JFW announces Edit The insertion point appears after the word Products Step 10 Press the Spacebar to insert a blank space after the word Products Step 11 Press Ctrl V to copy the contents of the clipboard JFW announces Pasted Selected Range Edit Then press Insert Up Arrow to verify The words Quar
137. ch side as the top Exercise Objectives IN the following two exercises you will review the Page tabbed page of the Page Setup dialog box and set the paper size and orientation for REPORT XLS Then you will complete two exercises to determine the number of pages that will be printed with the new settings and where the page breaks occur Exercise Reviewing the Page Tabbed Page Page Setup Dialog Box Complete the following six steps to review the Page tabbed page on the Page Setup dialog box Step 1 Press Insert T to verify REPORT XLS is the active document JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctrl N Step 3 Press U to select and execute the Page Setup command The Page Setup dialog box appears JFW announces Leaving Menus Report xls Page Issue Date 10 9 98 Page 7 23 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Setup Dialog Margins Tab Step 4 Press Shift Ctrl Tab until JFW announces Page Then press Insert Center to verify the tabbed page Step 5 Press Tab to move forward through the fields The following list describes the fields and explains how to change the information in each field Do not change any information or activate a command button at this time Orientation
138. command When you press Enter Excel inserts a blank row at row 18 and shifts the cells in row 18 down to row 19 Cell Al 8 remains selected announces Leaving Menus Format xls p 8 Press the Down Arrow key to move to cell A19 JFW announces A19 Date Completed Step 9 Press the Up Arrow key twice to move to cell A17 Notice a blank row now appears between the row containing the Taxes Due data and the Date Completed information Exercise Inserting a Cell Complete the following eleven steps to insert a new cell in your worksheet Step 1 Press the Down Arrow key to move to cell A19 ee 2 Set Screen Echo is set to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 3 Press Alt I to pull down the Insert menu JFW announces Menu Active Insert Cells Dot Dot Dot Step 4 Press Enter to execute the Cells command The Insert aog box appears JFW announces Leaving Menus Insert Dialog Insert Shift Cells Down Radio Button Checked Step 5 Press the Up and Down Arrow keys to review the radio button options The Insert dialog box contains the following radio buttons Shift Cells tt When you mark this radio button Excel inserts a blank cell and shifts the existing cells in the row to the right Issue Date 10 9 98 2 Page 5 44 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Shift Cells Down When you mark this radio bu
139. current focus Step 2 Press Ctrl Home to select cell Al JFW announces First Cell Al Through Fl Pampered Piggies Pedicure Products Step 3 Press the Down Arrow key to move to cell A2 You will delete the blank row between row 1 and row 3 All data in subsequent rows will shift up one row Step 4 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 5 Press Insert C to verify cell A2 is selected Then press Allt E to pull down the Edit menu JFW announces Menu Active Undo Insert Cells Issue Date 10 9 98 Page 5 47 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Ctrl Z Step 6 Select the Delete command by pressing the Down Arrow key until JFW announces Delete Dot Dot Dot Step 7 Press Enter to execute the Delete command The Delete dialog box PPE announces Leaving Menus Delete Dialog Delete Shift Cells Up Radio Button Checked Step 8 Press the Up and Down Arrow keys to review the radio button options The Delete dialog box contains the following radio buttons Shift Cells Left When you mark this radio button Excel deletes the selected cell and shifts the existing cells in the row to the left Shift Cells Up When you mark this radio button Excel deletes the selected cell and shifts the existing cells in the column up Entire Row When you mark this radio button Excel deletes the curre
140. d Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Spacebar to pull down the Program Control menu Press X to select and execute the Maximize command Step 5 Verify the Excel document window is maximized Press Alt Hyphen to pull down the Document Control menu Press X to select and execute the Maximize command What You Learned In this exercise you learned You can open Excel by selecting the Excel program command on the Programs sub menu When you open Excel it always opens a blank workbook Bookl so that you can begin entering data immediately The initial focus is always on cell Al in the first worksheet in the workbook You should verify the program and document windows are maximized after you start the program Issue Date 10 9 98 Page 1 6 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Topic The Excel Screen Introduction This topic describes the layout of the Excel screen and defines the screen elements You will also learn how to review the Excel screen using the JAWS Cursor Excel Screen Elements The Excel screen contains the following default elements The elements are listed in the order they appear from top to bottom and left to right Program Control Menu Icon The Program Control menu icon is a graphic appearing in the top left corner of the program window When you activate the Program Contro
141. d type B3 12 Cell B3 contains the current interest rate Because the interest rate is an annual rate you must divide the interest rate by 12 to establish a monthly rate Step 17 Press Tab to move to the next field JFW does not read field properly Step 18 To read the second field press Insert Minus to route the JAWS Cursor to the PC Cursor Then press Insert Up Arrow to read the field JF W announces Nper Equals Number In the Nper field you will enter the cell reference that contains the total number of payments for the loan Reminder A description of the field appears below the description of the function If you are not sure what information you are to type into the active field use the JAWS Cursor to read the field description Step 19 Press the Plus key to activate the PC Cursor Then in the Nper field type B4 Step 20 Press Tab to move to the third field JFW does not read this field properly Issue Date 109 98 Page 9 25 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 21 To read the third field press Insert Minus to route the JAWS Cursor to the PC Cursor Then press Insert Up Arrow to read the field JFW announces PV Equals Number In the third field you will enter the cell reference that contains the present value the total amount of the loan Step 22 Press the Plus key to activate the PC Cursor Then in the
142. ders in the drive appear in the list box To designate a folder press Issue Date 10 9 98 Page 2 16 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Tab to move to the list box containing the list of available folders List Box The list box displays the contents of the selected drive or folder Each time you select a new drive or open a new folder the information in this list box changes You must press Tab to move to this field To select a folder in the list box press the Up or Down Arrow key until JFW reads the folder you want Then press Enter Repeat this process until you have opened the folder in which you want to save your workbook Step 5 Press Escape to activate the Cancel button and close the Save As dialog box without saving the workbook Exercise Saving a New Workbook Complete the following eleven steps to save your new workbook Step 1 Press Insert T to read the workbook title and verify Booki is the active workbook JFW announces Title Equals Microsoft Excel Booki followed by the current focus Step 2 Insert the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files into your floppy disk drive Note This tutorial assumes your floppy drive letter is A If not substitute your computer s floppy drive letter for the letter A in these steps Step 3 Press Ctrl S to save your new workbook The first time you save a workbook the
143. document window These buttons allow you to switch to different worksheets in your workbook You will learn more about using multiple worksheets in Lesson Six Managing Workbooks Sheet Tabs Sheet Tabs appear next to the Tab Scrolling buttons The Sheet Tabs list the name of each worksheet in the workbook By default worksheets are named Sheet1 Sheet2 Sheet3 etc Vertical Scroll Bar The vertical scroll bar appears at the right edge of the document window This scroll bar contains two scroll buttons and a scroll box that enables you to scroll through the contents of the window The buttons on the scroll bar require the use of the mouse however you can use keystrokes to accomplish the same task You will learn how to navigate through a worksheet in Lesson Two Issue Date 10 9 98 Page 1 10 ASSIST With Windows lowa Department for the Blind IP Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Working with Worksheets Horizontal Scroll Bar The horizontal scroll bar appears next to the Sheet Tabs The horizontal scroll bar contains two scroll arrows and a scroll box that enables you to scroll through the contents of the window The horizontal scroll bar buttons requires the use of the mouse however you can use keystrokes to accomplish the same task Status Bar The status bar is a horizontal bar appearing along the bottom edge of the program window It provides information about some selected comma
144. e Gross _Profit cell If data in either the Expenses_Total cell or the Revenue_Total cell changes the figure in the Gross_Profit cell will change as well Exercise Using Cell Names in the Go To Dialog Box Cell names should make it easier for you to check data in cells Rather than een obscure cell references like B14 and using arrow keys to move to that cell you can simply open the Go To dialog box Then choose the cell name to which you want to move E the following thirteen steps to use the Go To dialog box and check the current figures for the fourth quarter service revenues the total yearly revenues and the total yearly expenses Step 1 Press the Center key to read the cell reference for the active cell JFW announces B14 Equals 42100 Then press Ctrl Insert N to read the cell name JFW announces Gross_ Profit step 2 Check the current a for the fourth quarter service revenues Press F5 to open the Go To dialog box JFW announces Go To Dialog Reference Edit note The Go To dialog box retains the last cell reference to which a JFW may read this cell reference when you open the Go 0 dialog box step 3 In the Go To dialog box press Tab to move to the Go To list box IFW announces Go To List Box No Selected Item step 4 In the Go To list box press the Down Arrow key to select Service_Quarter4 After you press the Down Arrow key press Insert Up Arrow to read the selected item When JFW announces Service_
145. e header from overlapping the data Press Alt A to move to this field JFW announces Header Edit followed by the current setting Type a number or press the Up or Down Arrow key to choose a measurement in inches Footer The Footer field is a spin box This field lists the distance between the footer and the bottom of the data on the page The distance should be smaller than the bottom margin setting to prevent the footer from overlapping the data Press Alt F to move to this field JFW Issue Date 10 9 98 Page 7 17 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing announces Footer Edit followed by the current setting Type a number or press the Up or Down Arrow key to choose a measurement in inches Center on Page Horizontally When you check the Center on Page Horizontally check box Excel centers the data on the page within the left and right margin Press Alt Z to move to this check box JFW announces Horizontally and whether the check box is checked Press the Spacebar to check or uncheck the check box Center on Page Vertically When you check the Center on Page Vertically check box Excel centers the data on the page within the top and bottom margin Press Alt V to move to this check box JFW announces Vertically and whether the check box is checked Press the Spacebar to check or uncheck the check box OK Activate the OK button
146. e made available on cassettes as well as in electronic formats that can produce Braille or large print versions All materials created by the project will be posted on our web site at www blind state ia us assist where anyone can download and utilize the information For further information about ASSIST With Windows contact Shan Sasser Assistive Technology Documentation Specialist 515 281 1338 Tutorial Overview Because this tutorial is distributed on electronic and recorded media it does not include a table of contents Instead you should review the following list of lessons and topics for an overview of the information included in this tutorial TUTORIAL INTRODUCTION GETTING STARTED LESSON ONE INTRODUCTION TO EXCEL 97 Topic About Excel Topic Opening Excel Topic The Excel Screen Topic Toolbars Topic Exiting Excel LESSON TWO WORKING WITH WORKSHEETS Topic Navigating Through and Reading Worksheet Data Topic Entering Data Topic Saving a Workbook Issue Date 10 9 98 Page i 4 ASSIST With Windows Iowa Department for tne Blind Excel 97 with JAWS For Windows 3 2 _ Tutorial Introduction Topic Closing a Workbook Topic Creating a New Workbook Topic Opening an Existing Workbook LESSON THREE EDITING A WORKSHEET Topic Selecting Cell Ranges and Data in a Cell Topic Correcting and Deleting Data Topic Copying Cell Data Topic Moving Cell Data Topic Using the Undo and Redo Repeat Commands Topi
147. e row page breaks have been found OK Button If ie activate the No button the macro stops running Cell A32 remains selected Step 7 Press Enter to activate the OK button A dialog box appears prompting pi to search for column pa breaks JFW announces Ne Break Search ialog Do you want to search for Column Page Breaks No Button The change in the margins and the addition of a header and footer did not affect the columnar data Step 8 Press Y to activate the Yes button Excel begins searching for the first column page break The search may take a few moments A dialog box should appear indicating Excel did not find a column page break Issue Date 10 9 98 Page 7 21 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing JFW announces Page Break Search Dialog Column Page Break Search Complete There are no column page breaks or all the column page breaks have been found OK Button Step 9 Press Enter to activate the OK button A dialog box appears indicating the page break search is complete JFW announces Page Break Search Dialog Page Break Search Complete OK Button Step 10 Press Enter to activate the OK button The Page Breaks macro stops running Cell A32 remains selected JFW announces Report xls Step 11 Press Ctrl Home to return to cell Al JFW announces First Cell Al through Cl Pampered Piggies Pedicure Products What Y
148. ead the selection correctly The sum for the figures in cells C7 and E7 appear in the status bar Step 8 Press Insert Page Down to read the sum JFW announces Ready Sum 27000 Issue Date 10 9 98 Page 4 20 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson Four Performing Calculations What You Learned In this topic you learned The AutoSum and AutoCalculate features allow you to find the sum for selected cells quickly The AutoSum command causes Excel to check the cells above or to the left of the current cell for a series of cells containing numbers If either the cells above or to the left of the current cell contain a series of numbers Excel places a dotted selection cursor around those cells Then it will automatically enter a formula that sums the numbers in that cell range If you use the AutoSum command in a cell that intersects a column of pumper and a row of numbers the command will sum the numbers in the column If text appears in a cell within the range you want to sum the AutoSum command will only sum numbers up to the text Whenever you select a series of cells that contain numbers Excel s Auo a rual feature sums the numbers and displays the sum in the status bar Issue Date 10 9 98 Page 4 21 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Comparing Financial Scenarios
149. ear indicating Excel did not find any additional misspellings JFW announces Microsoft Excel Dialog The spell check is complete for the entire sheet OK Button Step 16 Press Enter to activate the OK button The focus returns to the worksheet The last cell where an error was found is selected JF W announces Proof xls Step 17 Press Ctrl F4 to close PROOF XLS A dialog box appears prompting you to save the workbook Step 18 Press N to close the workbook without saving it Excel closes PROOF XLS Excel is still the active program What You Learned In this exercise you learned You can check the spelling in your workbook using the Spelling command The Spelling command appears on the Tools menu The keyboard shortcut for this command is F7 Excel allows you to check the spelling of a single cell a selected range of cells a single worksheet or an entire workbook If you want to check the spelling of a single cell or a range of cells select the cells you want to check before activating the Spelling command When Excel has found a possible misspelling you can choose one of Excel s corrections type in your own correction or direct Excel to ignore the word Issue Date 10 9198 Page 8 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Topic Proofing Your Workbook Introduction You should always proof your workbook before you print
150. ecific cells in your worksheet Finally you will search for and replace text using the Replace command In this Lesson This lesson contains exercises for the following topics Topic Selecting Cell eee and Data in a Cell Topic Correcting and Deleting Data Topic Copying Cell Data Topic Moving Cell Data Topic Using the Undo and Redo Repeat Commands Topic Using the Go To Command Topic Using the Find and Replace Commands Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Before You Begin Before a begin this lesson make sure your computer is turned on and you have Excel 97 and JFW running Also you will be using the workbook saves x s in all of the exercises in this lesson Complete the following five steps to open saLes x_s Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Bookl Al Step 2 Insert the Excel 97 with JFW 3 2 Tutorial Files disk into the floppy disk drive issue Date 10 9 98 Page 3 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 3 Press Ctrl O to open the Open dialog box JFW announces Open Dialog File Name Edit An insertion point appears in the File Name field Step 4 In the File Name field type A Ex
151. eck the total revenue figure in cell F7 Press the Down Arrow key to move to cell F7 JFW announces F7 Equals 48000 Then press Ctrl F2 to read the edit field on the Formula Bar JFW announces SUM F5 F6 The current total yearly revenue in cell F7 is 48000 Note that this figure is derived from a formula that includes data from cell F6 Remember the figure in cell F6 is derived from data in cell E6 You should have determined that 1 Cell E6 contains the current fourth quarter service figure That figure is 8000 amp 2 Cell E7 contains the current fourth quarter total figure That figure is Issue Date 10 9 98 Page 4 23 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations 16000 3 Cell F6 contains the current total service figure That figure is 26000 4 Cell F7 contains the current total revenue figure That figure is 48000 and 5 Any change to cell E6 will cause changes in cells E7 F6 and F7 Exercise Changing the Fourth Quarter Service Data Complete the following five steps to move to cell E6 and change the fourth quarter service figure Step 1 Press the Center key to verify cell F7 is selected Step 2 Move to cell E6 Press the Left Arrow key to move to cell E7 Then press the Up Arrow key to move to cell E6 Step 3 Press the Center key to verify that cell E6 is selected JFW announces E6 8000 Step 4 Change the four
152. ection Press Alt N to move to the Name combo box JFW reads the currently selected printer in the list box Press the Up and Down Arrow keys to read the available printers If you want to select a different printer press Enter Otherwise press Escape to close the Name combo box without making any changes The focus returns to the Print dialog box Properties The Properties button opens the Printer Setup dialog box The Printer Setup dialog box allows you to change your printer information It has four tabbed pages Paper Print Quality Fonts and Device Options Press Alt R to activate the Properties button You can press Escape to close the Printer Setup dialog box and return to the Print dialog box Print to File When the Print To File check box is checked Excel prints your workbook to a file instead of a printer Press Alt L to move to this field Then press the Spacebar to check or uncheck the check box Page Range The Print Range radio buttons allow you to specify the pages you want to print The following Print Range radio buttons are available All The All radio button prints the entire workbook Press Alt A to select the All radio button This radio button is marked by Issue Date 10 9 98 Page 8 16 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks default Pages The Pages radio button prints only the pages you specify Press Alt G to
153. ecute the Options menu The Options dialog box appears JFW announces Leaving Menus Options Dialog View Tab This dialog box has eight tabbed pages View Calculation Edit General Transition Custom Lists Chart and Color Step 3 Select the Edit tabbed page by pressing Ctrl Tab to until JF W announces Edit Press Insert Center each time you switch to a new tabbed page to verify the active page Step 4 Move to the Enable AutoComplete for Cell Values by pressing Tab until JFW announces Enable AutoComplete for Cell Values Check Box Checked If JFW does not indicate the check box is checked press the Spacebar to check it Issue Date 10 9 98 Page 9 2 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 5 Press Enter to activate the OK button and accept the information in the Options dialog box Exercise Using AutoComplete Complete the following seven steps to use AutoComplete to enter identical information in a column Step 1 Press Ctrl Home to verify the cell Al is selected JFW announces First Cell Al Step 2 Press Insert S to verify the Screen Echo is set to Say None Step 3 In cell Al type Monthly Total Then press Enter Step 4 In cell A2 type 4 When you press M Excel automatically completes the text and enters Monthly Total in cell A2 Press Ctrl F2 to verify and then press Enter to accept the information In cell A3 you d
154. ed with this category Decimal Places spin box Text When you select the Text option Excel treats the data in the cell as text even when a number is in the cell No additional fields are associated with this category Special When you select the Special option Excel tracks special lists and database values zip codes phone numbers and social security numbers One field is associated with this category Type list box Custom When you select the Custom option Excel displays the number in the format you define Two fields are associated with this category Type list box and a Delete button Step 7 Press Escape to activate the Cancel button and close the Format Cell dialog box when you are finished reviewing it Exercise Applying the Currency Style to a Selected Cell Complete the following eleven steps apply the Currency style to cell B7 Step 1 Move to cell B7 by pressing Ctrl G to open the Go To dialog box Type B7 Then press Enter Excel moves to cell B7 JFW announces Format xls Step 2 Press the Center key to verify cell B7 is selected JFW Issue Date 10 9 98 Page 5 20 ASSIST With Windows Iowa Department for the Blind 411 Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data announces B7 46000 Notice that Excel simply displays the data as a series of numbers However the Taure in this cell SA a monetary value The Currency style adds a dollar sign a decimal point and two places for the
155. eet The worksheet names appear on tabs at the bottom of the document window By default the worksheets are named Sheet Sheet2 and Sheet3 You can easily switch among open worksheets using Ctrl Page Up or Ctrl Page Down JFW will read the worksheet name when you switch to a new worksheet Exercise Objective In the following exercise you will open the YEAR98 xis workbook and switch among the worksheets Exercise Switching Among Worksheets in an Open Workbook Complete the following nineteen steps to switch among and read the three worksheets in the YEAR98 xLs workbook Step 1 Press Insert T to verify Excel is the active program Step 2 Press Ctrl O to open the Open dialog box JFW announces Open Dialog Filename Edit Step 3 In the File Name field type a example year9 8 xl s Then press Enter The YEAR98 xLs workbook opens JFW announces Year98 xlIs This workbook contains data on three worksheets Step 4 Review the data on the first worksheet Sheeti Press Insert Escape to refresh the screen Issue Date 10 9 98 Page 6 6 ASSIST With Windows lowa Department for the Blind Ail Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Step 5 Press Ctrl Home to move to the first cell JFW announces First Cell Al Pampered Piggies Pedicure Products Step 6 Press Insert Down Arrow to read the current sheet When JFW reads row 13 press Ctrl to stop the speech Step T Press Ctrl Home to mo
156. eet You have two title options Rows to Repeat at Top or Columns to Repeat at Left Rows to Repeat at Top Type in the row or range of cells in the row you want to repeat at the top of the page The information in the row will print a horizontal title for each page Press Alt R to move to the Rows to Repeat at Top edit box Then type in the range Columns to Repeat at Left Type in the column or range of cells in the column you want to repeat at the left of the page The information in the column will print a vertical title for each page Press Alt C to move to the Columns to Repeat at Left edit box Then type in the range Gridlines Check the Gridlines check box if you want the horizontal and vertical cell gridlines to appear on the printed worksheet Press Alt G to move to the Gridlines check box Then press the Spacebar to check or uncheck the check box Black and White Check the Black and White check box if you formatted data with colors but are printing on a black and white printer If you are using a color printer choosing this option may reduce printing time Press Alt B to move to the Black and White check box Then press the Spacebar to check or uncheck the check box Draft Quality Check the Draft Quality check box to reduce printing time If you choose this option Excel will not print gridlines and most graphics Press Alt Q to move to the Draft Quality check box Then press the Spacebar to check or uncheck the check box
157. eet Tabs appear next to the Tab Scrolling buttons The Sheet Tabs list the name of each worksheet in the workbook By default worksheets are named Sheet1 Sheet2 Sheet3 etc Template A template defines the formatting styles column width row height toolbars and number of worksheets that will appear in your workbook Templates can save you time and ensure consistency among your workbooks Excel provides you with a standard template for blank workbooks and several pre defined templates to create different types of workbooks The standard Workbook template contains default settings such as font style column and row widths etc for standard workbooks Unless you specify otherwise all new workbooks use the Workbook template Workbook A workbook is the file that stores your worksheet data A single workbook can contain up to 256 worksheets By default a new workbook contains only 3 worksheets Worksheet A worksheet is the document where you enter your data A worksheet is laid out as a grid consisting of a series of columns and rowt Gridlines mark the boundaries of the rows and columns A single worksheet has 256 columns and 65 536 rows Issue Date 10 9 98 Page G 5 ASSIST With Windows lowa Department for the Blind
158. eet command all of the data on the worksheet is deleted as well Be sure you want to remove the data and that other worksheets in the workbook are not using the data on the worksheet you want to delete Issue Date 10 9 98 Page 6 18 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Lesson Summary Conclusion In this lesson you learned how to Dae your workbooks You switched among multiple workbooks and worksheets You read the worksheet names and renamed all of the worksheets in a workbook You inserted a new Noles and moved a worksheet Finally you deleted a worksheet from a workbook Close YEAR98 xLs When you have finished all exercises in this lesson close the YEAR98 xLs workbook Press Ctrl F4 to close the workbook A dialog box apps prompting you to save the workbook Press N to activate the No button Excel will close YEAR98 xLs Excel is still the active program Take a Break Once you have completed the exercises in this lesson you should take a break before beginning Lesson Seven Preparing a Workbook for Printing When you begin Lesson Seven your computer should be turned on and you should have Excel 97 and JFW running issue Date 10 9 98 Page 6 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Lesson Seven Preparing a Workbook for Printing Introduc
159. el Note Make sure the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files is in your floppy disk drive Step 2 Press Ctrl O to open the Open dialog box When the dialog box appears JFW announces Open Dialog Fite Name Edit An insertion point appears in the File Name edit field The dialog box is prompting you for the name and location of the file you want to open Important Initially the list box only lists those workbooks that reside in the folder in which you last saved or opened a workbook In addition it only lists those workbooks with the xls extension To make sure Excel is pointing the correct drive and folder you should check the Look In combo box and the list box Step 3 Press Alt I to move to the Look In combo box JFW announces Look In Combo Box followed by the current drive or folder Step 4 Change to the A drive by pressing the Up Arrow key until JFW Issue Date 10 9 98 Page 2 30 ASSIST With Windows lowa Department for the Blind 410 Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets announces Three One Half Floppy A Then press Enter The files and folders on the Excel 97 with JFW 3 2 Tutorial Files disk appear in the list box Step 5 Press Tab to move to the list box JFW announces List View Not Selected Folder Config One of Two The conri1e folder is the first folder in the list box Step 6 Press E until JFW announces Example A selection cursor appe
160. eld Then press the Spacebar to check or uncheck the check box This field is checked by default Step 5 When you are finished reviewing the AutoCorrect dialog box press Escape to activate the Cancel button The focus returns to the worksheet JFW announces Book Exercise Using AutoCorrect to Correct a Common Misspelling Complete the following eleven steps to use AutoCorrect to automatically correct the word their when it is misspelled Step 1 Press Insert T to verify Excel is the active program JFW announces Microsoft Excel Bookl followed by the current focus Step 2 Move to cell A5 by pressing Ctrl Home to move to cell A1 Then press the Down Arrow key until JFW announces A5 Step 3 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 4 Press Alt T to pull down the Tools menu Then press A to select and execute the AutoCorrect command The AutoCorrect dialog box appears JFW announces Leaving Menus AutoCorrect Dialog AutoCorrect Page The insertion point appears in the Replace edit field Step 5 Review the list of AutoCorrect entries Press Tab twice to move to Issue Date 10 9 98 Page 9 8 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics the list box Then press the Down Arrow key repeatedly to review some of the entries JFW will first read the common misspelling of the word then
161. ell Al Pampered Piggies Pedicure roducts Step 3 Press F2 to activate the edit mode and place the insertion point in th ep insertion point appears at the end of the data after the word roducts Step 4 Press Home to move the insertion point to the beginning of the data before the word Pampered Then press Insert Center to verify Step 5 Press the Delete key to delete P the first letter in the word Pampered JFW announces A When you use the Delete key to remove Be iy reads the character the insertion point lands on after the deleted character Issue Date 10 9 98 Page 3 11 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 6 Press Insert Up Arrow to read the data in the cell JFW announces ampered Piggies Pedicure Products Step T Press Shift Ctrl Right Arrow to select ampered Then press the Delete key to delete this word JFW announces P Step 8 Press Insert 3 and then press Ctrl Right Arrow once to move the insertion point after the word Piggies JFW does not indicate the insertion point has moved Step 9 Press the Backspace key until you have deleted the word Piggies JFW reads each letter as it is removed from the cell Step 10 Press Insert Up Arrow to read the data in the cell JFW announces Pedicure Products Step 11 Press Enter to accept the data in the cell and move the focus out of the cell A selection c
162. ell as necessary for your work from a single number to a lengthy text label Once you enter the data however only the data that will fit into the currently defined size of the cell will appear on the screen and printed page until you change the cell size You will learn how to use AutoFit to adjust the cell size in Lesson Five Formatting Data Types of Data Excel treats the data you enter in a cell as either a constant value or a formula Constant Value Any data that you enter in a cell that is not a formula is a constant value This includes text and numeric figures such as dates times currency or percentages This type of data does not change unless you select the data and edit it Formula A formula is a mathematical expression that is composed of numeric values cell references functions and operators The data that is produced by a formula can change when other values in the worksheet change You will learn more about formulas in Lesson Four Performing Calculations Data Alignment By default all text is left aligned and all numbers dates and time are right aligned If you type in a combination of text and numbers the data is left aligned Formulas are right aligned Exercise Objective In the following exercise you will type data into a blank worksheet Note All the data you will enter in this lesson will be constant values data that does not change unless you edit it Exercise Typing Data into a Blank Workshee
163. ell to have the following attributes bold Times New Roman font 14 point font size and black color In other words a Cell s format affects how the data in the cell appears on the screen and on the printed page When you begin working with a new workbook Excel uses the default format for any data you enter To change the appearance or formatting of your data you must specify new attributes You can change the formatting using keyboard shortcuts or by using the Format Cells dialog box Formatting Toolbar In JFW the Formatting toolbar must appear on the screen in order to use some formatting keyboard shortcuts Complete the following five steps to verify the Formatting toolbar appears on the screen Step 1 Verify the Screen Echo is set to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 2 Press Alt V to pull down the View menu JFW announces Normal Checked Step 3 Press T to select and execute the Toolbars command The Toolbars sub menu appears JFW announces Toolbars Sub menu Standard Step 4 Press the Down Arrow key until JFW announces Formatting Checked indicating the Formatting toolbar appears on the screen If JFW does not indicate the Formatting toolbar is checked press Enter to check it Only press Enter if JFW announces Formatting Step 5 Press Alt to close the menu and return the focus to FORMAT XLS If you want more information about toolbars refer to the topic Toolbar
164. en you received this tutorial Exercise Objectives In the following two exercises you will review the Paste Function dialog box and use the Formula Palette to insert the loan payment function PMT Exercise Reviewing the Paste Function Dialog Box Complete the following twenty steps to review the Paste Function dialog box Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Step 2 Insert the disk labeled Excel 97 with JFW 3 2 Tutorial File into the floppy disk drive Issue Date 10 9 98 Page 9 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 3 Open the PAYmErsrr xLs workbook by pressing Ctrl O to open the Open dialog box In the File Name field type a example payment xls Then press Enter The PAYMENT XLS workbook appears JFW announces Payment xls The selection cursor appears around cell A1 Step 4 Maximize the program window by pressing Alt Spacebar to pull down the Program Control menu Then press X to select and execute the Maximize command Step 5 Move to cell All by pressing the Down Arrow key until JFW announces Al 1 Average Monthly Expenses Step 6 Press the Right Arrow key to move the selection cursor to cell B11 Step T Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 8 Press Alt to pull down the Inser
165. ences relative cell references Step 4 Press Enter to activate the Display button Depending on the keyword you typed a Help window with information or another dialog box with subcategories will appear If a dialog box with additional subcategories appears press the Up or Down Arrow key to choose a topic and press Enter You will learn more about using functions in Lesson Nine Beyond the Basics Take a Break Once you have completed the exercises in this lesson you should take a break before beginning Lesson Five Formatting Data When you begin Lesson Five your computer should be turned on and you should have Excel 97 and JFW running Issue Date 10 9 98 Page 4 45 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Lesson Five Formatting Data Introduction In this lesson you will learn how to apply formatting styles to your data You will change the font and numbering format You will change the column width You will learn how to define the alignment of data Finally you will learn how to insert and remove cells rows and columns In This Lesson This lesson contains exercises for the following topics Topic About Formatting Topic Changing the Font Format Topic Changing the Number Format Topic Changing Column Width Topic Controlling the Alignment of Data Topic Centering Text Across Cells Topic remang et Formatting Topic Inserting Rows Colu
166. entire column an entire row and an entire worksheet Exercise Selecting a Single Cell You select a single cell each time you press a navigation keystroke such as any arrow key or Ctrl Home Complete the following four steps to select a cell and verify the selection Step 1 Press Insert T to verify SALES XLS is the active workbook JFW announces Title Equals Microsoft Excel Sales xls Al Pampered Piggies Issue Date 10 9 98 Page 3 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Pedicure Products Reminder You may need to frequently refresh your screen by pressing Insert Escape Step 2 Press Ctrl Home to ensure the selection cursor is around the first cell in the worksheet JFW announces First Cell Al Pampered Piggies Pedicure Products Step 3 Press the Down Arrow key to select cell A2 The selection cursor moves to cell A2 JFW announces A2 First Quarter Catalog Sales Step 4 Verify the selected cell by pressing the Center key JFW announces A2 First Quarter Catalog Sales Exercise Selecting Data Within a Cell To select the data within a cell move the selection cursor to the cell containing the data Then use F2 to activate the edit mode and place the insertion point inside the cell Complete the following thirteen steps to select various data within a cell and verify the selection Step 1 Move the selection cursor to cell A
167. ep 4 Press Tab to move to the list box JFW announces List View Not Selected Folder Config One Of Three An empty selection cursor appears around the first folder CONFIG Step 5 Select the EXAMPLE folder by pressing the Down Arrow key until JFW announces Example Then press Enter to open the folder Step 6 Press Tab to move the focus to the File Name field JFW announces Save As File Name Edit Budget98 xls Step 7 Assign a new name to the workbook In the File Name field type Expenses Excel replaces BuUDGET98 xLs with EXPENSES To verify press Insert Up Arrow Step 8 Press Enter to activate the Save button and save the information in BUDGET98 XLS in a new workbook titled EXPENSES XLS JFW does not indicate that Excel is saving your workbook However it announces Expenses xls when Excel is finished saving the workbook You now have the same information in two workbooks one called BuDGET98 xLs and the other called EXPENSES XLS in the EXAMPLE folder Excel automatically closes the BuDGET98 xLs workbook EXPENSES XLS is the active workbook Step 9 Press Insert T to verify EXPENSES XLS is the active workbook JFW announces Title Equals Microsoft Excel Expenses xls followed by the current focus What You Learned In this exercise you learned You should save your workbooks frequently You must follow the Windows 95 naming guidelines when you assign a name to a workbook You should let Excel supply the def
168. ep 6 When you are finished reviewing the fields on the Alignment tabbed page press Escape to close the Format Cells dialog box JFW announces Format xls Cell Al is selected What You Learned In these exercises you learned Most worksheets have a title You can format your title so that it is centered at the top of your worksheet data Issue Date 10 9 98 Page 5 39 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson Five Formatting Data You can use one of two methods to merge cells and center data in a cell You may use the Center Across Selection Option or the Merge Cells and Center Alignment options You can also use these options to ensure that lengthy data fits in a cell thereby displaying properly Before you center the title across your data you must determine the number of columns your worksheet data spans Next select the cells that you want to merge Finally choose the Center option in the Horizontal combo box and check the Merge Cells check box Issue Date 10 9 98 Page 5 40 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Removing Cell Formatting Introduction Remember formatting is associated with a cell If you want to remove the attributes you added to a cell use the Clear Formats command When you remove the formatting Excel uses the general attributes as defined by the template The
169. er and footer information for REPORT XLS Step 1 Press AIt V to pull down the View menu JFW announces Menu Active Normal Checked Step 2 Press H to select and execute the Header and Footer command The Page Setup dialog box appears JFW announces Leaving Menus Report xls Setup Dialog Header Footer Tab The Page Setup dialog box opens to the Header Footer tabbed page Step 3 Press Alt C to activate the Custom Header button The Header dialog box appears JFW announces Header Dialog Left Section Edit Reminder The Header dialog box allows you to specify information you want to appear in the header and where you want it to appear Issue Date 10 9 98 Page 7 12 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Step 4 Move to the Right Section edit field by pean Tab until JFW announces Right Section Edit The text you enter will appear at the top right corner of each printed page Step 5 In the Right section edit field type 1997 Budget Report Step 6 Press Tab until JFW announces OK Button Then press Enter to accept the information in the Header dialog box When you press Enter the Header dialog box closes and the focus returns to the Header Footer tabbed age on the age Setu daag box JFW announces Page Setup Dialog Header Combo Box 1997 Budget Report Step 7 Press Alt F to move to the Footer combo box JFW annou
170. er setup can be unique you may notice a difference between the information JFW reads as you perform the exercises and the information that this tutorial indicates JFW will read The computer settings used while creating this tutorial are listed in Appendix C Our Equipment and Settings Issue Date 10 9 98 Page 1 2 ASSIST With Windows Iowa Department for the Blind D Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Topic About Excel Introduction Excel 97 is a spreadsheet program developed and distributed by Microsoft R Corporation Spreadsheet programs like Excel are popular because they allow you to easily edit data establish relationships between the data and perform calculations Using Excel you can manipulate data to compare financial outcomes or establish projected costs Excel is often used by businesses to figure profits and expenses and by individuals to create budgets and project various loan payment scenarios Excel Terms In order to use Excel effectively you should be familiar with the following terms Workbook A workbook is the file that stores your worksheet data A single workbook can contain up to 256 worksheets By default a new workbook contains only 3 worksheets Worksheet A worksheet is the document where you enter your data A worksheet is laid out as a grid consisting of a series of columns and rows Gridlines mark the boundaries of the rows and columns A single worksheet ha
171. er to accept the information in the Page Setup dialog box When you press Enter the Page Setup dialog box closes and the focus returns to the worksheet JFW announces Report xls Exercise Verifying Header and Footer Information Headers and footers only appear on the screen when you view your worksheet using Print Preview To verify your header and footer information you must check the fields on the Header Footer tabbed page Complete the following four steps to verify the header and footer information JFW announces Menu Active Normal Checked Step 1 Press H to select and execute the Header and Footer command The Page Setup dialog box appears JFW announces Leaving Menus Report xls Setup Dialog Header Footer Tab The Page Setup dialog box opens to the Header Footer tabbed page The Header combo box contains the information that appears in the header and the Footer combo box contains the information that appears in the footer Step 2 Verify the correct information appears in the header Move to the Header combo box by pressing Tab until JFW announces Header Combo Box 1997 Budget Report Step 3 Verify the correct information appears in the footer Move to the Footer combo box by pressing Tab until JFW announces Footer Combo Box Page 1 Prepared By followed by your name Step 4 When you are finished reviewing the header and footer information Issue Date 10 9 98 Page 7 14 ASSIST With Windows lowa Department
172. erands elements to be calcu ae and the operators By default Excel calculates a formula from left to igh Starting with the equal sign Also Excel calculates multiplication and division before addition and subtraction You can control how Excel performs a calculation by rangin the formula syntax For example the formula 5 2 3 gives a result of 11 because Excel calculates multiplication before addition It multiplies 2 by 3 resulting in 6 and then adds 5 If you_ use parentheses to change the syntax the result changes For example the formula 5 2 3 gives a result of 21 The parentheses cause si Msi add 5 and 2 together and then multiply that result by 3 for a result of 21 For more information about the order in which Excel uses operators in formulas open Help in Excel Choose the Index tabbed page Then type operators evaluation order in formulas in the edit field and press Enter Set the Screen Echo to Say Highlighted when using Help What You Learned In this topic you learned You perform calculations in Excel by using formulas A formula is a mathematical expression that is comprised of numeric Issue Date 10 9 98 Page 4 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations values cell references functions and operators The data that is produced by a formula changes when other values referenced in the formula change In Excel
173. ercises you learned Because you can quickly and easily change worksheet data you can compare the benefits of various financial scenarios By using cell references in a formula rather than specific numbers you can change the numbers to reflect different scenarios Excel will then automatically recalculate all formulas that reference the cell When comparing data you should first check all the cells where the anne will take place Be sure to note the current figures Then make the changes When your are finished entering the changes check the cells again to note the new totals Issue Date 10 9 98 Page 4 25 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Absolute and Relative Cell References Introduction In Lesson One you learned that a cell reference is the column and row coordinates for a cell You have learned that Excel uses cell references in formulas to find the data it needs to perform a calculation Excel distinguishes between two types of cell references absolute cell references and relative cell references So far in this tutorial you have only used relative cell references Relative Cell References when you use a relative cell reference in a formula Excel finds the data referenced by using the cell with the formula as a Starting point Absolute Cell References when you use an absolute cell reference Excel finds that data reference
174. es amp parentheses for a function after you type a valid function name in a formula Ctrl Shift A Display the AutoComplete list Alt Down Arrow FORMAT DATA Display the Style command Alt apostrophe Display the Cells command Ctrl 1 Apply the General number format Ctrl Shift Apply the Currency format with two decimal places Ctrl Shift Apply Percentage format with no decimal places Ctrl Shift Apply Exponential number format with two decimal place CM Shift Apply the Date format with the day Month and year Ctrl Shift Apply Time format with the hour amp minute amp A M amp P M Ctrl Shift poy Number format with two decimals places 1000 separator Ctrl Shift Apply outline border Ctrl Shift amp Remove all borders Ctrl Shift _ Apply or remove bold formatting Ctrl B Apply or remove italic onang Ctrl Apply or remove an underline Ctrl U ey or remove strikethrough formatting Ctrl 5 Hide rows Ctrl 9 Unhide rows Ctrl Shift Hide columns Ctrl 0 Issue Date 10 9 98 Page A 3 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix A Common JFW 3 2 and Excel 97 Keystrokes Unhide columns Ctrl Shift EDIT DATA Edit active cell F2 Paste a name into a formula F3 Copy selection Ctrl C Paste selection Ctrl V Cut selection Ctrl X Clear contents of selection Delete Insert blank cells Ctrl Shift Delete selection Ctrl Dash Undo last
175. es not indicate that it is checked however if you press Alt R it is checked Step 8 Press Alt F to mark the AutoFill radio button JFW announces Type AutoFill Radio Button Checked Step 9 Press Enter to accept the information in the Series dialog box When you press Enter Excel automatically fills the selected cells with the names of the first eight months of the year Step 10 Press Home to remove the selection cursor and place it around cell A9 only Then press the Right Arrow key to review the information in the next eight cells Notice a month name appears in each cell Exercise Using AutoFill to Insert a Series of Numbers in Selected Cells Complete the following thirteen steps to use the AutoFill feature to insert a series of numbers incremented by five in a row of selected cells Step 1 Move to cell Al 0 by pressing the Down Arrow key until JFW announces A10 Step 2 In cell A10 type 5 Press Enter to accept the data Step 3 Press the Up Arrow to return to cell A10 Step 4 Press and hold the Shift key then press the Right Arrow key eight times to include the next eight cells in the selection JFW announces Select Range Then press Shift Insert Down Arrow to verify your selection Step 5 Press Alt E to pull down the Edit menu Then press to select and execute the Fill command The Fill sub menu appears JFW announces Fill Sub menu Issue Date 10 9 98 Page 9 13 ASSIST With Windows lowa Department
176. es of cell references absolute cell references and relative cell references When you use a relative cell reference in a formula Excel finds the data referenced by using the cell with the formula as a starting point When you use an absolute cell reference Excel finds that data reference using the exact coordinates of a cell regardless of the position of the cell that contains the formula Excel updates relative cell references if you copy a formula to another cell Excel does not update an absolute cell reference if you copy a formula to another cell Excel uses dollar signs to denote an absolute cell reference Use absolute cell references when you are sure the cell reference you need will not change Issue Date 10 9 98 Page 4 33 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Naming Ranges Introduction In very large worksheets you may find it difficult to track numerous cell references To help you ensure your formulas use accurate data Excel allows you to assign names to individual cells and cell ae You can then use these names in your formulas Naming cells and cell ranges makes it easier for you to read and remember the cells that contain the data you need for your formulas Once you name a cell the name will be used rather than the cell reference To use names effectively you should be consistent in your naming conventions Naming
177. ess Insert C to read the selected cell reference Press Ctrl F2 to read the cell contents as it appears in the edit field on the Formula Bar Step 8 Press Y to activate the Yes button and continue the search for the next row page break Excel begins searching for the next row page break The search may take a few moments Issue Date 10 9 98 Page 7 5 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing A dialog box should appear indicating Excel did not find another row page break JFW announces Page Break Search Dialog Row Page Break Complete There are no row page breaks or all the row page breaks have been found OK Button If you activate the No button the macro stops running Cell A36 remains selected Step 9 Press Enter to activate the OK button A dialog box appears prompting you to search for column page breaks JFW announces Page Break Search Dialog Do You Want to Search for Column Page Breaks No Button Step 10 Press Y to activate the Yes button Excel begins searching for the first column page break The search may take a few moments A dialog box should appear indicating Excel did not find a column page break JFW announces Page Break Search Dialog Column Page Break Complete There are no column page breaks or all the column page breaks have been found OK Button Excel did not insert a column page break because the columnar
178. ess you select the data and edit it A formula is a mathematical expression that is composed of numeric values cell references functions and operators When you want to enter data in a worksheet you should set the JFW Screen Echo option to Say None If the Screen Echo option is set to any other option JFW reads extra information that may cause confusion Once you have finished entering your data you should return the JFW Screen cho option to Say Highlighted or Say All To move to a new cell use the arrow keys to move the selection cursor To enter data select the appropriate cell and type the data you should always verify the cell reference before you type or edit data in a cell Once you type the data you can press either Enter or any arrow key to enter the data When you press Enter the selection cursor moves to the cell below the cell in which you entered data When you press an arrow key the selection cursor moves to the corresponding adjacent cell When you enter data in a cell it appears in two places the active cell and the edit field on the Formula Bar Nou can press Ctrl F2 to read the information in the edit field You can press the Center key to read the cell reference and contents again Issue Date 10 9 98 Page 2 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Topic Saving a Workbook Introduction Once you have entered d
179. everal rows in either direction Exercise Objectives In the following four exercises you will use the AutoFill feature to insert a series of months in a row and a series of numbers a row You will also learn how to create a customized series Exercise Using AutoFill to Insert a Series of Months in Selected Cells Complete the following ten steps to use the AutoFill feature to insert a series of months in a row of selected cells Step 1 Move to cell A9 by pressing the Down Arrow key until JFW announces A9 Step 2 In cell A9 type January Then press Enter to accept the data Step 3 Press the Up Arrow to return to cell A9 Step 4 Press and hold the Shift key then press the Right Arrow key eight times to include the next eight cells in the selection JFW announces Select Range Then press Shift Insert Down Arrow to verify your selection Step 5 Press Alt E to pull down the Edit menu Then press to select and execute the Fill command The Fill sub menu appears JFW announces Fill Sub menu Step 6 Press S to select and execute the Series command The Series Issue Date 10 9 98 Page 9 12 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics dialog box appears JFW announces Leaving Menus Series Dialog Step Value Edit 1 Step T Press Alt R to verify the Series in Rows radio button is marked JFW announces Series in Row Radio Button JFW do
180. ew command JFW announces Leaving Menus Report xls Zoom Button When you activate the Print Preview command the view changes to a preview of how the active worksheet will appear as printed The number of pages required to print the worksheet appears in the status bar Step 4 Press Insert Page down to read the status bar and determine the number of pages required to print Sheet1 of the REPORT xLS JFW should announce Preview Page 1 of 2 indicating the data will be printed on two sheets of paper Step 5 Press Escape to exit the Print Preview and return to Sheet1 JFW announces Report xls Exercise Determining Where Page Breaks Occur Complete the following thirteen steps to determine where page breaks will appear for the REPORT XLS workbook Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt T to pull down the Tools menu JFW announces Spelling Dot Dot Dot F7 Step 3 Press M to select and execute the Macro command The Macros sub menu appears JFW announces Macro Sub menu Macros AIt F8 Tip You can use the keyboard shortcut Alt F8 to open the Macros Issue Date 10 9 98 Page 7 4 ASSIST With Windows lowa Department for the Blind 10 40 Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing dialog box From this point forward you will use this keybo
181. ey and then press the Down Arrow key to extend the selection cursor to include cell A2 JFW announces Select Range JFW does not automatically indicate which cells have been selected or data within those cells Step 3 Press Shift Insert Down Arrow to verify the selected range of cells JFW announces Selected Range is Al through A2 followed by the data in the selected range Pampered Piggies Pedicure Products First Quarter Catalog Sales Note Notice that JFW announced Selected Range instead of Selected Text JFW announces Selected Text when you are in Edit mode and are verifying data that you have selected in a cell When you are verifying data in a selected cell or a range of cells JFW announces Selected Range Step 4 Include cells A3 and A4 in the selection by pressing and hold the Shift key and then press the Down Arrow key twice to extend the selection cursor to include cells A3 and A4 JFW announces Selected Range Step 5 Press Shift Insert Down Arrow to verify the selected range of cells JFW announces Selected Range is Al through A4 followed by the data in the selected range Pampered Piggies Pedicure Products First Quarter Catalog Sales Quarterly Totals Step 6 Press Home to cancel the selection and move the selection cursor to the first cell in the worksheet To verify that only cell Al is selected press Shift Insert Down Arrow JFW announces Selected Range Al Pampered Issue Date 10 9 98 Page
182. f JFW does not read the tab press Insert Minus to route the JAWS Cursor to the Issue Date 10 9 98 Page 5 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data PC Cursor Then press Insert Center again Press the Plus key to activate the PC Cursor Step 5 Press Tab to move forward through the Font tabbed page fields The following list describes the fields and explains how to change the information in each field Do not change any information or use a command button at this time Tip Press Insert Up Arrow to read a selected item again Font The Font field is both an edit field and a list box The edit field contains the current font The list box contains a list of all the fonts installed on your computer and printer Type a font name in the edit field or press the Up and Down Arrow keys to select a font As you ress the arrow keys the font listed in the edit field changes to reflect he Sa tty font Press Alt F to move to this field JFW reads the current font Font Style The Font Style field is both an edit field and a list box The edit field contains the current font style such as Regular Bold or Italic The list box contains a list of all the styles available for the current font Type a font style in the edit field or press the Up and Down Arrow keys to select a style iS you press the arrow keys the style listed in the edit field changes to reflect the
183. f the word Week it finds The other option is to activate the Replace All button When you use the Replace All button Excel replace every occurrence of the Week without prompting you to verify the replacement Use the Replace All button when you are certain you want to replace every occurrence In this instance you do want to replace every occurrence of the word Week with the word Quarter Step 9 Press Alt A to activate the Replace All button Excel replaces all occurrences of the word Week with the word Quarter and closes the Replace dialog box JFW announces Sales xls The selection cursor is around cell A1 If you want to verify Excel replaced the word Week with the word Quarter use the Find dialog box to search first for Week and then for Quarter Issue Date 10 9 98 Page 3 42 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet What You Learned In these exercises you learned You can use the Find command to locate cells that contain the data you specify The keyboard shortcut for the Find command is Ctrl F When you press Ctrl F the Find dialog box appears Because the Find dialog box remains open you must press Insert C and Ctrl F2 to determine whether Excel found the cell for which you were searching Excel does not indicate when it has found all cells containing the data you specified in the Find dialog box It will con
184. fit cell will contain the formula to calculate the gross profit for the year You will use the figures in the Revenue_Total and Expenses_Total cells to determine the gross profit Step 2 In the Gross_Profit cell type Revenue Total Expenses Total Then press Insert Up Arrow to verify Take a moment to decipher this formula The equal sign directs Excel to treat the data in the cell as a formula The reference Revenue_Total directs Excel to use the figure in that cell The minus sign indicates Excel will subtract the figures in the referenced cells in the formula The reference Expenses_Total directs Excel to use the figure in that cell Step 3 Press Enter to accept the information in the Gross_Profit cell Excel calculates the formula displays the results in the cell and moves to cell B15 Step 4 Press the Up Arrow key to move back to the Gross_Profit cell JFW announces B14 Equals 42100 Step 5 Press Ctrl Insert N to read the cell name Then press the Center key to read the cell contents JFW announces 42100 indicating the gross profit for the year is 42 100 Using this formula Excel will always subtract the figure in the Issue Date 10 9 98 Page 4 40 ASSIST With Windows lowa Department for the Blind 410 Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Expenses_Total cell from the figure in the Revenue_Total cell to calculate the oe profit The gross profit will appear in th
185. following two JFW configuration files to the CAJF w32 sErrINGs ENu folder on your computer EXCEL JFF and EXCEL JKM 2 It copies the PERSONAL XLS file to the c PROGRAMm FILES MICROSOFT OFFICE 97 OFFICE XLSTART folder and 3 It creates the C ASSIST JFW ExcEL folder on your computer and copies the tutorial files to that folder unless you specify a different folder when prompted These files make up the electronic version of the tutorial You may use these files for reference or to produce a Braille or large print version of the tutorial You can choose not to run the SETUP EXE file If you choose not to run the SETUP EXE file you can still use the tutorial However you may not be able to perform some tasks This tutorial indicates where problems may arise if you did not run the SETUP EXE file Issue Date 10 9 98 Page ii 2 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Getting Started About the Excel Configuration Changes These configuration files are only applicable for JFW 3 2 and Excel 97 When you run the setup exe file two Excel omgaan files for JFW 3 2 will be copied to your computer These JFW 3 2 Excel configuration files will not interfere with other versions of JFW If you run the seTUP Exe file any changes you may have made to the EXCEL JKM Configuration file will be overwritten If you made changes to the EXCEL JKM ih activate the No button when prompted to overwrite the
186. font and font size Collectively a cell s attributes are known as its format For example you may format a cell to have the following attributes bold Times New Roman font 14 point font size and black color In other words a cell s format affects how the data in the cell appears on the screen and on the printed page When you begin working with a new workbook Excel uses the default format for any data you enter To change the appearance or formatting of your data you must specify new attributes You can change the formatting using keyboard shortcuts or by using the Format Cells dialog box Cell Range Excel allows you to extend the selection cursor to include several cells in a selection Excel refers to a series of cells included in a selection as a range If you want to modify several cells at once select a range of cells To denote a range of cells Excel uses a colon to separate the first and last cell in the range For example Al A4 denotes cells A1 A2 A3 and A4 and H11 K11 denotes H11 111 J11 and K11 Cell Reference A cell reference is the column and row coordinates for a cell Excel expresses the cell reference in two ways the Al reference style and the R1 C1 reference style Issue Date 10 9 98 Page G 2 ASSIST With Windows lowa Department for the Blind 4111 Excel 97 with JAWS For Windows 3 2 Glossary By default Excel uses the Al reference style which labels columns with letters and rows with numbers Fo
187. for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 6 Press S to select and execute the Series command The Series dialog box appears JFW announces Leaving Menus Series Dialog Step Value Edit 1 Step T Press Alt R to verify the Series in Rows radio button is marked JFW announces Series In Row Radio Button JFW does not indicate that it is checked however if you press Alt R it is checked Step 8 Press Alt S to move to the Step Value edit field The Step Value edit field allows you to specify the number of increments you want a series to increase or decrease You may enter a positive or negative number Step 9 In the Step Value field type 5 Step 10 Press Tab to move to the Stop Value field The Stop Value edit field allows you to specify the number at which you want the series to end Step 11 In the Stop Value field type 45 Note You may leave the Stop Value field blank If you leave this field blank Excel will automatically calculate the stop value Step 12 Press Enter to accept the information in the Series dialog box When you press Enter Excel automatically fills the selected cells with the numbers in increments of five Step 13 Press Home to remove the selection cursor and place it around cell A10 only Then press the Right Arrow key to review the information in the next eight cells Notice the numbers in each cell increase by increments of five Exercise Creating
188. for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing press Escape to close the Page Setup dialog box The focus returns to the worksheet JFW announces Report xls What Ypu Learned In these exercises you learned Headers and footers allow you to include the same information on every printed page such as the workbook title or your name The header and footer fields appear on the Header Footer tabbed page on the Page Setup dialog box Choose the Header and Footer commana on the View menu to access the Header Footer tabbed page You can use Excel s pre defined header and footer elements or specify custom information Headers and footers only appear on the screen when you view your worksheet using Print Preview Issue Date 10 9 98 Page 7 15 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Topic Setting Margins Introduction Margins determine the amount of space between your data and the edge of the paper They affect the amount of the data that will print on a single printed page Most worksheets use a one inch margin for top bottom right and left margins however you can set the margin to the size that works best for your workbook Keep in mind that the majority of printers require a minimum margin setting The minimum setting depends on your printer Refer to your printer information to
189. fy cell F7 is selected JFW announces F7 Equals 49000 Then press Ctrl Insert N to check the cell reference for the selected cell JFW should announce Revenue_ Total From now on you need only type Revenue_Total when you want to use the figure in cell F7 Step 14 Move to cell F12 by pressing Ctrl G to open the Go To dialog box Type F12 Then press Enter JFW announces Company xls Step 15 Press the Center key to verify cell F12 is selected JFW announces F12 Equals 6900 Issue Date 10 9 98 Page 4 38 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 16 Press Ctrl F3 to open the Define Name dialog box The Define Name dialog box appears JFW announces Define Name Dialog Names in Workbook Edit The insertion point is in the Names in Workbook field Step 17 In the Names in Workbook field type Expenses_Total Then press Alt A to activate the Add button Step 18 Press Enter to activate the OK button and accept the information in the Define Name dialog box Step 19 Press the Center key to verify cell F12 is selected JF W announces F12 Equals 6900 Then press Ctrl Insert N to check the cell reference for the selected cell JFW should announce Expenses_Total From now on you need only type Expenses_ Total when you want to use the figure in cell F12 Step 20 Move to cell A14 by pressing Ctrl G to open the Go
190. g names to cells and cell ranges You use the Define Name dialog box to assign a name to a selected cell or range of cells You can use the keyboard shortcut Ctrl F3 to open the Define Name dialog box Or you may choose the Name command on the Insert menu Then choose the Define command to open the Define Name dialog box You can use the keyboard shortcut Ctrl Insert N to read the cell name You must have rey the JFW configuration file provided with this tutorial in order to use this vce If you did not copy this configuration file you must use the JAWS Cursor or define a frame to read the name The name appears in the Name combo box on the Formula Bar Issue Date 10 9 98 Page 4 43 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Lesson Summary Conclusion In this lesson you learned important terms and concepts associated with performing calculations in Excel You began performing calculations by entering simple formulas You learned about and used functions You used Excel s AutoSum and AutoCalculate features to find sums quickly You used formulas and functions to compare financial scenarios You learned how to simplify formulas by assigning names to cells and cell ranges Finally you learned about using absolute and relative cell references in formulas Set Screen Echo to Say Highlighted and Close ComPANY XLS When you are finished with the exercises
191. ges you make Press Ctrl Z to activate the Undo command You can press Ctrl Y to activate the Redo command and cancel the Undo command The name of the Undo and Redo Repeat commands depends on the most recent action taken The Undo and Redo Repeat commands appear on the Edit menu If you want to undo or redo repeat a series of actions press Ctrl Z or Ctrl Y repeatedly Issue Date 10 9 98 Page 3 30 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Topic Using the Go To Command Introduction The Go To command allows you to move to a specific cell in your worksheet You can also use this command to select a range of cells in your document You should use this command when you know to which cell you want to move or when you know which range of cells you want to select Exercise Objectives In the following three exercises you will review the Go To dialog box use the Go To dialog box to move to a specific cell in your worksheet and use the Go To dialog box to select a range of cells Exercise Reviewing the Go To Dialog Box _ The Go To command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl G when using the Go To command Complete the following six steps to review the Go To dialog box Step 1 Press Insert T to verify Sales xls is the active workbook JFW announces Title Equals Microsoft Excel Sales xls
192. h Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 3 Press Ctrl C to activate the Copy command When you activate the Copy command Excel places a copy of all the contents of cell Al on the clipboard and changes the selection cursor around the cell to a dotted selection cursor JFW announces Copied Selected Range Exercise Pasting the Contents of the Clipboard The Paste command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl V when pasting the contents of the clipboard Complete the following four steps to paste the contents of cell Al into a different location in the worksheet Step 1 Select to cell A14 by pressing the Down Arrow key until JFW announces A14 Remember when you copied the contents of cell Al Excel placed a dotted selection cursor around cell Al Step 2 Press Ctrl V to paste the contents of the clipboard into cell A14 JFW announces Pasted Selected Range Excel inserts the data you copied from cell Al into cell A14 Note The dotted selection cursor remains around cell Al until you press Enter to accept the information in the cell to which you pasted the data Step 3 Press Enter to accept the information in cell A14 JFW announces Enter Step 4 Verify the copied data was pasted into cell A14 Press the Center key to read the contents of cell A14 The words Pedicure Products are now in
193. he Edit menu Then press M to select and execute the Move or Copy Sheet command The Move or Copy dialog box appears JFW announces Leaving Menus Move or Copy Dialog Before Sheet Representative Sales The selection cursor appears in the Before Sheet list box This dialog box is prompting you to indicate the new location for the active worksheet Step 4 Press Insert H for an overview of the dialog box Step 5 Press Tab to review the fields on the Move or Copy dialog box The following list describes each field and explains how to change the information in each Do not activate any command buttons or change the information at this Issue Date 10 9 98 Page 6 14 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 time Lesson Six Managing Workbooks Before Sheet The Before Sheet list box contains a list of all worksheets in the workbook Press Alt B to move to this field Then press the Up or Down Arrow key to select the worksheet that you want the moved or copied worksheet placed in front of Choose the Move to End option if you want to the worksheet to be the last worksheet in the open workbook Create a Copy Check the Create a Copy check box when you want Excel to move a copy of the current sheet and leave the original worksheet intact Press Alt C to select the Create a Copy check box Press the Spacebar to check or uncheck the check box OK Activate the OK button once you have chosen t
194. he Find Next button will search for the next occurrence of the data from the position of the selection cursor Press Issue Date 10 9 98 Page 3 36 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Alt F to activate this button Tip If you want to find a previous occurrence of the data press Alt Shift F Close Activate the Close button when you want to cancel the search and close the Find dialog box Press Escape to activate this button Replace When you activate the Replace button the Replace dialog box opens You can use the Replace dialog box to search for data and replace it with information you specify Press Alt R to activate the Replace button Step 5 When you are finished reviewing the Find dialog box press Escape to activate the Close button and close the dialog box Exercise Finding Data in A Worksheet Complete the following thirteen steps to find cells that contain the word Products in the active worksheet Step 1 Press Ctrl Home to ensure the selection cursor is on cell A1 Step 2 Press Ctrl F to open the Find dialog box JFW announces Find Dialog Find What Edit The insertion point appears in the Find What field Step 3 In the Find What field type Products You can press Insert Up Arrow to verify Step 4 Press Tab to move to the Search combo list box JFW announces Search Combo Box By Rows Step 5 Press the Down Arr
195. he T key is the hot key for this command Shift Fl is the keyboard shortcut for this command Microsoft on the Web The Microsoft on the Web command opens a sub menu with options that provide additional commands that take you to helpful Microsoft Web sites while you work in Excel For example select Frequently Asked Questions to get answers to the most common questions asked about Excel 97 The W key is the hot key for this command You must have an Internet connection to the World Wide Web in order to use this command Lotus 1 2 3 Help The Lotus 1 2 3 Help command opens a dialog box with information and demonstrations about equivalent Excel 97 and Lotus 1 2 3 features The L key is the hot key for this command This Help feature is intended to help Lotus 1 2 3 users learn to use Excel Issue Date 10 9 98 Page B 2 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix B Using Excel Help About Microsoft Excel The About Microsoft Excel command opens a dialog box with information about the Excel program such as copyright version user and company name and system information The A key is the hot key for this command Step 4 Press Alt to close the Help menu and exit the menu bar Reviewing the Microsoft Excel Help Topics Dialog Box Complete the following three steps to review the Microsoft Excel Help Topics dialog box Step 1 Press FI to open the Microsoft Excel Help Topics dialog box J
196. he information on the screen and you reviewed the purpose of the toolbars Take a Break Once you completed the exercise in the Exiting Excel topic you should take a break before beginning Lesson Two Working With Worksheets When you begin Lesson Two your computer should be turned on and you should have Excel 97 and JFW running Issue Date 10 9 98 Page 1 22 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Lesson Two Working With Worksheets Introduction This lesson provides you with information for getting started in Excel worksheets In this lesson you will learn how to navigate through a worksheet enter data and check the cell reference You will also learn how to create a new workbook and learn several methods for saving workbooks and opening existing workbooks Finally you will close a workbook without exiting Excel In this Lesson This lesson contains exercises for the following topics Topic Navigating Through and Reading Worksheet Data Topic Entering Data Topic Saving a Workbook Topic Closing a Workbook Topic Creating a New Workbook Topic Opening an Existing Workbook JFW Settings for Working with Worksheets When you are reviewing a worksheet or entering data in a worksheet you should set the JFW Screen Echo option to Say None If the Screen Echo option is set to any other option JFW reads extra information that may ca
197. he necessary options Press Enter to activate the OK button Cancel Activate the Cancel button when you decide not to move or copy the current worksheet Press Escape to activate the Cancel button To Book The To Book combo box lists all of the open workbooks You can use this field to select the workbook to which you want to move or copy the active worksheet Press Alt T to move to the To Book field Then press the Up or Down Arrow key to select a book By default the field lists the active workbook Step 6 Press Escape to activate the Cancel button and close the Move or Copy dialog box Exercise Moving a Worksheet Complete the following seven steps to move the Representative Sales worksheet to the end of the YEAR98 xLs workbook Step 1 Press Ctri Page Up and Ctri Page Down to verify the Representative Sales worksheet is the active worksheet Step 2 Press Alt E to pull down the Edit menu Then press M to select and Issue Date 10 9 98 Page 6 15 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks execute the Move or Copy Sheet command The Move or Copy dialog box appears JFW announces Leaving Menus Move or CopyDialog Before Sheet List Box Representative Sales The selection cursor appears in the Before Sheet list box Step 3 Move to the To Book field by pressing Tab until JFW announces To Book Combo Box Year98 xls If JFW does not indicate the YE
198. he new cells Excel will also update all orula so that the cell references are accurate including absolute cell references Exercise Ee In the following two exercises you will insert a new row and insert a new cell Exercise Inserting a New Row Complete the following nine steps to insert a new row in your worksheet Step 1 Press Insert I to verify Formar xus is the active workbook JFW o Title Equals Microsoft Excel Format xis followed by the current focus Step 2 Set Screen Echo is set to Say None by pressing Insert S until JFW announces None Step 3 Move to cell A17 by pressing Ctrl G to open the Go To dialog box Di Then press Enter Excel selects cell A17 JFW announces Format xls Step 4 Press the Center key to verify cell A17 is selected JFW announces A17 Taxes Due step 5 Press the Down Arrow key to move to cell A18 JFW announces A18 Date Completed You will insert a new row between rows 17 and 18 The new row will become row 18 and the current row 18 will become row 19 Step 6 Press Insert C to verify cell Al 8 is selected Then press Alt I to Issue Date 10 9198 Page 5 43 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data a oN the Insert menu JFW announces Menu Active Insert Cells Dot ot Dot Step 7 Select the Rows command by pressing the Down Arrow key until JFW announces Rows Then press Enter to execute the
199. heet in the Format xts workbook Step 1 Press Insert Escape to refresh the screen Step 2 Press Ctrl Home to move to the first cell Step 3 Press the Down Arrow key to review row labels in column A Then press Ctrl Home to return to cell Al Steps 4 Press the Right Arrow key to determine whether the column labels appear in row one Step 5 Press the Down Arrow key to move to row two Then use the Left an pia Arrow keys to determine whether the column labels appear in row two Repeat steps 4 and 5 until you feel you know the layout of the information Once you have finished reviewing the information set the Screen Echo to say None Press Insert S until JFW announces None Remember JFW reads extra information that may cause confusion if the Screen Echo option is set to any other option Once you have finished entering your data you should return the JFW Screen Echo option to Say Highlighted or Issue Date 10 9 98 Page 5 2 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Say All Issue Date 10 9 98 Page 5 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic About Formatting Introduction Every cell in a worksheet has attributes associated with it such as font and font size Collectively a cell s attributes are known as its format For example you may format a c
200. ial feature toolbars such as Forms and Chart do not appear on the menus These special features are for the advanced user and are not covered in this tutorial Types of Toolbars Excel has several toolbars Standard Formatting Chart Control Toolbox Drawing External Data Forms Picture Pivot Table Reviewing Visual Basic Web and WordArt The number of toolbars that appear on the screen depends on the feature you are using or the task you are performing For example the Chart toolbar appears when you are using the Chart feature When you are finished with a particular feature or task the corresponding toolbar closes The Standard and Formatting toolbars always appear on the screen by default Showing Hiding Toolbars Excel gives you the option of showing or hiding the toolbars However the Standard and Formatting toolbars must appear on the screen in order to use some keyboard shortcuts with JFW Do not hide these toolbars Exercise Objective In the following two exercises you will show and hide the Chart toolbar Exercise Showing the Chart Toolbar Complete the following eight steps to show the Chart toolbar Step 1 Press Insert T to verify Excel is the active program JFW Issue Date 10 9 98 Page 1 16 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 announces Title Equals Microsoft Excel Book followed by the current OCUS Step 2
201. ield Then press the Down Arrow key until JFW announces Twelve 410 Tip If you know the size you want you may type in the number rather than arrow through the possible sizes Step 9 Add single underlining to the selected cell by pressing Alt U to move to the Underline field Then press the Down Arrow key until JFW announces Single Tip You may press the first letter of the underline style to move the selection cursor quickly to the styles beginning with that letter Then press the Down Arrow key to select the style you want For example you may press S to move directly to the underline styles beginning with the letter S Step 10 Press Enter to accept the single underline style Then press Insert Up Arrow to verify the underline style Step 11 Press Enter to activate the OK button and accept the information Issue Date 10 9 98 Page 5 12 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data in the dialog box When the dialog box closes JFW announces Format xls The selected cell has the new format The words Pampered egies Pedicure Products appear in regular Century Gothic font have a twelve point font size and are underlined with a single line Step 12 To verify the format open the Format Cells dace box Press Ctrl 1 to open the Format Cells dialog box The Format Cells dialog box opens to the Font tabbed page Step 13 Press Tab to move through
202. ify Step 4 Press Shift Ctrl Right Arrow to select the word Premium Then press Shift Insert Down Arrow to verify Step 5 With the word Premium selected type New Then press the Spacebar The word New replaces the word Premium JFW does not indicate Excel replaced Premium Step 6 Press Insert Up Arrow to read the data in the cell JFW announces New Products Step 7 Press Enter to accept the data in the cell and move the focus out of the cell A selection cursor appears around the next cell in the current column cell A7 Exercise Replacing All Data in a Cell Quickly Complete the following eleven steps to quickly replace all data in cells A6 through C6 with new information Step 1 Press the Center key to verify the selection cursor is around cell A7 JFW announces Happy Hooves Callus Jell Step 2 Move the selection cursor to cell B6 by pressing the Up Arrow key Issue Date 10 9 98 Page 3 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet once to move to cell A6 Then press the Right Arrow key to cell B6 JFW announces B6 January Step 3 With cell B6 selected type Week 1 AS soon as you begin typing Excel replaces the existing data with the new data JFW does not indicate Excel replaced January with Week 1 Step 4 Press Insert Up Arrow to read the data in the cell JFW announces Week 1 Step 5 Move the selectio
203. ile extensions below You may use spaces to separate words in the workbook name For example Budget xls and Personal Budget 1998 xIs are valid filenames In most cases you should let Excel supply the default extension for Excel workbooks which is xls To do this simply type in the name without including the period and extension Using the xls extension makes it easier Issue Date 10 9 98 Page 2 14 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets to find and open your Excel workbooks Exercise Objectives In the following four exercises you will review the Save As dialog box You will also save the workbook you created in the previous topic execute a quick save and save information in the workbook SALES XLS under a new name using the Save As command Materials Needed To complete these exercises you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Exercise Reviewing the Save As Dialog Box The Save command appears on the File menu This tutorial always directs you to use the keyboard shortcut Ctrl S to save a workbook Complete the following five steps to review the Save As dialog box Step 1 Press Insert T to read the workbook title and verify that Bookl is the active workbook JFW announces Title Equals Microsoft Excel Bookl followed by the curre
204. ill command appears on the Edit menu To customize a list choose the Options command on the Tools menu Use the fields on the Custom Lists tabbed page to define your own list Issue Date 10 9 98 Page 9 17 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Topic Using the Formula Palette Introduction The Formula Palette allows you to insert functions for complex calculations Rather than requiring you to memorize all the formula s arguments and its exact syntax you can use the Formula Palette to enter the information necessary to perform the calculation Excel will then insert the formula with the correct function arguments and syntax into the selected cell Excel offers numerous functions including those related to math trigonometry financial database information statistical engineering and reference To review the functions open the Paste Function dialog box by choosing the Function command on the Insert menu The Paste Function dialog box contains lists of all the function categories and the functions available Once you select a function the Formula Palette will appear The Formula Palette appears below the Formula Bar About the Formula Palette The Formula Palette contains the following information The name of the function Fields representing the function s arguments A description of the function and each of the arguments The current resul
205. in settings should be as follows top margin is 1 5 inches bottom margin is 1 25 inches left margin is 1 inch and right margin is 1 inch Step 4 When you are finished reviewing the fields press Escape to activate the Cancel button and close the Page Setup dialog box without making any changes Exercise Determining Where Page Breaks Occur Complete the following eleven steps to determine where the page breaks occur with the new margin settings and the addition of a header and footer Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt F8 to activate the Macro command The Macros dialog box appears JFW announces Macro Dialog Macro Name Edit Personal xlsIPageBreaks The selection cursor appears in the Macro Name field the Page Breaks macro is selected If JFW does not indicate the Personal xls PageBreaks is selected press Tab once to move to the list box Then press the Down Arrow key until JEW announces Personal xls PageBreaks Step 3 Press Enter to activate the Run button A dialog box appears indicating the Page Breaks macro has begun JFW announces Page Break Search Dialog This macro will search for row page breaks and then column page breaks OK Button Step 4 Press Enter to activate the OK button Excel begins searching for the first row page break The search may take a few moments When
206. ind 41 Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks approximately eight characters of data fit completely in a cell In JFW you can use the insert N keystroke to determine whether data in a cell may be overlapping an adjacent cell You may have to press Insert Escape to refresh the screen so that JFW will read the data properly You can adjust the column width using the AutoFit Selection command or by typing a size for the column The AutoFit Selection command appears on the Columns sub menu Choose the Columns command on the Format menu to open the Columns sub menu Refer to topics Changing Column Width and Centering Text Across Cells for more information 2 Are cells formatted correctly You should check the data attributes to ensure the font font size number styles and other formatting are correct You can check the formatting by moving the insertion point to the cell or data that you know has special formatting Then press Ctrl 1 to open the Format Cells dialog box Review the fields on the Number Font and Alignment tabbed pages 3 Is the data distributed uniformly Are there too many blank cells rows or columns between my data Often when you have been editing a worksheet and are finalizing it for printing several blank rows columns or cells may appear between your data You may need to delete these blank areas to give your worksheet a unified professional appearance If yo
207. ing A Worksheet Topic Selecting Cell Ranges and Data in a Cell Introduction In order to make changes to data you have typed you must select the data You can select the data in two ways You may select either the cell or cells that contain the data or select only the data in the cell If you want to modify only part of the data in a cell activate the edit mode and select the data as necessary When you want to modify all the data in a cell simply select the cell When you select part of the data in a cell or an entire cell you are directing the computer s attention to that information Any keystrokes that you use will only affect the selected data cell or range of cells A selection cursor appears around all selected data or cells Note For reference a list of keystrokes for selecting data and cells appears in Appendix A Common JFW 3 2 and Excel 97 Keystrokes About Ranges Excel allows you to extend the selection cursor to include several cells in a selection Excel refers to a series of cells included in a selection as a range If you want to modify several cells at once select the range of cells To denote a range of cells Excel uses a colon to separate the first and last cell in the range For example Al A4 denotes cells Al A2 A3 and A4 and H11 K11 denotes H11 111 J11 and K11 Exercise Objectives In the following six exercises you will use keystrokes to select a single cell data within a cell a range of cells an
208. ing the setup process has begun Carefully read each dialog box as it appears and follow the directions as prompted Reminder If you made changes to the ExcEL JkM file activate the No button when prompted to overwrite the EXCEL JKM file When the setup is finished complete the steps to disable the Microsoft Office Assistant Disable the Microsoft Office Assistant Before you begin working with Excel 97 you should disable the Microsoft Office Assistant The Office Assistant is a help feature that is not speech friendly and can interfere with JFW This change will affect all the programs in the Office 97 suite including Word 97 Excel 97 and Access 97 Complete the following twelve steps to disable the Office Assistant You need only make this change once Issue Date 10 9 98 Page ii 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Getting Started Step 1 Make sure you do not have any Microsoft Office programs open including Excel 97 Step 2 Move the focus to the Desktop by pressing insert F6 All windows are minimized and the focus is on the Desktop JFW announces Desktop followed by the selected program icon and the number of icons on your Desktop Step 3 Press M repeatedly to select the My Computer program icon Then press Enter to open My Computer Step 4 Press Insert T to verify My Computer is the active window Step 5 Press the Up or Down Arrow key to select
209. ins the name of the AutoCorrect entry the abbreviation or word that you want to replace automatically as you type Press Alt R to move to the Replace edit field Then type in the entry you want Excel to automatically replace JFW does not read the field name To read the name press Insert Minus to route the JAWS Cursor to the PC Cursor Press the Up Arrow key and then Insert Center Then press the Plus key With The With edit field contains the text or graphic that you want Excel to use as a replacement for the word or abbreviation in the Replace edit field You may enter as much text in this field as necessary for a one line phrase You may include spaces and special characters JFW does not read the field name To read the name press Insert Minus to route the JAWS Cursor to the PC Cursor Press the Up Arrow key and then Insert Center Then press the Plus key Replace With List Box The list box below the Replace and With edit fields contain the default AutoCorrect entries No hot key is associated with this field You must press Tab to move to it To review the current entries press the Up and Down Arrow keys The first entry read is the entry that will be replaced and the second entry read is the entry that will be used as the replacement For example JFW will read acn can indicating the typo acn will automatically be replaced with the correction can Issue Date 10 9 98 Page 9 6 ASSIST With Windows lowa Department for
210. inserts the copied data JFW announces Pasted Selected Range When you are copying a range of cells you must paste the data into a location of the same size For example if you want to copy the contents of cells A6 B6 and C6 then you must paste the information into three adjacent cells in the same row such as E10 F10 and G10 When pasting data from a range of cells you do not need to select all the cells where the range data will be placed before you activate the Paste command If any of the cells where you pasted the data contain data that data will be overwritten by the new data To insert the copied data without replacing existing data use the Insert command on the Edit menu rather than the Paste command To remove a dotted selection cursor press Escape You should always remove a dotted selection cursor Otherwise JFW will not be able to read the data properly Issue Date 10 9 98 Page 3 22 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Topic Moving Data Introduction To move data contained in one cell to another cell use the Cut and Paste commands Excel allows you to move some of the data within a cell or all the data within a selected cell or range of cells When you activate the Cut command Excel places the data on the clipboard The Cut command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl
211. inting a Workbook LESSON NINE BEYOND THE BASICS Topic Using AutoComplete Topic Using AutoCorrect Topic Using AutoFill Topic Using the Formula Palette Topic For More Information on Functions APPENDIX A COMMON JFW 3 2 AND EXCEL 97 KEYSTROKES APPENDIX B USING EXCEL HELP APPENDIX C OUR EQUIPMENT AND SETTINGS GLOSSARY Issue Date 10 9 98 Page i 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Getting Started Getting Started Introduction The Getting Started section contains information about the Excel 97 with JFW 3 2 Tutorial Files disk you received with this tutorial It also includes tasks that you should complete before you begin Lesson One Introduction to Excel 97 These tasks involve running the SETUP EXE file and disabling the Microsoft Office Assistant Excel 97 with JFW 3 2 Tutorial Files Disk Overview You should have received a disk labeled Excel 97 With JFW 3 2 Tutorial Files when you received this tutorial This disk contains several files that you will use as you work through this tutorial The following describes the purpose of the files on this disk SETUP EXE File The SETUP EXE file is an executable file that automatically installs the tutorial files on your hard drive in a folder labeled ASSIST JFW ExcEL In addition the SETUP EXE file will copy an Excel macro file and two JFW configuration files Additional information about this file and the instructions t
212. is exercise you learned Issue Date 10 9 98 Page 1 18 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Excel uses several types of toolbars to display the most commonly used commands Most commands that appear on the toolbars also appear on the menus However some commands do not You can show or hide toolbars However the Standard and Formatting toolbars must appear on the screen in order to use some keyboard shortcuts with JFW The Toolbars command appears on the View menu The toolbars that you can show or hide appear on the Toolbars sub menu Toolbar commands that are checked appear on the screen JFW may not read all the buttons on the toolbars Issue Date 10 9 98 Page 1 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Topic Exiting Excel Introduction This topic explains how to exit Excel If you made changes to a workbook since the last time you saved it a dialog box appears prompting you to save it before exiting Excel To prevent mishaps you should always save your workbooks before you activate the Exit command If you exit Excel without saving your workbook you will not be able to retrieve any information in the workbook that has changed If you created a new workbook and chose not to save it the workbook is not available for future use The Ex
213. is keystroke to read the _ eum a for this data because the label is in the fourth cell of this column Step 17 Type the following formula into cell F6 B56 c6 D6 6 Then Hee Enter to accept the formula Excel performs the calculation displays he result in F6 and moves the selection cursor to cell F7 Step 18 Press the Up Arrow key to select cell F6 and read the formula result JFW announces F6 Equals 26000 Remember JFW announces Equals to indicate the cell contains a formula Tip To read the contents of a cell again press the Center key Step 19 Press Ctrl F2 to read the information in the edit field on the Formula Bar JFW announces B6 C6 D6 E6 Issue Date 10 9 98 Page 4 9 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations What You Learned In these exercises you learned Formulas can be simple such as those that sum a series of cells They can also be complex using a combination of constant values cell references operators and functions You can use cell references in formulas When you use a cell reference Excel will use the data in the referenced cell to perform the calculation Excel displays the active cell s data in two places in the cell and in the edit field on the Formula Bar When you enter a formula only the result of the formula appears in the cell and only the formula appears in the edit field on the Formula
214. it Taking the time to carefully proof your workbook can save additional work in the future It also ensures you produce a quality professional workbook Open REPORT XLS Complete the following six steps to open and review REPORT XLS Step 1 Press Ctrl 0 to open the Open dialog box JFW announces Open Dialog File Name Edit An insertion point appears in the File Name field Step 2 In the File Name field type A Example Report xls To verify the path and name press Insert Up Arrow Then press Enter to open REPORT XLS JFW announces Report xls when REPORT XLS opens Step 3 Press Ctrl Home to move to the first cell Step 4 Press the Down Arrow key to review row labels in column A Then press Ctrl Home to return to cell Al Step 5 Press the Right Arrow key to determine whether the column labels appear in row one Step 6 Press the Down Arrow key to move to row two Then use the Left and Right Arrow keys to determine whether the column labels appear in row two Repeat steps 5 and 6 until you feel you know the layout of the information Exercise Using a Proofing Checklist Use the following questions to ensure the data on Sheetl in REPORT XLS appears as it should 1 Does any data overlap Remember if data exceeds the current size of the cell the data will overlap or be overlapped by the contents of the adjacent cell By default Issue Date 10 9 98 Page 8 10 ASSIST With Windows lowa Department for the Bl
215. it Products A selection cursor appears around the word Products in the Find What field The dialog box is prompting you to enter the data for which you want to search and the replacement data Step 3 In the Find What field type Week When you begin typing Excel automatically replaces text that may be in the field Step 4 Press Tab to move to the Replace field Issue Date 10 9 98 Page 3 41 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 5 In the Replace field type Quarter Step 6 Press Tab to move to the Search combo box JFW announces Search Combo Box By Columns If JFW does not indicate the By Columns option is selected press the Down Arrow key to select it Step 7 Press Alt F to activate the Find Next button and begin the search for the word Week When Excel finds the first cell containing the word Week it places a selection cursor around the cell The Replace dialog box remains open and active JFW announces Find Next Button Step 8 Press Insert C to read the cell reference Then press Ctrl F2 to read the edit field on the Formula bar JFW announces Week 1 You have two options for replacing the data You may activate the Replace button When you use the Replace button Excel will replace the current occurrence of the word Week with the word Quarter and then prompt you to verify the replacement of each occurrence o
216. it command appears on the File menu This tutorial directs you to use the keyboard shortcut Alt F4 when exiting Excel Exercise Objective In this exercise you will exit Excel without saving the Bookl workbook Exercise Exiting Excel Complete the following two steps to exit Excel without saving Bookl Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Bookl followed by the current focus Step 2 Press Alt F4 to exit Excel When the Excel program closes JFW reads the current focus Books has not been saved What You Learned In this exercise you learned You can press Alt F4 to exit Excel Issue Date 10 9 98 eis Page 1 20 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson One Introduction to Excel 97 If you made changes to a workbook since the last time you saved it a Microsoft Excel dialog box appears prompting you to save the workbook before exiting Excel When the Excel program closes JFW reads the current focus Issue Date 10 9 98 Page 1 21 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Lesson Summary Conclusion This lesson introduced the Excel 97 program It described the screen layout and elements and explained how to open and exit Excel You learned important Excel terms You reviewed the Excel screen without changing t
217. ithin a cell You can press Insert N to read only the characters that currently fit within the cell You may need to press Insert Escape so that JFW will read the information properly You can adjust the column width using the AutoFit Selection command or by typing a size for the column The AutoFit Selection command ot ia on the Columns sub menu Choose the Columns command on the Format menu to open the Columns sub menu About AutoFit The AutoFit Selection command adjusts the column width according to the data in the selected cell or to the cell with the most number of characters in a selected range of cells Example Cell Al contains twenty characters of text Cell A2 contains fifteen characters of text If you select cell A2 and choose the AutoFit Selection command Excel will a oe the column width according to the data in cell A2 As a result the data in cell Al may not display properly Tip Using AutoFit You should use the AutoFit Selection command to adjust the width to the average length of data in a column not rae according to the cell in the column with the most number of characters data in one cell is a lot longer than the average engi of data in other cells in the column use the merge feature to display the lengthy data properly You will learn more about using the Merge Cells field in the topic Centering Text Across Cells later in this lesson Example Cell Al contains the worksheet title which is 65 characters lo
218. ive Formatting Data Lesson Summary Conclusion In this lesson you learned how to apply formatting styles to your data You changed the font and numbering format You changed the column width and learned how to define the alignment of data Finally you learned how to insert and remove cells rows and columns from your worksheet Close FORMAT XLS When you are finished with the exercises in this lesson press Ctrl F4 to close FORMAT XLS A dialog box appears asking you if you want to save the changes you made to FORMAT XLS Press N to activate the No button Excel closes the FORMAT XLS Once you close FORMAT XLS no workbooks appear in the document window Microsoft Excel is still the active program Take a Break Once you have completed the exercises in this lesson you should take a break before beginning Lesson Six Managing Workbooks When you begin Lesson Six your computer should be turned on and you should have Excel 97 and JFW running Issue Date 10 9 98 Page 5 50 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson Six Managing Workbooks Lesson Six Managing Workbooks Introduction In this lesson you will learn how to manage your workbooks You will learn how to switch among multiple workbooks and worksheets You will determine the worksheet name and rename a worksheet You will insert a new worksheet into a workbook and move a worksheet Finally you will delete a worksheet f
219. ks occur Be aware Excel may insert a page break at a row or column that makes the information difficult to read on the printed page If the page breaks are not to your liking you can adjust the amount of information that will appear on a page by making changes to the page layout settings Excel does not provide a nonvisual method for determining page breaks If you ran the setup exe file as instructed at the ronning of this tutorial you copied a macro that allows you to search for page breaks If you did not run the SETUP EXE file you will not be able to perform the second exercise in this topic Exercise Objectives In the following two exercises Ne will determine the number of printed pages the RePort xLs workbook will produce You will also use the Page Break macro to determine where page breaks occur Exercise Determining Number of Printed Pages Complete the following five steps to determine the number of printed pages the REPORT XLS workbook will produce Issue Date 10 9 98 Page 7 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Step 1 Press Insert T to verify REPORT xLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctri N Step 3 Press V to select and execute the Print Previ
220. ksheet to select all the cells in the worksheet You cannot press Shift Insert Down Arrow to verify the selection This keystroke may lock up your computer Step 3 Press Home to cancel the selection The selection cursor appears around cell Al only To verify cell Al is selected press Shift Insert Down Arrow to verify the selection JFW announces Selected Range Al Pampered Piggies Pedicure Products What You Learned In these exercises you learned In order to make changes to data ou have entered you must select the data You can select the entire cell or select only part of the data within the cell Any keystrokes that you use will affect the selected data Issue Date 10 9 98 Page 3 9 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet To select data within a cell press F2 to activate the edit mode and place the insertion point inside the cell Excel refers to a series of selected cells as a range and uses a colon to separate the first and last cell in the range You can select a range of cells by pressing and holding the Shift key while pressing the Right Left Down and Up Arrow keys To select an entire column of cells you can press Ctrl Spacebar Remember do not press Shift Insert Down Arrow to verify the selected column Your computer may lock up To select an entire row of cells you can press Shift Spacebar You can press Ctrl A to select
221. l check the spelling in a workbook and a proof a workbook using a proofing checklist Then you will print an entire workbook print a single worksheet and print a selected range of cells In this Lesson This lesson contains exercises for the following topics Topic Checking the Spelling in a Workbook Topic Proofing Your Workbook Topic Printing a Workbook Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Before You Begin Before you begin this lesson make sure your computer is turned on and you have Excel 97 and JFW running Also you will be using the workbook PROOF XLS Complete the following five steps to open PROOF XLS Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Book followed by the current focus Step 2 Insert the Excel 97 with JFW 3 2 Tutorial Files disk into the floppy disk drive Step 3 Press Ctrl O to open the Open dialog box JFW announces Open Dialog File Name Edit An insertion point appears in the File Name field Step 4 In the File Name field type A Example Proof xl s To verify Issue Date 10 9 98 Page 8 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks the path and name press Insert Up Ar
222. l combines two or more selected cells into a single cell The cell reference for a merged cell is the upper left cell in the original selected range Press Alt M to move to this check box JFW announces Merge Cells Check Box Checked Then press the Spacebar to check or uncheck this check box You can press Insert Up Arrow to verify the status of the check box Degrees The Degrees spin box sets the amount of text rotation in the selected cell Type a positive number in the Degree spin box to rotate the selected text from lower left to upper right in the cell Type a negative degrees to rotate text from upper left to lower right in the selected cell JFW announces Orientation Degrees Edit 0 when you move to this field This field may not be available if other alignment options are selected Orientation The Orientation field changes the orientation of cell contents JFW announces Orientation Text Check Box when you move to this field This field performs the same task as the Degrees spin box however you must use the mouse to change the orientation If you want to change the orientation of data in a cell use the Degrees spin box instead Step 6 Press Escape to activate the Cancel button and close the Format Cell dialog box when you are finished reviewing it Step 7 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Exercise Change the Alignment of Selected Cells Complete the following ten steps t
223. l menu icon the Program Control menu appears You can move close or change the size of the Excel program window using commands on the Program Control menu Title Bar The title bar is a horizontal bar appearing at the top edge of the program window between the Program Control menu icon and the program resize buttons The title bar lists the name of the program Microsoft Excel and the name of the active workbook Press Insert T to read the title bar Program Resize Buttons Two program resize buttons appear in the top right corner of the program window The Minimize button is the first resize button When you activate the Minimize button the program window reduces to an icon The Maximize Restore button is the second resize button The Maximize Restore button expands the program window to its fullest possible size or returns the window to its previous size after you maximized it The program resize buttons perform the same functions as the Restore Minimize and Maximize commands on the Program Control menu Close Button The Close button appears next to the Issue Date 10 9 98 Page 1 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 lt lt Maximize Restore button The Close button closes the program window The Close button performs the same function as the Exit command on the File menu Document Control Menu Icon The Document Control menu icon is a
224. l places the contents of cell A4 on the clipboard and changes the selection cursor around the cell to a dotted selection cursor The data will remain in the cell until you activate the Paste command Step 9 Select cell A21 by pressing the Down Arrow key until JF W announces A21 Step 6 Press Insert C to verify cell A21 is selected Step T Press Ctrl V to paste the contents of the clipboard JFW announces Pasted Selected Range Excel inserts the data from cell A4 into cell A21 When you activate the Paste command Excel removes the data from cell 440 A4 and inserts it in cell A21 Step 8 Press Enter to accept the information in cell A21 The selection cursor moves to the next cell JFW announces Enter Step Q Verify that the data was moved by pressing the Up and Down Arrow keys to read the data Exercise Moving Data in a Range of Cells Complete the following twelve steps to move the data in cells E6 through E12 to cells B15 through B21 Reminder When you are moving a range of cells you must paste the data into a location of the same size For example if you want to move the contents of cells A6 B6 and C6 then you must paste the information into three adjacent cells in the same row such as EI 0 F10 and G10 Issue Date 10 9 98 Page 3 25 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 1 Press Ctrl Home to move the selection cur
225. lect all the cells where the range data will be placed before you activate the Paste command If any of the cells where you pasted the data contain information that information will be overwritten by the new data To insert the copied data without replacing existing data use the Insert command on the Edit menu rather than the Paste command Issue Date 10 9 98 Page 3 27 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Topic Using the Undo and Redo Repeat Commands Introduction Excel s Undo Command allows you to reverse editing or formatting changes you made If you change your mind and decide you want to make the change after all you can use the Redo command to cancel the Undo command The Repeat command allows you to repeat the last action taken Exercise Objectives In the following two exercises you will use the Undo and Redo commands Undo Command if you accidentally make changes to text or enter the wrong command you can reverse the changes using the Undo command The name of the command depends on the most recent action taken For example the command name changes to Can t Undo if you are not allowed to undo the change The command name changes to Undo Clear when you press the Delete key to remove selected data The Undo command appears on the Edit menu This tutorial always directs you to use the keyboard shortcut Ctrl Z to activate the Undo command
226. ll B18 and moves to cell B19 Step 8 Press the Up Arrow key to move back to cell B18 JFW announces B18 Equals 6800 indicating the gross income value for the first quarter is 6800 You will perform the same calculation for each quarter Because you used relative cell references in your formula you can simply copy the formula to each cell Excel will automatically update the cell references so that the correct data will be used Step 9 Press the Center key to verify cell B18 is selected Then press Ctrl F2 to read the formula in cell B18 JFW announces B7 B12 Issue Date 10 9 98 Page 4 28 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 10 Press Ctrl C to copy the formula JFW announces Copied Selected Range A dotted selection cursor appears around cell B18 Step 11 Press the Right Arrow key to move to cell C18 Press Ctrl V to aste the formula into cell C18 JFW announces Pasted Selected ange Step 12 Press Ctrl F2 to read the formula in cell C18 JFW announces C7 C12 Notice that Excel automatically updated the cell references to C7 and C12 in the formula Excel will continue to find the first value by looking eleven cells above the current cell C18 Then Excel will find the second value by looking six cells above the current cell Step 13 Press the Right Arrow key to move to cell D18 Press Ctrl V to aste the formula i
227. ll of the current row Press Alt 4 to read the fourth cell of the current column Exercise Copying a Formula with Absolute and Relative Cell References Complete the following sixteen steps to enter a formula that uses absolute and relative cell references and copy that formula Step 1 Move to cell A19 by pressing Ctrl G to open the Go To dialog box Type A19 Then press Enter JFW announces Company xls Step 2 Press the Center key to verify the cell Al 9 is selected JFW announces A19 Taxes Due You want to determine the taxes due on the gross income for each quarter To do this multiply the tax rate listed in cell B17 by the gross income values listed in cells B18 through E18 The tax rate is currently seventeen percent You calculated the gross income for each quarter in the previous exercise Step 3 Press the Right Arrow key to move to cell B19 Tip To verify the row label press Alt 5 JFW announces Taxes Due To verify the column label press Alt 4 JFW announces Quarter 1 You can use these keystrokes to verify that you are entering data in the correct cell because the column label happens to appear in the fourth cell in the current column and the row label appears in the first cell of the row Step 4 In cell B19 type the following formula B18 B 17 Then press Insert Up Arrow to verify Take a moment to decipher this formula The equal sign directs Excel to 40 Issue Date 10 9 98 Page 4 3
228. ls and Center Alignment options These options appear on the Alignment tabbed page of the Format Cells dialog box You can also use these options to ensure that lengthy data fits in a cell thereb sa properly In this tutorial you will use the Merge Cells and Center Alignment options Before you center the title across your data you must determine the number of columns your worksheet data spans Next select the cells that you want to merge Finally choose the Center option in the Horizontal combo box and check the Merge Cells check box Exercise Objective In the following exercise you will use the Merge Cells and Center Amoni options to center the worksheet title Pampered Piggies Pedicure Products in cell Al Exercise Merging Cells and Centering Text Complete the following twelve steps to center the worksheet title Pampered Piggies Pedicure Products across the worksheet data Step 1 Press Insert T to verify FoRMAT xLs is the active workbook JFW announces Title Equals Microsoft Excel Format xls followed by the current focus Step 2 Press Ctrl Home to select cell Al JFW announces First Cell Al Pampered Piggies Pedicure Products Step 3 Press the Center key to verify cell Al is selected JFW announces Al Pampered Piggies Pedicure Products You must select the cells you want to merge Usually these cells are in the same row and extend to the last column in which data for the worksheet Issue Date 10 9 98 Page
229. lt 0 to pull down the Format menu Then press Enter to execute the Cells command The Format Cells dialog box appears JFW announces Leaving Menus Format Cells Dialog Font Tab Note The Format Cells dialog box always opens to the last tabbed page you used until you exit Excel Tip You can also use the keyboard shortcut Ctrl 1 to open the Format Cells dialog box From this point forward you will always use the keyboard shortcut Step 4 Press Insert Center to verify the Font tabbed page is the active tabbed page Issue Date 10 9 98 Page 5 11 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 5 Press Tab to move to the Font field JFW announces Font Edit Arial Important Your font font size and settings may vary depending on the fonts you have installed on your computer and printer You may have to substitute different fonts for the fonts named in this tutorial Step 6 Change the font to Century Gothic by pressing the Down Arrow key until JFW announces Century Gothic Note You cannot press the first letter of the font name to move quickly to the fonts beginning with that letter Step 7 Change the font style to regular by pressing Tab to move to the Font Style field Then press the Up Arrow key until JFW announces Regular JFW may repeat some information Step 8 Change the font size to twelve by pressing Tab to move to the Size f
230. mation in cells B15 through B21 JFW announces Enter Issue Date 10 9 98 Page 3 26 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 11 Press Home to remove the selection cursor and return the focus to cell A15 Step 12 Verify the data was moved Press the Up and Down Arrow keys to read the data Tip Cancel Cut Command To cancel the Cut command press Escape after you have pressed Ctrl X Excel will remove the dotted selection cursor from the selected cell or range of cells The data will remain in the cells What You Learned In these exercises you learned You can use the Cut and Paste commands to move data within a cell or data in a selected cell or range of cells to another cell When you activate the Cut command Excel places the data on the clipboard and changes the selection cursor around a cell or range of cells to a dotted selection cursor The cut data will remain in the cells until you activate the Paste command You can press Ctrl X to activate the Cut command You can press Ctrl V to activate the Paste command When you are moving a range of cells you must paste the data into a location of the same size For example if you want to copy the contents of cells A6 B6 and C6 then you must paste the information into three adjacent cells in the same row such as El 0 FI 0 and G10 When moving a range of cells you do not need to se
231. matting Data spaces between words with a single line Double This option underlines all characters including the spaces between words with a double line Single Accounting When you chose this option a single underline appears under the entire cell for text data If the cell contains numeric data the underline only appears under the number Double Accounting When you chose this option a double underline appears under the entire cell for text data If the cell contains numeric data the underline only appears under the number Color The Color field is a combo box JFW announces Automatic Button when you select the combo box The field contains the current color for the text You must have a color monitor in order for the color to appear on your screen To print color you must have a color plotter or a color printer Because this combo box only displays the available colors rather than a text description of the color you cannot choose a color without sighted assistance Note Automatic uses the default system color for the text In most cases this is black When you define a color for the text you are overriding the text color defined for the system Normal Font Mark the Normal font check box to set the font font style size and effects to the Normal style Generally the Normal style is the default formatting style for the worksheet You can check this check box to quickly return the formatting to the Normal style
232. mns and Cells Topic Deleting Rows Columns and Cells Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Before You Begin Before you begin this lesson make sure your computer is turned on and you have Excel 97 and JFW running Also you will be roe the workbook Format xts in all of the exercises in this lesson Complete the following five steps to open FormaT xLs Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Bookl Al ae 2 Insert the Excel 97 with JFW 3 2 Tutorial disk into the floppy disk rive Issue Date 10 9 98 Page 5 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 3 Press Ctrl O to open the Open dialog box JFW announces none Dialog File Name Edit An insertion point appears in the File Name ield Step 4 In the File Name field type a example format xls To verify the path and name press Insert Up Arrow Then press Enter to open FORMAT XLS JFW announces Format xls when FoRMAT XLS opens Step 5 Maximize the program window by pressing Alt Spacebar to pull down the Program Control menu Then press X to select and execute the Maximize command Review Sheet1 of FORMAT XLS Complete the following steps to review S
233. moved data and used the Undo and Redo commands You moved to a specific cell in your worksheet using the Go To and Find commands Finally you searched for and replaced text using the Replace command Set Screen Echo to Say Highlighted and Close SALES XLS When you are finished with the exercises in this lesson complete the following steps to set Screen Echo to Say Highlighted and close SALES XLS Step 1 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 2 Press Gtrl F4 to close SALES XLS A dialog box appears asking you if you want to save the changes you made to SALES XLS Step 3 Press N to activate the No button Excel closes the SALES XLS JFW announces Microsoft Excel Once you close SALES XLS no workbooks appear in the document window Microsoft Excel is still the active program Take a Break Once you have completed the exercises in this lesson you should take a break before beginning Lesson Four Performing Calculations When you begin Lesson Four your computer should be turned on and you should have Excel 97 and JFW running issue Date 10 9 98 Page 3 44 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations 4 Lesson Four Performing Calculations Introduction In this lesson you will learn important terms and concepts associated with performing calculations in Excel You will begin performi
234. mplete the following twelve steps to copy and paste data from SALES XLS to a new workbook Step 1 Press Ctrl Home to move the selection cursor to cell A1 Step 2 Move the selection cursor to cell A6 by pressing the Down Arrow key until JFW announces A6 New Products Step 3 Press Shift Down Arrow six times to select cells A6 through Al2 Step 4 Press Shift Insert Down Arrow to verify the selection JFW announces Selected Range A6 Through Al2 followed by the contents of the selected cells New Products Happy Hooves Callus Jell Happy As A Hog Foot Cream Welcoming Wallow Heated Foot Massager Smells Like The Barnyard Foot Mud Piggies Polish Total Step 5 Press Ctrl C to copy the data in the selected cells JFW announces Copied Selected Range A dotted selection cursor appears around the selected range Step 6 Press Ctrl N to create a new workbook JFW announces Book2 Step T Press Insert C to verify the selection cursor appears on cell A1 issue Date 10 9 98 Page 3 20 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Step 8 Press Ctrl V to paste the copied data in the new workbook JFW announces Pasted Selected Range Step 9 Press Ctrl Home to move the selection cursor to cell A1 Then press Insert Down Arrow to read all the data in the current worksheet Note You may need to press Insert Escape to refresh the screen Step 10 Press Ct
235. n Control Menu Microsoft Excel Bookl Minimize Symbol Restore Symbol Close Symbol The mouse pointer is now at the top left corner of the screen Step 6 Begin reviewing the Excel screen Press Insert Down Arrow to review the screen JFW automatically reads the entire screen beginning with the title and ending with the status bar Note If your JAWS Cursor will not move the Cursor Restriction may be active Press Insert R to turn off the Restriction You may also need to press the Alt Shift Down Arrow keys to move the JAWS Cursor by a specified amount of pixels Step T Move the mouse pointer to the top left corner of the screen Press Page Up Then press the Home key to move the mouse pointer to the left edge of the screen Press the Up Arrow key JFW announces Top of Window Application Control Menu Microsoft Excel Bookl Minimize Symbol Restore Symbol Close Symbol Step 8 Press Insert Right Arrow to find the following elements Title Bar Microsoft Excel Bookl Issue Date 10 9 98 are Page 1 12 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Program Resize and Close Buttons Minimize Maximize Restore Close Document Control Menu Icon Excel Menus on the Menu Bar File Edit View Insert Format Tools Data Window and Help Document Resize and Close Buttons Minimize Maximize Restore and Close Command buttons on the Standard
236. n Pressed The data in cell A7 appears italicized A selection cursor remains around cell A7 Note The keyboard shortcut Ctrl I is a toggle command That is it will turn italics either on or off depending on the current pan When italics are on JFW announces Italics Button Pressed When italics are off JFW announces Italics Button Step 7 Press the Down Arrow key to move to cell A8 Then press Ctrl I to italicize the selected cell JFW announces Italics Button Pressed The nae in cell A8 appears italicized A selection cursor remains around cell Step 8 Move to cell B5 Press Ctrl G to open the Go To aang box Type B5 Then press Enter Excel moves the selection cursor to cell B5 JF announces Format xls Step 9 Press the Center key to verify cell B5 is selected JFW announces B5 Quarter 1 Step 10 Press Shift Right Arrow four times to include cells C5 through F5 in the selection To verify the selection press Shift Insert Down Arrow JFW announces Selected Range B5 Through F5 Quarter 1 Quarter 2 Quarter 3 Quarter 4 Year Step 11 Press Ctrl U to underline the selected cells JFW announces Underline Button Pressed The data in cells B5 through F5 appear underlined with a single underline A selection cursor remains around the selected cells Note The keyboard shortcut Ctrl U is a toggle command That is it Issue Date 10 9 98 Page 5 14 ASSIST With Windows lowa Department for the Blind 11
237. n a column not Dhaest according to the cell in the column with the most number of characters If data in one cell is a lot longer than the average length of data in other cells in the column use the merge feature to display the lengthy data properly Issue Date 10 9 98 Page 5 31 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Controlling the Alignment of Data Introduction By default all text is left aligned and numbers dates and time are right aligned You can use the Alignment tabbed page on the Format Cells dialog box to change the alignment of the data in a cell Exercise Objectives In the following two exercises you will review the Alignment tabbed page on the Format Cells dialog box and change the cell alignment of selected cells Exercise Reviewing the Alignment Tabbed Page Format Cells Dialog box Complete the following seven steps to review the Alignment tabbed page on the Format Cells dialog box Step 1 Press Insert T to verify FORMAT XLS is the active workbook JFW announces Title Equals Microsoft Excel Format xls followed by the current focus Step 2 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 3 Press Ctrl 1 to open the Format Cells dialog box JF W announces Format Cells Dialog Number Tab Step 4 Select the Alignment tabbed page by pressing Ctrl Tab until JFW
238. n cursor to cell C6 by pressing the Right Arrow key JFW announces C6 February Step 6 With cell C6 selected type Week 2 As soon as you begin typing Excel replaces the existing data with the new data JFW does not indicate Excel replaced February with Week 2 Step T Press Insert Up Arrow to read the data in the cell JFW announces Week 2 Step 8 Move the selection cursor to cell D6 by pressing the Right Arrow key Then type Week 3 Step 9 Press Insert Up Arrow to read the data in the cell JFW announces Week 3 Step 10 Press Enter to accept the information in the cell A selection cursor appears around the next cell in the current column cell D7 Step 11 Review the changes you made by pressing the Up Arrow key once to return to cell D6 Then press the Left Arrow key to review cells B6 and C6 What You Learned In these exercises you learned To delete part of the data in a cell you must press F2 to activate the edit mode and place the insertion point inside the cell You may then use either the Issue Date 10 9 98 Page 3 14 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Backspace key or the Delete key to remove data The Delete key removes character to the right of the insertion point The Backspacer key removes the character to the left of the insertion point JFW only reads the character you are deleting when you use the Backs
239. n is set to 1 inch Type 1 25 to set the bottom margin to one and one quarter inches Step 6 Press Tab to move to the Left field JFW announces Left Edit Zero Point 5 indicating the left margin is set to one half inch Type 1 to set the left margin to one inch Step T Press Tab to move to the Right field JFW announces Right Edit Zero Point 5 indicating the right margin is set to one half inch Type 1 to set the right margin to one inch Step 8 Press Tab to move to the OK button Then press Enter to activate the button and accept the changes When the dialog box closes the focus returns to the worksheet JFW announces Report xls Exercise Verifying Margin Settings You must open the Page Setup dialog box and review the information in the margin fields in order to verify the margin settings Complete the following four steps to verify the margins for your document Step 1 Press Alt F to pull down the File menu JEW announces Menu Active New Dot Dot Dot Ctrl N Step 2 Press U to select and execute the Page Setup command The Page Setup dialog box appears If necessary press Ctrl Tab until JFW announces Margins or the current setting for the Top field Step 3 Press Tab to move through the fields JFW reads the settings in each Issue Date 10 9 98 Page 7 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing field The marg
240. n this field If you want to change the error Excel found make sure the correction appears in the Change To field before you activate the Change or Change All button Press Alt T to move to the Change To field Then press Insert Up Arrow to read the field JFW announces Change To Edit followed by the correction Issue Date 10 9 98 Page 8 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Suggestions The Suggestions list box contains possible corrections for the spelling error This list box contains replacement words from the main dictionary and any open custom dictionaries Press Alt N to move to the Suggestions list box JFW announces Suggestions List Box No Selected Item Press the Up and Down Arrow keys to select a correction Each time you select a different correction Excel places that correction in the Change To edit field The Suggestions list box is unavailable if you have unchecked the Always Suggest check box Add Words To The Add Words To combo box allows you to add the word that Excel judged to be misspelled to a personal dictionary Move to this field when the word in the Not In Dictionary field is correctly spelled but is not found in Excel s dictionary and it is a word you use often Press Alt W to move to this field JFW announces Add Words To Edit Custom Dic Then press the Down Arrow key to select a dictionary Cell
241. nced Find dialog box appears This dialog box allows you to specify additional search criteria to find and open a workbook Press Alt A to activate the Advanced button Look In The Look In combo box lists all the drives on your computer or the current folder Use the Look In combo box to designate in which drive you want to browse for your workbook Press Alt I to move the focus to this field Press the Up or Down Arrow keys to specify a drive When JFW reads the drive you want press Enter The folders in the Issue Date 10 9 98 Page 2 29 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets drive appear in the list box To designate a folder press Tab to move to the list box List Box The list box displays the contents of the selected drive or folder Every time you open a drive or folder the folders and files in that drive or folder appear in the list box replacing the information from the previous folder Remember this list box only lists the folders in the current drive If you change drives the information in this field changes You must press Tab to move to this field Step 5 Press Escape to close the Open dialog box without opening a workbook Exercise Opening an Existing Workbook Complete the following ten steps to open the EXPENSES XLS workbook Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Exc
242. nces Footer Combo Box none Step 8 Choose the Page Number element by pressing the Down Arrow key until JFW announces Page 1 To insert additional information in your footer open the Footer dialog box Step 9 Press Alt U to activate the Custom Footer button The Footer dialog box appears JFW announces Footer Dialog Left Section Edit Note The fields on the Footer dialog box are the same as those on the Header dialog box Step 10 Move to the Center Section field by pressing Tab until JFW announces Center Section Edit Press Insert Up Arrow to read the information in the Center Section field JFW announces noe And ee The word Page and page number code appears in the Center Section field Step 11 Press End to place the insertion point after the page number code Then press Enter Step 12 Type prepared By and then your name Step 13 Press Tab until JFW announces OK Button Then press Enter to Issue Date 10 9 98 Page 7 13 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing accept the information in the Footer dialog box When you press Enter the Footer dialog box closes and the focus returns to the Header Footer tabbed page on the Page Setup dialog box JFW announces Page Setup Dialog Footer Combo Box Page 1 Prepared By followed by your name Step 14 Press Tab until JEW announces OK Button Then press Ent
243. nd 46 Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics As soon as you press Enter Excel replaces your initials with your full name accepts the data in the cell and moves to cell A8 Step 11 Verify Excel made the replacement Press the Up Arrow key to move to cell A7 JEW reads your name What You Learned In these exercises you learned You can use the AutoCorrect feature to automatically correct common typing errors and to insert text or other information you frequently include in your workbooks An AutoCorrect entry should not be a real word and cannot be longer than 31 characters The text that is used to replace the entry however can be any length and include spaces and special characters The AutoCorrect command appears on the Tools menu The letter A is the hot key for this command Issue Date 10 9 98 Page 9 11 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Topic Using AutoFill Introduction Excel s AutoFill feature allows you to quickly enter an incremental series of data in selected cells A series of data can be numbers dates months or ordinals first second third etc You may also create a customized series Before you use the AutoFill feature you must type the first entry in the series Then select the cells that will be used to complete the series The selection can span multiple columns or extend s
244. nds or information about an operation in progress The right side of the status bar indicates whether keys such as the Caps Lock Scroll Lock or Num Lock are active When you are not performing a task the status bar lists Ready indicating you can enter new data or execute a command To read the status bar press Insert Page Down Refer to the topic The Status Bar in this lesson for more information about the status bar Exercise Objective In the following exercise you will use the JAWS Cursor to review the Excel screen Exercise Reviewing the Excel Screen Complete the following ten steps to review the Excel screen Step 1 Verify Excel is the active program by pressing Insert T to read the title bar JFW announces Title Equals Microsoft Excel Bookl followed by the current focus Note If Excel is not the active program hold down the Alt key and repeatedly press the Tab key until JFW announces Microsoft Excel Bookl Then release the Alt key Issue Date 10 9 98 Page 1 11 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Step 2 Press the Minus key to activate the JAWS Cursor JFW announces JAWS Cursor Step 3 Press Page Up to move the mouse pointer to the top of the screen Step 4 Press the Home key to move the mouse pointer to the left edge of the screen Step 5 Press the Up Arrow key JFW announces Top of Window Applicatio
245. ne option step 10 Press Insert Up Arrow to verify the Dollar option is selected Then press Enter to accept the selection Issue Date 10 9 98 Page 5 23 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 11 Press Enter to eh the information in the dialog box Excel closes the dialog box and applies the Currency style to cells B7 through F9 and B12 through F14 A selection cursor remains around the selecte cells JFW announces Format xls followed by the all the data in the selected cells Step 12 Use the arrow keys to review the sales and service figures in cells B7 through F9 Then review the wages and supply figures in cells B12 through F14 Notice that JFW reads the figures as currency values Exercise Applying the Percentage hr to a Selected Cell Complete the following ten steps to apply the Percentage style to cell B16 Step 1 Move to cell B16 by pressing Ctrl G to pen the Go To dialog box eee ae Then press Enter Excel moves to cell B16 JFW announces Format xls Step 2 Press the Center key to verify cell B16 is selected JFW announces B16 0 17 You will use the Number tabbed page on the Format Cells dialog box to change the appearance of the figure in this cell Step 3 Verify the Screen Echo is set to Say None Press Insert S until JFW announces None Step 4 Press Ctrl 1 to open the Format Cells dialog box JFW ann
246. ng Cell A2 contains a text label that is 9 characters Issue Date 10 9 98 Page 5 27 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data long cell A3 contains a text label that is 8 characters long and cell A4 contains a text label that is 14 characters long In this scenario you should use cell A4 to adjust the width of the column If you used cell Al the text labels may appear too far away from the data to which they are referring To fit the data in cell Al use the merge feature instead Exercise Objective IN the following exercise you will adjust the width of column A Exercise Adjusting the Column Width Complete the following fourteen steps to adjust the width of column A Step 1 Press Insert T to verify FORMAT XLS is the active workbook JFW announces Title Equals Microsoft Excel Format xls followed by the current focus Step 2 Set Screen Echo is set to Say None by pressing Insert S until JFW announces None Step 3 Press Ctrl Home to move the selection cursor to the cell Al JEW announces First Cell Al Pampered Piggies Pedicure Products Step 4 Press the Center key to read the cell again JFW announces Al Pampered Piggies Pedicure Products Reminder The Center key and the arrow keys always read the entire cell contents regardless of whether the data in the cell overlaps into an adjacent cell You can use the Insert N keystroke t
247. ng calculations by creating a simple formula You will learn about and use simple functions in a formula You will use Excel s AutoSum and AutoCalculate features to find sums quickly You will use formulas and functions to compare financial scenarios You will learn to simplify formulas by assigning names to cells and cell ranges Finally you will learn about using absolute and relative cell references In this Lesson This lesson contains exercises for the following topics Topic Understanding Formulas Topic Creating a Simple Formula Topic Understanding and Using Functions Topic Using the AutoSum and AutoCalculate Features Topic Comparing Financial Scenarios Topic Absolute and Relative Cell References Topic Naming Ranges Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Before You Begin Before you begin this lesson make sure your computer is turned on and you have Excel 97 and JFW running Also you will be using the workbook COMPANY XLS in all of the exercises in this lesson Complete the following five steps to open COMPANY XLS Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Bookl Issue Date 10 9 98 Page 4 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson
248. ng a Worksheet Introduction Occasionally you may need to insert a new worksheet into your workbook Excel inserts the worksheet before the active worksheet For example if you activate the Insert Worksheet command when you are on the second worksheet Excel will insert the new worksheet between first and second worksheets Excel assigns all new worksheets the name Sheet followed by a number Exercise Objective In this exercise you will insert a new worksheet into the YEAR9Y8 xLs workbook Exercise Inserting a New Worksheet Complete the following four steps to insert a new worksheet between the second and third worksheets Step 1 Press Insert T to verify YEAR98 xLs is the active workbook JFW announces Title Equals Microsoft Excel Year98 xlIs followed by the current focus Step 2 Switch to the Store Sales worksheet by pressing Ctrl Page Down twice JFW announces Store Sales Step 3 Press Alt I to pull down the Insert menu Then press W to select and execute the Worksheet command JFW announces Leaving Menus When you execute the Worksheet command Excel inserts a new blank worksheet between the second worksheet Product Sales and the third worksheet Store Sales Excel assigns the name Sheet1 to the new worksheet Step 4 Press Ctrl Page Down and Ctrl Page Up to review the worksheet names Issue Date 10 9 98 Page 6 12 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3
249. ng in cell B17 Step 13 Press the Right Arrow key to move to cell E19 Press Ctrl V to paste the formula into cell E19 JFW announces Pasted Selected Range Step 14 Press Ctrl F2 to read the formula in cell E19 JFW announces E18 B 17 Excel automatically updated the relative cell reference to E18 and left the B 17 cell reference intact Excel will continue to find the first value by looking one cell above the current cell E19 Then Excel will find the second value by looking in cell B17 Step 15 Press Enter to accept the pasted information in the cells Excel performs the calculation JFW announces Enter Step 16 Press the Left and Right Arrow keys to review the B19 through E19 Remember you can use the following keystrokes to obtain more information Press the Center key to read the cell reference and contents again Issue Date 10 9 98 Page 4 32 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Press Ctrl F2 to read the formula in the cell Press Alt 5 to read the first cell of the current row Press Alt 4 to read the fourth cell of the current column Tip Keyboard Shortcut To ey change a relative cell reference to an absolute cell reference press F2 to activate the Edit mode Place the insertion point after the reference Then press F4 What You Learned In these exercises you learned Excel distinguishes between two typ
250. ns In this lesson you will learn how to use simple formulas You will be introduced to more complex formulas in Lesson Nine Beyond the Basics Exercise Objective In the following exercise you will enter two simple formulas to calculate data in the company xis workbook Exercise Using Simple Formulas l Complete the following nineteen steps to read the sales and service revenues Then enter simple formulas that will calculate the yearly sales and service revenues Step 1 Press Insert T to verify comrany x s is the active workbook JFW annaus Title Equals Microsoft Excel Company xls followed by the current focus Step 2 Press Ctrl Home to move the selection cursor to cell A1 Step 3 Select cell A4 by pressing the Down Arrow key until JFW announces A4 Revenue Step 4 Review the data in the five cells to the right of cell A4 Press the Right Arrow key until you have read the data in cells B4 through F4 Then press Home to select cell A4 again Step 5 Select cell A5 by pressing the Down Arrow key until JFW announces A5 Sales Step 6 Review the data in the five cells to the right of cell A5 Press the Right Arrow key until you have read the data in cells B5 through F5 Then press Home to select cell A5 again Issue Date 10 9 98 Page 4 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations You will add the sales figures for each quar
251. nsert a code to include the current date Time When you activate the Time button Excel will insert a code to include the current time File Name When you activate the File Name button Excel will insert a code to include the name of the workbook Issue Date 10 9 98 Page 7 11 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Sheet Name This button will insert a code to include the name of the worksheet on which the data appears JFW refers to this button as the Tab button Step T When you are finished reviewing the Header dialog box press Escape to activate the Cancel button and close the dialog box The focus returns to the Page Setup dialog box JFW announces Page Setup Dialog Header Combo Box none Step 8 When you are finished reviewing the Page Setup dialog box press Escape to activate the Cancel button and close the dialog box The focus returns to the worksheet JFW announces Report xls Exercise Defining Header and Footer Information For the header you want the words 1997 Budget Report to appear in the top right corner of the page For the footer you want the word Page followed by the page number Below the word Page and the page number you want to the words Prepared By followed by your name The footer information should be centered at the bottom of the page Complete the following fourteen steps to define head
252. nt focus Step 2 Press Ctrl S to save your new workbook The first time you save a workbook the Save As dialog box appears JFW announces Save As Dialog File Name Edit Bookl xls A selection cursor appears around the default name Bookl xls in the File Name field The dialog box is prompting you to assign a name and specify the drive and folder in which you want to save the workbook Step 3 Press Insert H for an overview of this dialog box Step 4 Press Tab to move forward through the dialog box fields The following list describes the Save As dialog box fields and explains how to change the information in each field Do not change any information or use any command buttons at this time File Name Use the File Name field to type in a name for the Issue Date 10 9 98 Page 2 15 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets workbook Press Alt N to move to this field JFW announces File Name Edit followed by the current name Do not type a three character file extension in this field Excel automatically adds xls to all Excel workbooks If you want to use a different file type choose one from the Save As Type combo box Tip If you know in which drive and folder you want to save the workbook you can type the full path to indicate in which drive and folder you want to save the workbook For example you can type a example myfile If you
253. nt row and shifts the existing cells in subsequent rows up Entire Column When you mark this radio button Excel deletes the current column and shifts the existing cells in the subsequent columns to the left Step 9 Select the Entire Row option by pre ng the Up or Down Arrow key until JFW announces Delete Entire Row Radio Button Checked Step 10 With the Entire Row radio button checked press Enter When you press Enter Excel removes row 2 and shifts the subsequent rows up Cell A2 remains selected JFW announces Format xls Step 11 Press the Center Agee verify cell A2 is selected JFW announces A2 1997 Budget Report Corporate Excel automatically updates formulas to reflect their new locations However a formula that refers to a deleted cell displays an error Issue Date 10 9 98 Page 5 48 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 12 Set the Screen Echo to Say None by pressing Insert S until JFW announces None What You Learned In these exercises you learned You can use the Delete command on the Edit menu to remove a selected cell a row or column Excel automatically updates formulas to reflect their new locations However a formula that refers to a deleted cell displays an error S Issue Date 10 9 98 Page 5 49 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson F
254. nt your workbook Press Alt P to activate the Print dialog box Preview When you activate the Preview button the Page Setup dialog box closes and the view changes to a preview of the printed workbook Press Alt W to activate the Preview button Options The Options button opens the Printer Setup dialog box The Printer Setup dialog box allows you to change your printer information It has four tabbed pages Paper Print Quality Fonts and Device Options Press Alt R to activate the Properties button You can press Escape to close the Printer Setup dialog box and return to the Page Setup dialog box Step 6 When you are finished reviewing the fields on the Sheet tabbed page press Escape to close the Page Setup dialog box The focus returns to the worksheet JFW announces Report xls What You Learned In this exercise you learned You can use the Sheet tabbed page on the Page Setup dialog box to define additional print features for your workbook such as whether or not you want the gridlines or the row and column titles to print In addition you can define the print order if your worksheet will print on more than one sheet of paper Issue Date 10 9 98 Page 7 34 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks 8 Lesson Eight Proofing and Printing Workbooks Introduction In this lesson you will learn how to proof and print a workbook You wil
255. ntain many rows and columns of information may not fit on a single sheet of paper when printed If columns of data extend beyond the width of the paper Excel inserts a column page break If the rows of data extend beyond the length of the paper Excel inserts a row page break In addition to the number of rows and columns of data several other factors affect the placement of page breaks such as Malan settings whether you have included header and footer information the size of the paper and more Making changes to these settings only affect the amount of information that will appear on the printed page they do not impact how the worksheet data appears on the screen Before you print a worksheet data you should determine where the page breaks occur While Excel does not provide a nonvisual method for determining page breaks you can use the Page Break macro to search for the breaks In order to use the macro you must have used the setup exe file as instructed at the beginning of this tutorial To determine the number of panes pages a workbook will produce choose the Print Preview command on the File menu Then press Insert Page Down to read the status bar To insert your own page breaks move to the cell that intersects the row and column where you want the row and column page breaks to appear Then choose the Page Break command on the Insert menu Issue Date 10 9 98 Page 7 7 ASSIST With Windows lowa Department for the Blind
256. nto cell D18 JFW announces Pasted Selected ange Step 14 Press Ctrl F2 to read the formula in cell D18 JFW announces D7 D12 Excel automatically updated the cell references to D7 and D12 in the formula Excel will continue to find the first value oy looking eleven cells above the current cell D18 Then Excel will find the second value by looking six cells above the current cell Step 15 Press the Right Arrow key to move to cell E18 Press Ctrl V to aste the formula into cell E18 JFW announces Pasted Selected ange Step 16 Press Ctrl F2 to read the formula in cell E18 JFW announces E7 E12 Excel automatically updated the cell references to E7 and E12 in the formula Excel will continue to find the first value by looking eleven cells above the current cell E18 Then Excel will find the second value by looking six cells above the current cell Step 17 Press Enter to accept the pasted information in the cells Excel performs the calculation JFW announces Enter Step 18 Press the Left and Right Arrow keys to review B18 through E18 Remember you can use the following keystrokes to obtain more Issue Date 10 9 98 Page 4 29 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations information Press the Center key to read the cell reference and contents again Press Ctrl F2 to read the formula in the cell Press Alt 5 to read the first ce
257. o read only the data that will appear within the defined width of cell Step 5 Press Insert N to read only the data that will appear within the defined width of cell Al JFW announces Pampered The remaining text Piggies Pedicure Products overlaps into cells B1 and Cl Reminder You may need to press Insert Escape so that JFW will SS Issue Date 10 9 98 Page 5 28 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data read the information properly Step 6 Press the Down Arrow key to review the contents of cells Al through A18 The following list contains the text in each cell and the number of characters Cell Al pe Piggies Pedicure Products 34 characters Cell A3 1997 Budget Report Corporate 30 characters Cell A6 Revenue 7 characters Cell A7 Sales 5 characters Cell A8 Service 7 characters Cell A9 Total 5 characters Cell Al 1 Expenses 8 characters Cell Al2 Wages 6 characters Cell A13 pHs 8 characters Cell A14 Total 5 characters Cell A16 Tax Rate 8 characters Cell A17 Taxes Due 9 characters Cell A18 Date Completed 14 characters From this information you should determine that cells A6 though A17 fit properly in the cell because the text in each is approximately eight characters in length The text in cells Al A3 and A18 however may ee properly Upon which cell should the width of the column e based S
258. o not want Monthly Total instead you want March Total Step 5 In cell A3 type March Total As soon as you pressed M Excel automatically completed the text and entered Monthly Total in cell A3 However when you typed the next letter a Excel removed Monthly Total Step 6 Press Enter to accept the information in cell A3 Excel accepts the information and moves to cell A4 Step 7 Press the Up Arrow key to return to cell A3 JFW announces A3 March Total You can also use a keystroke to simultaneously insert the same information in several cells First select the cell that contains the data to be repeated Second select the cells where the information will be inserted If the range of cells is down a column then press Ctrl D If the range of cells is to the right and in the current row press Insert 3 and then Ctrl R Try it Move to cell Al Press Shift Right Arrow four times Then press Insert 3 and Ctrl R Issue Date 10 9 98 Page 9 3 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Cells Al through El should contain the words Monthly Total What You Learned In this exercise you learned AutoComplete allows you to quickly enter identical information in a column You may choose to turn off this option If the first few characters you type in a cell match an existing entry in that column Excel fills in the remaining characters for you Ex
259. o run the file are below README TXT File The README TXT file lists the files that the SETUP EXE file copies to your computer EXAMPLE Folder To give you hands on experience with Excel 97 you will work with a number of exercise files The EXAMPLE folder contains the exercise files you will use When necessary the tutorial directs you to open the appropriate file to complete the exercise CONFIG Folder The CONFIG folder contains the PERSONAL XLS file This file contains a macro that will simplify the process of determining where the page breaks occur on a worksheet The Issue Date 10 9 98 Page ii 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Getting Started SETUP EXE file will copy this file to the cAPRoGRAm FILES MICROSOFT OFFICE 97 OFFICE XLSTART folder If you choose not to run the SETUP EXE file you can copy the PERSONAL XLS file in the CONFIG folder and paste it in the C PROGRAM FILES MICROSOFT OFFICE 97 oFFIcE xLsTART folder The CONFIG folder also contains two JFW configuration files These configuration files cause JFW to work better with Excel The setup exe file will copy these files to the CA ww32 sErriNGs ENu folder If you choose not to run the SETUP EXE file you can copy the configuration files in the CONFIG folder and paste it in the cAJF w32 sETTINGs ENu folder The SETuP EXE File Changes The SETUP EXE file will make the following changes 1 It copies the
260. o set cells B5 through F5 to center alignment Issue Date 10 9 98 Page 5 34 ASSIST With Windows lowa Department for the Blind 411 Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 1 Select cells B5 through F5 by pre ang Ctrl G to open the Go To dialog box Type Bs Fs Then press Enter Excel places a selection cursor around these cells JFW announces Format xls Step 2 Press Shift Insert Down Arrow to verify the selection JFW announces Selected Range B5 Through F5 Quarter 1 Quarter 2 Quarter 3 Quarter 4 Year Step 3 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 4 Press ctri 1 to open the Format Cells res box appears JFW announces Format Cells Dialog Alignment Tab Then press Insert Center to verify the Alignment tabbed page is the active tabbed page Step 5 Press Tab to move to the Horizontal combo box JFW announces Horizontal Combo Box General Step 6 Press the Down Arrow key until JFW announces Center Then press Enter to accept the option Step 7 Verify the vertical alignment is set to Bottom by pressing Tab until JFW announces Vertical Combo Box Bottom If the option is not set to Bottom press the Up or Down Arrow key un JFW announces Bottom Then press Enter to accept the option Step 8 Press Enter to activate the OK button When you activate the OK button Excel centers the data in cells B5 C5 D5 E
261. o the Function Name list box Then press the Down Arrow key several times to review the statistical functions Tip To spell the selected function press and hold the Insert key and then press the Center key twice in rapid succession Issue Date 10 9 98 Page 9 22 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 20 When you are finished reviewing the Paste Functions dialog box press Escape to close it Exercise Using the PMT Function You can easily calculate monthly loan payments using the PMT function in a formula The PMT function requires the following arguments an interest rate amount the total numbers of payment and the total loan amount This formula is helpful if you want to compare payments using different interest rates number of payments and loan amounts Complete the following twenty six steps to insert a formula that will calculate the monthly payments for a loan Step 1 Press Insert T to verify PAYMENT xLS is the active workbook JFW announces Title Equals Microsoft Excel Payment xls followed by the current focus Step 2 Use the Arrow keys to review the information in cells Al through A7 and in cells B3 through B5 Step 3 Move to cell A7 JFW announces A7 Monthly Payment Then press the Right Arrow key to move to cell B7 You will use the PMT function to calculate the monthly payment for this loan Cells B3 through
262. ocument resize buttons It contains buttons that represent the most common Issue Date 10 9 98 Page 1 8 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 commands used in Excel such as open a file print save or spell check a worksheet and cut and paste data A graphic appears on each button Refer to the topic Toolbars in this lesson for more information about toolbars Formatting Toolbar The Formatting toolbar is a horizontal bar below the Standard toolbar It contains combo boxes and buttons that represent the most common formatting commands used in Excel such as selecting font style and size setting data alignment and defining numeric styles A graphic appears on each button Refer to the topic Toolbars for more information about toolbars Formula Bar The Formula Bar appears below the Formatting toolbar It contains the Name combo box Cancel button Enter button Edit Formula buttons and an edit field The Name combo box lists the active cell s name or reference The edit field lists the contents of the active cell Document Window The document window takes up the majority of space on the screen Whenever you open a workbook it appears in the document window You may have several document windows open simultaneously The size and number of document windows appearing on the screen depend on how you arrange the windows When you have seve
263. oduct Sales Then press Enter Excel changes the worksheet name to Product Sales Step 10 Switch to Sheet1 by pressing Ctrl Page Up JFW announces Sheeti1 Step 11 Press Alt 0 to pull down the Format menu Then press H to select and execute the Sheet command The Sheet sub menu appears JFW announces Sheet Sub menu Rename Step 12 Press Enter to execute the Rename command A selection cursor appears around the current name Sheet1 on the tab at the bottom of the window JFW announces Leaving Menus Sheet1 Step 13 Change the name by typing Representative Sales Then press Enter Excel changes the worksheet name to Representative Sales Step 14 Press Ctrl Page Down and Ctrl Page Up to review the worksheet names JFW should read the new worksheet names What You Learned In this exercise you learned You can use the Rename command to assign a name to a worksheet Worksheet names can be up to thirty two characters and you may use any character on the alpha numeric keyboard Issue Date 10 9 98 Page 6 10 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks The Rename Sheet command appears on the Sheet sub menu Choose the Sheet command on the Format menu to open the Sheet sub menu Issue Date 10 9 98 Page 6 11 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Topic Inserti
264. ollowing four steps to review the Help menu Step 1 Press Insert T to verify Excel 97 is the active program JFW announces Title Equals Microsoft Excel Bookl Step 2 Press Alt H to pull down the Help menu JFW announces Menu Active Help Microsoft Excel Help FI Issue Date 10 9 98 Page B 1 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix B Using Excel Help Step 3 Press the Down and Up Arrow keys to read the menu commands The following list describes each command Microsoft Excel Help The Microsoft Excel Help command opens the Excel Help Topics dialog box This dialog box contains the Contents Find and Index tabbed pages The keyboard shortcut for this command is FI If you did not disable the Office Assistant the Office Assistant will appear when you press FI Contents and Index The Contents and Index command opens the Microsoft Excel Help Topics dialog box The C key is the hot key for this command For additional instructions on using the Microsoft Excel Help Topics dialog box refer to Lesson Five Using On Line Help in the Microsoft Windows 95 With JAWS For Windows 2 0 Tutorial for Beginners What s This When you activate the What s This command a question mark appears next to the mouse pointer You can then position the mouse pointer on an element on the screen and click the Left Mouse button A pop up box appears with Help information about the element T
265. ollowing text into cell B4 Expense Step 13 Press the Left Arrow key once to enter the data and move back to cell A4 Then press the Down Arrow key to move the selection cursor down to cell A5 Step 14 Press Insert C to verify that cell A5 is the active cell Then type the following text into cell A5 January Step 15 Press the Right Arrow key to enter the data and move the selection cursor to cell B5 Step 16 Press Insert C to verify that cell B5 is the active cell Then type Issue Date 10 9 98 Page 2 10 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets the following number into cell B5 1680 Step 17 Press the Left Arrow key once to enter the data and move back to cell A5 Then press the Down Arrow key to move the selection cursor down to cell A6 Step 18 Press insert C to verify that cell A6 is the active cell Then type the following text into cell A6 February Step 19 Press the Right Arrow key to enter the data and move the selection cursor to cell B6 Press Insert C to read the current cell reference Then type the following number into cell B6 1474 Step 20 Press the Left Arrow key once to enter the data and move back to cell A6 Then press the Down Arrow key to move the selection cursor down to cell A7 Step 21 Press Insert C to verify that cell A5 is the active cell Then type the following text into cell A7 March Step 22
266. on Five Formatting Data Combo Box Dollar If JFW does not announce Symbol Combo Box Dollar then press the Up or Down Arrow rey to select the Dollar option You must press Insert Up Arrow to verify the selection Step 10 Press Enter to rea the information in the dialog box Excel closes the dialog box and applies the Currency style to the data in cell B7 A selection cursor remains around cell B7 JFW announces Format xis Step 11 Press the Center Key to read the contents of cell JFW announces B7 46 000 00 Notice JFW reads the data as a monetary value Exercise Applying the Currency Style to a Range of Cells lt the fo lowing twelve steps to apply the Currency style to a range of cells B7 through F9 and B12 through F14 Step 1 Press the Center key to verify cell B7 is selected JFW announces B7 46 000 00 Step 2 Verify the Screen Echo is set to Say None Press Insert S until JFW announces None Step 3 Use the arrow keys to review the sales and service figures in cells B7 through F9 Then review the wages and supply figures in cells B12 through F14 Remember you can use the following keystrokes Press the Center key to read the active cell again Press Ctrl F2 to read the edit field on the Formula Bar Press Alt 5 to read the first cell in the current row The first cell in the row contains the row label All the figures in this range should use the Currency style to indicate the figures represen
267. on will be used to print the workbook Issue Date 10 9 98 Page 8 13 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks 8 If data does not fit on one page what should the print order be 9 How many pages will print Issue Date 10 9 98 Page 8 14 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Topic Printing a Workbook Introduction When you are finished working with your workbook you can print it Excel allows you to specify the amount of your workbook you want to print The Print command appears on the File menu This tutorial always directs you to use the keyboard shortcut Ctrl P when printing a workbook Exercise Objectives In the following four exercises you will review the Print dialog box You will also print an entire workbook print a single worksheet and print a selected range of cells Exercise Reviewing the Print Dialog Box Complete the following four steps to review the Print dialog box Step 1 Press Insert T to verify REPORT XLS is the active workbook JF W announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Ctrl P to activate the Print command The Print dialog box appears JFW announces Print Dialog Number of Copies Edit 1 The selection cursor is in the Number of Copies spin box around
268. ook automatically opens However you may want to create a new workbook when you are already working in a workbook You can create a new workbook at anytime while you are working in Excel All Excel workbooks are based on a template What is a Template A template defines the formatting styles column width row height toolbars and number of worksheets that will appear in your workbook Templates can save you time and ensure consistency among your workbooks Excel provides you with a standard template for blank workbooks and several pre defined templates to create different types of workbooks The standard Workbook template contains default settings such as font style column and row widths etc for standard workbooks Unless you specify otherwise all new workbooks use the Workbook template This tutorial always directs you to use the Workbook template If you use the New command on the File menu the New dialog box will appear prompting you to select a template To create a new workbook quickly use the keyboard shortcut Ctrl N Exercise Objective In this exercise you will create a new blank workbook in Excel using the keyboard shortcut Ctrl N The new workbook will be based on the standard Workbook template Exercise Creating a New Workbook Complete the following five steps to create a new workbook using the Workbook template Step 1 Press Insert T to verify Microsoft Excel is the active program JFW announces Title Equals Micro
269. opies spin box around the number of copies to print Step 4 Press Alt V to mark the Active Sheet s radio button JFW announces Active Sheet s Radio Button Checked Step 5 Press Alt C to verify the Number of Copies spin box contains 1 Issue Date 10 9 98 Page 8 18 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks JFW announces Number of Copies Edit 1 Step 6 Press Enter to activate the OK button and print the workbook JFW does not indicate that you are printing however your printer will start When your printer begins printing control returns to your workbook The insertion point returns to cell Al on Sheets Exercise Printing a Selected Range of Cells Complete the following seven steps to print a selected range of cells on Sheet of the REPORT XLS workbook Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Select cells A4 through F6 by pressing Ctrl G to open the Go To dialog box Type A4 F6 Then press Enter Excel places a selection cursor around cells A4 through F6 JFW announces Report xls followed by the selected data Step 3 Press Ctrl P to activate the Print command The Print dialog box appears JFW announces Print Dialog Number of Copies Edit 1 The selection cursor is in the Number of Copies spin
270. or more information about drives and folders refer to Lesson Three Using My Computer in the Microsoft Windows 95 With JFW 2 0 Tutorial For Beginners Issue Date 10 9 98 Page 2 33 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Lesson Summary Conclusion In this lesson you learned how to navigate through a worksheet enter data and check the cell reference You created a new workbook saved a new workbook and saved an existing workbook under another name You also reviewed several methods for opening an existing workbook and learned how to close a workbook without exiting Excel Take a Break Once you completed the exercises in the Opening an Existing Workbook topic you should take a break before beginning Lesson Three Editing a Worksheet When you begin lesson three your computer should be turned on and you should have started Excel 97 and JFW Issue Date 10 9 98 Page 2 34 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Lesson Three Editing a Worksheet _ Introduction In this lesson you will learn how to edit data in a worksheet You will learn how to select cell ranges and data in a cell You will correct mistakes and delete data You will copy and move data and use the Undo and Redo commands You will use the Go To and Find commands to move the selection cursor to sp
271. ot change any information or activate a command button at this time Issue Date 10 9 98 Page 7 10 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Left Section The Left Section field is an edit box Enter your information in this field if you want the header information to appear in the top left corner of the printed page Center Section The Center Section field is an edit box Enter your information in this field if you want the header information to appear centered at the top of the printed page Right Section The Right Section field is an edit box Enter your information in this field if you want the header information to appear in the top right corner of the printed page Element Buttons You can activate any of the following buttons to further define your header information Font When you activate the Font button the Font dialog box appears Use the Font dialog box to specify the font attributes for your header information Page Number When you activate the Page Number button Excel will insert a code to include a page number JFW refers to this button as the Total button Total Page Number When you activate the Total Page Number button Excel will insert a code to include the page number out of the total page numbers JFW refers to this button as the Current button Date When you activate the Date button Excel will i
272. ot change frequently For example if you want to calculate the sales tax enter the tax rate in the formula only when you know the tax rate will not change often If the tax rate changes frequently then enter the rate into a cell and use the cell reference in the formula Function A function is a pre defined formula Excel offers numerous functions to help you analyze your data You will learn more about functions later in this lesson Operators Operators are symbols that represent mathematical operations The following are the most common operators Plus Sign Use the plus sign to indicate addition Minus Sign Use the minus sign to indicate subtraction JFW reads the minus sign as a dash Asterisk Use the asterisk to indicate multiplication Issue Date 10 9 98 Page 4 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Forward Slash Use the forward slash to indicate division Parentheses Use parentheses to indicate a set A set dal determine the order Excel will follow to perform the calculation Operand Operands are the elements to be calculated An operand can be a constant value a cell or range reference a label a cell or range name or a function Formula Syntax All elements in a formula must follow a specific syntax or order In Excel the formula syntax is an equal sign followed by the op
273. ou Learned In these exercises you learned Margins determine the amount of space between your text and the edge of the paper They affect the amount of the data that will print on a single printed page Remember most printers require a minimum margin setting You set the margins using the Page Setup dialog box The margin fields appear on the Margins tabbed page To change the margins type the number of inches for the margin Then activate the OK button Issue Date 10 9 98 Page 7 22 ASSIST With Windows lowa Department for the Blind 411 Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Topic Specifying Paper Size and Orientation Introduction Paper size refers to the dimensions of the paper on which the worksheet will be printed Paper orientation affects the manner in which the text will be printed on the paper Together paper size and orientation affect the amount of data that will fit on a single printed page Correct paper size and orientation settings ensure the optimal amount of information appears on a single printed page About Portrait and Landscape Orientation Two page orientation options are available Portrait and Landscape When you change the orientation Excel swaps the Top and Bottom margin measurements to the Left and Right margin measurements For example with an 8 1 2 by 11 inch paper size Portrait uses the 8 1 2 side of the paper as the top Landscape uses the 11 in
274. ou some keystrokes when opening a file Complete the following five steps to open the SALES XLS workbook using a shortcut SALES XLS is in the EXAMPLE folder on the floppy disk Note Make sure the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files is in the floppy disk drive Step 1 Press Ctrl O to open the Open dialog box When the dialog box appears JFW announces Open Dialog File Name Edit An insertion point appears in the File Name field Step 2 In the File Name field type a example sales xl s To verify press Insert Up Arrow Step 3 Press Enter to activate the Open button and open SALES XLS JFW announces Microsoft Excel Sales xls when the workbook opens Step 4 Press Insert T to verify SALES XLS is the active workbook Then press Insert Down Arrow to read the information in this workbook After a few moments press Ctrl to stop reading Step 0 Press Ctrl F4 to close SALES xLS Excel closes SALES XLS JFW announces Close Document Window Microsoft Excel Exercise Opening a Workbook Listed on the File Menu Excel lists on the File menu the last four workbooks in which you worked Complete the following five steps to open ExPENSES XLS from the File menu Step 1 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctrl N Step 2 Press the Down Arrow key until JFW announces 2 Expenses xls Notes The workbook names appear at the end of the File menu Issue D
275. ounces Format Cells Dialog Number Tab Then press Insert Center to verify the Number tabbed page is the active tabbed page JF W announces Number Tab Step 5 Press Tab to move to the Category list box JFW announces Category List Box General Step 6 Press P to select the Percentage style Then press Insert Up Arrow to verify JFW announces Percentage Issue Date 10 9 98 Page 5 24 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 7 Set the decimal places to zero pressing Tab to move to the Decimal Places spin box JFW announces Decimal Places Edit Two Step 8 In the Decimal Places spin box type 0 Then press Insert Up Arrow to verify JFW announces Zero p 9 Press Enter to accept the information in the dialog box Excel applies the Percentage style to the cell and closes the dialog box JFW announces Format xls A selection cursor remains around the cell Step 10 Press the Center key to read the contents of cell again JFW announces B1617 Notice that JFW reads the number as a percent Tips Keyboard Shortcuts You can use the tolowtig keyboard shortcuts to apply number styles to a selected cell or range of cells To quickly apply the Currency style use the keyboard shortcut Ctrl Shift 4 To quickly apply the Percentage style use the keyboard shortcut Ctrl Shift 5 Excel will apply the Currency or Percentage style a
276. ove to beginning of row Home Move to beginning of worksheet Ctrl Home Move to last cell on worksheet Ctrl End Move down one screen Page Down Move up one screen Page Up Move one screen to right Alt Page Down Move one screen to left Alt Page Up Move to next sheet Ctrl Page Down Move to previous sheet Ctrl Page Up Move to next workbook or window Ctrl F6 or Ctrl Tab Move to next pane F6 Move to previous pane Shift F6 PRINT amp PREVIEW Issue Date 10 9 98 Page A 5 ASSIST WITH WINDOWS Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix A Common JFW 3 2 and Excel 97 Keystrokes Display Print command Ctrl P KEYSTROKES FOR MENUS Shortcut menu right click menu Shift F10 Activate menu bar Alt or F10 Application menu Alt Spacebar Select command on a menu Up or Down Arrow Select a menu command or sub menu Left or Right Arrow Select first or last command Home or End Close visible menu and sub menu Alt Close visible menu or sub menu only Escape After pressing Alt to select the menu bar you can press Ctrl Tab to move between toolbars Use the Arrow keys to navigate between the icons MISCELLANEOUS Find command Ctrl F Go To command Ctrl G Save Ctrl S Open Ctrl O Print Ctrl P Replace Ctrl H Spelling F7 Help FI Bold Text Ctrl B Italic Text Ctrl l Underline Text Ctrl U Left Justify Ctrl L Center Text Ctrl E Right Justify Ctri R Issue Date 10 9 98
277. ow key to select the By Columns option You must press Insert Up Arrow to verify the selection each time you press the Down Arrow key Generally it is faster to search by columns than by rows Step 6 Press Alt F to activate the Find Next button and begin the search for the word Products When Excel finds the first cell containing the word Issue Date 10 9 98 Page 3 37 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Products it places a selection cursor around the cell JFW announces Find Next Button JFW does not read the contents of the cell The Find dialog box remains open and active Step 7 Press the Insert C to read the cell reference JFW announces A6 Then press Ctrl F2 to read the cell contents JFW announces New Products Note Because the Find dialog box remains open it is possible that it is covering the cell that Excel selected Therefore you cannot press the Center key to determine which cell is selected and read its contents Instead you must press Insert C to read the cell reference To read the data that appears in the selected cell you must press Ctrl F2 to read the edit field on the Formula bar Find the next cell containing the word Products Step 8 Press Alt F to activate the Find Next button and search for the next cell containing the word Products JFW does not indicate when Excel has found the next occurrence
278. p Center Bottom and Justify The default vertical alignment is bottom Press Alt V to move to this field JF W announces Vertical Combo Box Bottom Press the Down Arrow key to select an option Text Control The Text Control check boxes allow you to further sat text will appear in a cell The following check boxes are available Wrap Text When you check the Wrap Text check box Excel wraps the text into ei lines in a cell The number of a lines is dependent on the width of the column and the length of the cell contents Press Alt W to move to this check box JFW announces Wrap Text Check Box Checked Then press the Spacebar to check or uncheck this check box You can press Insert Up Arrow to verify the status of the check box Shrink To Fit When you check the Shrink To Fit check box Excel reduces the erp ae size of font characters so that all data in a selected cell fits within the column The character size is adjusted automatically if you change the column width The a tales font size is not changed Press Alt K to move to this check box JFW announces Shrink To Fit Check Box Issue Date 10 9 98 Page 5 33 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Checked Then press the Spacebar to check or uncheck this check box You can press Insert Up Arrow to verify the status of the check box Merge Cells When you check the Merge Cells check box Exce
279. pace key When you use the Delete key JFW reads the character the insertion point lands on after the deleted character To delete all the data in a cell quickly select the cell and then press the Delete key JFW does not indicate the data was deleted Read the data again using a JFW reading command such as the Center key To replace part of the data in a cell with new data you must press F2 to activate the edit mode and place the insertion point inside the cell You may then select the data you want to replace With the data selected type the new data The data you type replaces the selected data JFW does not indicate the text was replaced Read the text again using a JFW reading command such as Insert Up Arrow To replace all the data in a cell quickly select the appropriate cell and then type the new data JFW does not indicate the data was replaced with new data Read the data again using a JFW reading command such as Insert Up Arrow Issue Date 10 9 98 Page 3 15 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Topic Copying Cell Data Introduction The clipboard is a Windows feature that allows you to copy or move data from one location to another either within the same worksheet or to another worksheet workbook or application entirely Excel allows you to copy some of the data within a cell or all the data within a selected cell or range of cells
280. plete the following fourteen steps to assign names to the three worksheets in the YEAR98 ns workbook Step 1 Press Insert T to verify YEAR98 xts is the active workbook JFW announces Title Equals Microsoft Excel Year98 x1s followed by the current focus Step 2 Switch to Sheet3 by pressing Ctrl Page Down twice J FW announces Sheet3 Step 3 Press Alt 0 to pull down the Format menu Then press H to select and execute the Sheet command The Sheet sub menu appears JEW announces Sheet Sub menu Rename Step 4 Press Enter to execute the Rename command A selection cursor appears around the current name Sheet3 on the tab at the bottom of the window JFW announces Leaving Menus Sheet3 Step 5 Change the name by typing store Sales Then press Enter Excel changes the worksheet name to Store Sales Step 6 Switch to Sheet2 by pressing Ctrl Page Up JFW announces Issue Date 10 9 98 Page 6 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Sheet2 Step 7 Press Alt 0 to pull down the Format menu Then press H to select and execute the Sheet command The Sheet sub menu appears JFW announces Sheet Sub menu Rename Step 8 Press Enter to execute the Rename command A selection cursor appears around the current name Sheet2 on the tab at the bottom of the window JFW announces Leaving Menus Sheet2 Step 9 Change the name by typing Pr
281. r example the cell reference A3 indicates the cell at column A row 3 the cell reference CA102 indicates the cell at column CA row 102 The R1 C1 reference is another style of cell reference In this style Excel indicates the location of a cell with an R followed by a row number and a C followed by a column number Using cell Al as a starting point the number following R indicates the number of rows from row one The number following C indicates the number of columns from row A This style is most commonly used in macros Column Heading Bar The Column Heading Bar appears below the Formula Bar It lists the column reference at the top of each column The column references run A through Z then AA through AZ BA through BZ and continuing to IA through IZ The column reference is the first coordinate in a cell reference Constant Value Any data that you enter in a cell that is not a formula is a constant value This type of data includes text and numeric figures such as dates times currency or percentages This type of data does not change unless you select the data and edit it Formula A formula is a mathematical expression that is comprised of numeric values cell references functions and operators The data that is produced by a formula changes when other values referenced in the formula change In Excel all formulas begin with an equal sign The equal sign directs Excel to treat the data as a formula rather than as a cons
282. r syntax SUM AI2 B6 B10 E14 Exercise Objective In the following exercise you will use the SUM function to calculate the total for a range of cells Exercise Using Simple Functions a the following eighteen steps to read the expenses for wages and supplies Then enter simple functions that will total the yearly expenses for wages and supplies Step 1 Press Insert T to verify comPANy xLs is the active workbook JFW Mec se Title Equals Microsoft Excel Company xis followed by the current focus Step 2 Select cell A9 Press Ctrl G to open the Go To dialog box Then Issue Date 10 9 98 Page 4 11 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations in the Reference field type A9 Press Enter Excel moves the selection cursor to cell A9 JFW announces Company xls Step 3 Press the Center key to read the cell contents JFW announces A9 Expenses Step 4 Review the data in the five cells to the right of cell A9 Press the Right Arrow key until you have read the data in cells B9 through F9 Then press Home to select cell A9 again Step 5 Select cell A10 by pressing the Down Arrow key until JF W announces A10 Wages You will add the wage figures for each quarter to establish the total wage expenses for the year The quarterly figures appear in cells B10 through E10 The total will appear in cell F10 Step 6 Move to cell F10 by pressing
283. ral workbooks open at the same time and the document window is maximized only the active workbook appears on the screen The other workbooks are underneath the active workbook This tutorial suggests you always work in maximized windows You will learn more about working with multiple workbooks in Lesson Six Managing Workbooks The document window contains a single workbook When you first open Excel a new workbook opens to a blank worksheet Worksheet The worksheet includes column and row heading bars Issue Date 10 9 98 Page 1 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 _ cells gridlines and sheet tabs Column Heading Bar The Column Heading Bar appears below the Formula Bar It lists the column reference at the top of each column The column references run A through Z then AA through AZ BA through BZ and continuing to IA through IZ The column reference is the first coordinate in a cell reference Row Heading Bar The Row Heading Bar is a vertical bar that appears along the left side of the worksheet It lists the row reference at the beginning of each row The row references run 1 through 65 536 The row reference is the second coordinate in a cell reference Worksheet Grid The worksheet grid consists of row and column gridlines and cells Tab Scrolling Buttons Four Tab Scrolling buttons appear in the bottom left corner of the
284. rcise Objectives In the following four exercises you will review the Open dialog box and open the expensEs xis and saLes x s files Materials Needed To complete these exercises you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Exercise Reviewing the Open Dialog Box The Open command appears on the File menu This tutorial always directs yol to use the keyboard shortcut Ctrl O to open a workbook Complete the ollowing five steps to open and review the Open dialog box Note Make sure the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files is in the floppy disk drive Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Issue Date 10 9 98 Page 2 27 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Step 2 Press Ctrl O to activate the Open command The Open dialog box appears JFW announces Open Dialog File Name Edit An insertion point appears in the File Name edit box The Open dialog box is prompting you for the name and location of the file you want to open You can also use this dialog box to search for workbooks that match criteria you specify Step 3 Press Insert H for an overview of this dialog box Step 4 Press Tab to move forward through the dialog box fields The following list descri
285. read the correction One of the AutoCorrect entries is the misspelling thier and its correction the word their Step 6 When you are finished reviewing the entries press Shift Tab until JFW announces Replace Text As You Type Check Box Checked If JFW does not indicate the check box is checked press the Spacebar to check this option Note JFW may read the selected entry each time you press Shift Tab Step 7 Press Tab until JFW announces OK Button Then press Enter to close the dialog box Step 8 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Step 9 In cell A5 type thier Make sure you type it incorrectly Then press Enter As soon as you press Enter Excel makes the correction accepts the data in the cell and moves to cell A6 JFW does not indicate the correction was made Step 10 Press the Up Arrow key to return to cell A5 JFW announces A5 Their Step 11 Verify Excel made the correction by pressing and holding the Insert key and then pressing the Center key twice in rapid succession JFW spells the word in the cell Exercise Using AutoCorrect to Insert Your Name into Your Worksheet Complete the following eleven steps to use AutoCorrect to automatically Issue Date 10 9 98 Page 9 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics insert your name into your worksheet Step 1 Press Insert
286. red Piggies Pedicure Products Step 18 Press Ctrl Page Up to return to the second worksheet in the workbook Sheet2 JFW announces Sheet2 indicating the second worksheet is the active worksheet Step 19 Press Ctrl Page Up to return to the first worksheet in the workbook Sheet JFW announces Sheet indicating the first worksheet is the active worksheet What You Learned In this exercise you learned A workbook may contain up to 256 worksheets New workbooks only have three worksheets however You can switch among the worksheets by pressing Ctrl Page Down to move to the next worksheet or press Ctrl Page Up to return to the previous worksheet JFW reads the worksheet name when you switch to a new worksheet Issue Date 10 9 98 Page 6 8 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Topic Renaming a Worksheet Introduction You can assign unique names to worksheets to make them descriptive of the data they contain Use the Rename command to assign a name Worksheet names can be up to thirty two characters and you may use any character on the alpha numeric keyboard The Rename Sheet command appears on the Sheet sub menu Choose the Sheet command on the Format menu to open the Sheet sub menu Exercise Objective In the following exercise you will assign names to the three worksheets in the YEAR98 xLs workbook Exercise Renaming Worksheets Com
287. represents the amount you want Issue Date 10 9 98 Page 7 24 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing to reduce or enlarge the data on the printed page Fit To The Fit to radio button causes Excel to reduce the worksheet or selection when you print so that it fits on the specified number of pages Use the associated Pages Wide and Pages Tall spin boxes to define the page measurements Press Alt F to mark the Fit To radio button Then in the Pages Wide spin box type the number of pages you want your data to fit Press Tab to move to the Pages Tall spin box Paper Size Use the Paper Size combo box to specify the dimensions of the paper on which your worksheet will be printed The most common paper size options are letter measuring 8 1 2 by 11 inches and legal measuring 8 1 2 by 14 inches Press Alt Z to move to the Paper Size field Then press the Up or Down Arrow key to select a paper size option Print Quality The Print Quality combo box contains the following resolution options for printing High Medium Low or Draft Resolution is the number of dots per linear inch dpi that appear on the printed page The higher resolution produces the better quality of printing Press Alt Q to move to the Print Quality field First Page Number Use the First Page Number edit field to specify the first page number for your printed data Enter A
288. rkbook Introduction You can check the spelling in your workbook using the Spelling command Excel uses its dictionary to check your spelling As a result it may determine that terms which are specific to your topic or words with special spelling are misspelled Also because it has a limited dictionary Excel may not offer a correction to your misspelling The Spelling command appears on the Tools menu This tutorial directs you to use the keyboard shortcut F7 Spell Check Option Excel allows you to check the spelling of a range of cells a single worksheet or an entire workbook If you want to check the spelling of a range of cells select the cells that you want to check before activating the Spelling command Spelling Dialog Box Fields The following list describes the fields on the Spelling dialog box Not in Dictionary The Not in Dictionary field displays the possible error such as a misspelled word a duplicate word or incorrect capitalization You cannot move to this field In order to read the possible error you must use the JAWS Cursor To do this move to the Change To field Then route the JAWS Cursor to the PC Cursor Press the Up Arrow key to read the error To spell the error press and hold the Insert key and press the Center key twice in rapid succession Change To The Change To edit field contains the correction to the error When the Spelling dialog box opens the selection cursor appears around the correction i
289. rkbook for Printing Exercise Determining Where Page Breaks Occur Complete the following eleven steps to determine where the page breaks occur with the Portrait orientation and the 8 1 2 by 11 inch paper size Step 1 Press Insert T to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt F8 to activate the Macro command The Macros dialog box appears JFW announces Macro Dialog Macro Name Edit Personal xls PageBreaks The selection cursor appears the Macro Name field the Page Breaks macro is selected Step 3 Press Enter to activate the Run button A dialog box appears indicating the Page Breaks macro has begun JFW announces Page Break Search Dialog This macro will search for row page breaks and then column page breaks OK Button Step 4 Press Enter to activate the OK button Excel begins searching for the first row page break The search may take a few moments A dialog box should appear indicating Excel did not find a row page break JFW announces Page Break Search Dialog Row Page Break Search Complete There are no row page breaks or all the row page breaks have been found OK Button Notice with the Portrait orientation all the rows fit on one sheet of paper Step 5 Press Enter to activate the OK button A dialog box appears prompting you to search for column page breaks JFW announces Page Break Search Dialog Page Bre
290. rl F4 to close Book2 A dialog box appears prompting you to save Book2 Press N to close the Book2 without saving it SALES XLS becomes the active workbook When you close Book2 the focus returns to SALES xLs The dotted selection cursor remains around the selected range of cells Step 11 Press Escape to remove the dotted selection cursor from the range of cells JFW does not indicate the selection cursor was removed Important Be sure to always remove the dotted selection cursor from the selected range Otherwise JFW will not be able to read the _data properly Step 12 Press Ctrl Home to move the selection cursor to cell A1 What You Learned In these exercises you learned The clipboard is a Windows feature that allows you to copy or move data from one location to another You can copy data in a selected cell by pressing Ctrl C Excel copies the data and places it on the clipboard JFW announces Copied Selected Range When you copy a cell Excel places a dotted selection cursor around the cell The dotted selection cursor remains around the cell until you press Enter to accept the information in the cell to which you pasted the data Issue Date 10 9 98 Page 3 21 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet After you position the selection cursor where you want the copied data to appear you can press Ctrl V to activate the Paste command Excel
291. rom a workbook In This Lesson This lesson contains exercise for the following topics Topic Switching Among Multiple Open Workbooks Topic Switching Among Multiple Open Worksheets Topic Renaming a Worksheet Topic Inserting a Worksheet Topic Moving a Worksheet Topic Deleting a Worksheet Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial You should have received this disk when you received this tutorial Before You Begin Before you begin this lesson make sure your computer is turned on and you have Excel 97 and JFW running Issue Date 10 9 98 Page 6 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Topic Switching Among Multiple Open Workbooks Introduction At times you may want to exchange information in one workbook with other workbooks Because Excel allows you to have more than one workbook open at a time you can easily accomplish this task When you have more than one workbook open only the active workbook appears on the screen The other workbooks are underneath the active workbook You can easily switch among open workbooks You can switch among open workbooks in two ways The first method uses the Window menu The second method uses a keyboard shortcut Exercise Objectives In the following three exercises you will open several workbooks at once You will
292. rosoft Excel Book followed by the current focus Issue Date 10 9 98 Page 7 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson Seven Preparing a Workbook for Printing Step 2 Insert the Excel 97 with JFW 3 2 Tutorial disk into the floppy disk drive Step 3 Press Ctrl O to open the Open dialog box JFW announces Open Dialog File Name Edit An insertion point appears in the File Name field Step 4 In the File Name field type A Examp 1 e Report xI s To verify the path and name press Insert Up Arrow Then press Enter to open REPORT XLS JFW announces Microsoft Excel Report xls when REPORT XLS opens Step 5 Maximize the program window by pressing Alt Spacebar to pull down the Program Control menu Then press X to select and execute the Maximize command Review Sheet1 of REPORT XLS Complete the following steps to review Sheetl in the REPORT XLS workbook Step 1 Press Insert Escape to refresh the screen Step 2 Press Ctril Home to move to the first cell Step 3 Press the Down Arrow key to review row labels in column A Then press Ctrl Home to return to cell Al Step 4 Press the Right Arrow key to determine whether the column labels appear in row one Step 5 Press the Down Arrow key to move to row two Then use the Left and Right Arrow keys to determine whether the column labels appear in row two Repeat steps 4 and 5 until you feel you know the layout
293. row Then press Enter to open _ PROOF XLS JFW announces Proof xls when PROOF XLS opens Step 5 Maximize the program window by pressing Alt Spacebar to pull down the Program Control menu Then press X to select and execute the Maximize command Review Sheets of PROOF XLS Complete the following steps to review Sheet in the PROOF XLS workbook Step 1 Press Insert Escape to refresh the screen Step 2 Press Ctrl Home to move to the first cell Step 3 Press the Down Arrow key to review row labels in column A Then press Ctrl Home to return to cell Al Step 4 Press the Right Arrow key to determine whether the column labels appear in row one Step 5 Press the Down Arrow key to move to row two Then use the Left and Right Arrow keys to determine whether the column labels appear in row two Repeat steps 4 and 5 until you feel you know the layout of the information Once you have finished reviewing the information set the Screen Echo to Say None Press Insert S until JFW announces None Remember JFW reads extra information that may cause confusion if the Screen Echo option is set to any other option Once you have finished entering your data you should return the JFW Screen Echo option to Say Highlighted or Say All Issue Date 10 9 98 Page 8 2 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks Topic Checking the Spelling in a Wo
294. rporate Step 4 Press Ctrl Left Arrow key to place the insertion point before the word Corporate Then press Insert Center to read the current word JFW should announce Corporate Step 5 Press Shift Ctrl Right Arrow to select the word Corporate JFW Issue Date 10 9 98 Page 5 15 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data announces Select Range to Right Margin Currently you cannot use a keystroke to verify the selected text Step 6 Press Ctrl l to italicize the selected word JFW announces Italics Button Pressed The word Corporate appears italicized the remaining words in the cell do not A selection cursor remains around the word Corporate Step T To verify the format of the selected word press Ctrl 1 to open the Format Cell dialog box The dialog box opens to the Font tabbed page Step 8 Move to the Font Style field by pressing Tab until JFW announces Font Style Edit Italic indicating the word is italicized Step 9 Press Escape to close the Format Cells dialog box The focus returns to cell A3 The word Corporate remains selected Step 10 Press Home to remove the selection cursor and move the insertion point to the beginning of the text Press Insert center to read the current word JFW announces 1997 Step 11 To verify the format press Ctrl 1 to open the Format Cell dialog box Then press Tab until JFW announces
295. rrections in the Suggestions list box This button is only active when the Always Suggest check box is unchecked Press Alt S to activate the Suggest button Undo Last The Undo Last button reverses the most recent spell check actions one at a time Press Tab to select the Undo button and then Issue Date 10 9 98 Page 8 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks press Enter to activate it Cancel Close The Cancel button closes the Spelling dialog box but does not reverse any changes you have made The name of the Cancel button changes to Close after you make a change in the workbook Press Escape to activate this button AutoCorrect The AutoCorrect button adds common spelling errors to the list of AutoCorrect entries Excel will automatically correct the common error as you type Press Alt R to add the error to the list of AutoCorrect entries You will learn more about AutoCorrect in Lesson Nine Beyond the Basics Exercise Objective In this exercise you will check the PROOF XLS workbook for spelling errors and correct any errors using the Spelling dialog box Exercise Checking the Spelling in Your Workbook Complete the following eighteen steps to check the spelling in the PROOF XLS workbook Step 1 Press Insert T to verify PROOF XLS is the active workbook JFW announces Title Equals Microsoft Excel Proof xls followed by the
296. s in Issue Date 10 9 98 Page 5 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Lesson One Introduction to Excel 97 Checking Attributes In JFW you can determine the format for a selected cell or data by opening the Format Cells dialog box and reviewing the selected options To open the Format Cells dialog box choose the Cells command on the Format menu or use the Ctrl 1 keystroke Selecting Data for Formatting You can select data for formatting in two ways 1 To change the format of all the data in a cell you must select the cell before using a format command You can do this either before or after you enter data into the cell 2 To change the format of part of the data in the cell you must press F2 to enter the Edit mode Select only the data that you want to change Then use a command for the formatting style that you want Note activating the Edit mode and selecting all of the data in the cell is the same as selecting a cell Formatting Cells Versus Formatting Specific Data Within a Cell It is important to remember that when you select a cell for formatting the formatting is associated with the cell not with the data within the cell Therefore any data you type in the cell will take on the cell s formatting For example if you select a cell and choose the bold attribute any data you type in that cell will appear bold If you delete the
297. s or place an order from the web site About ASSIST With Windows To help ease the transition to the Windows environment the lowa Department for the Blind began work on ASSIST With Windows Accessible Step by Step Instructions for Speech Technology With Windows ASSIST With Windows is being funded by a three year Special Project grant from the U S Department of Education Office of Special Education and Rehabilitation Services Federal Grant H235U60092 The purpose of ASSIST With Windows is to create and disseminate tutorials and configuration and documentation materials for using Windows based applications with a screen reader application Each tutorial will focus on a different combination of Windows application and screen reader These materials will enable individuals who are blind to quickly and effectively learn to use Microsoft Windows and Windows applications with major screen reading software packages The materials will cover Windows 3 X and 95 and the following Windows applications Microsoft Office Suite Word Excel Access and Internet Explorer Corel Office Issue Date 10 9 98 Page 1 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 _ Tutorial Introduction Suite WordPerfect Quattro Pro and Paradox Lotus Smart Suite WordPro Lotus 1 2 3 and Approach and Netscape Navigator The tutorials will provide step by step instructions for beginner and intermediate users and will b
298. s 256 columns and 65 536 rows Cell A cell is a rectangular area formed by the intersection of row and column gridlines You enter a single piece of data into each cell The data is usually text a numeric value or a formula Cell Reference A cell reference is the column and row coordinates for a cell Excel expresses the cell reference in two ways the Al reference style and the R1 C1 reference style By default Excel uses the Al reference style which labels columns with letters and rows with numbers For example the Issue Date 10 9 98 Page 1 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson One Introduction to Excel 97 cell reference A3 indicates the cell at column A row 3 the cell reference CA102 indicates the cell at column CA row 102 The R1 C1 reference is another style of cell reference In this style Excel indicates the location of a cell with an R followed by a row number and a C followed by a column number Using cell Al as a starting point the number following R indicates the number of rows from row one The number following C indicates the number of columns from column A This style is most commonly used in Excel macros You may however encounter this style elsewhere You will not use this style in this tutorial Issue Date 10 9 98 foe Page 1 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduc
299. s defined in the Format Cells dialog box What You Learned In these exercises you learned You can change the numbering style for your numeric data using the Number tabbed page on the Format Cells dialog box The main field on the Number tabbed page is the yee list box The Category list box contains all the numbering styles available Each time you select a new style in the Category list box fields appropriate to that style appear on the Number tabbed page The following numbering styles are available General Number Currency Ble Accounting Date Time Fraction Scientific Text Special and Custom Issue Date 10 9 98 Page 5 25 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data You can use keyboard shortcuts for quickly apply the Currency and Percentage style to the selected cell or range of cells Issue Date 10 9 98 Page 5 26 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Changing Column Width Introduction Excel allows you to type as much data in a cell as necessary However if that data exceeds the current size of the cell the data will overlap or be oye anaes by the contents of the adjacent cell By default approximately eight characters of data fit completely in a cell JFW always automatically reads all the data in a cell even if the data does not fit properly w
300. se the Cells Rows or Columns command on the Insert menu to insert a blank row column or cell When you insert a new cell row or column Excel shifts the cells in the worksheet to accommodate the new cells Excel also updates all formulas so that the cell references are accurate including absolute cell references Issue Date 10 9 98 Page 5 46 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Topic Deleting Rows Columns and Cells Introduction When you clear all the data in a row column or cell several blank rows columns or cells may appear between your data This often happens when you have been editing a worksheet and are finalizing it for printing You may need to delete these blank areas to give your worksheet a unified professional appearance If you want to remove an entire row column or cell you must use the Delete command on the Edit menu When you delete a column row or cell Excel removes the selected cell or all the cells in the row or column from the worksheet and shifts the surrounding cells to fill the space Exercise Objective In the following exercise you will delete a row from your worksheet Exercise Deleting a Row Complete the following twelve steps to delete row 2 from your worksheet Step 1 Press Insert T to verify Format xcs is the active workbook JFW eet ce Title Equals Microsoft Excel Format xls followed by the
301. se the keyboard shortcut Ctrl F when using the Find command Complete the following five steps to review the Find dialog box Step 1 Press Ctrl Home to move the selection cursor to cell A1 Step 2 Press Ctrl F to activate the Find command The Find dialog box appears JFW announces Find Dialog Find What Edit JFW may also read text in the Find What edit field from a previous search The M dialog box is prompting you to enter the data for which you want to search Step 3 Press Insert H for an overview of the dialog box Step 4 Press Tab to move forward through the fields The following list describes the fields and explains how to change the information in each n Do not change any information or activate a command button at this ime Find What In the Find What edit field type the data you want to find Press Alt N to move the focus to this field JFW announces Find Issue Date 10 9 98 Page 3 35 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet What Edit Search Use the Search combo box to select a search direction You may choose to search down through columns by selecting the By Columns option or to search right across rows by selecting the By Rows option Press Alt S to move to this field JFW announces Search Combo Box followed by the current option Press the Up or Down Arrow key to select an option You must press Insert Up Arrow to
302. sert Center to verify the selection JFW announces Portrait Radio Button Checked Step 6 Press Enter to activate the OK button and accept changes When the dialog box closes the focus returns to the worksheet JFW announces Report xls Exercise Determining Number of Printed Pages Complete the following five steps to determine the number of printed pages this worksheet will produce Step 1 Press Insert I to verify REPORT XLS is the active workbook JFW announces Title Equals Microsoft Excel Report xls followed by the current focus Step 2 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctri N Step 3 Press V to select and execute the Print Preview command JFW announces Leaving Menus Zoom Button When you activate the Print Preview command the view changes to a preview of how the active worksheet will appear as printed The number of pages required to print the worksheet appears in the status bar Step 4 Press Insert Page Down to read the status bar and determine the number of pages required to print Sheet1 of the REPORT XLS JFW should announce Preview Page 1 of 2 indicating the data will be printed on two sheets of paper Step 5 Press Escape to exit the Print Preview and return to Sheet1 JFW announces Report xls Issue Date 10 9 98 Page 7 27 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Wo
303. soft Excel Step 2 Press Ctrl N to activate the New command A new blank workbook appears The focus is on cell Al on the first worksheet JFW announces Issue Date 10 9 98 Page 2 24 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Book2 Excel automatically assigns a default name to new workbooks This name is always Book followed by a number Because Excel automatically created a new workbook when you opened Excel the new workbook you created is named Book2 Once you open a new workbook you are ready to begin working Step 3 Press Insert C to verify cell Al is the active cell Then type Test and press Enter Step 4 Press Ctrl F4 to close the Book2 A dialog box appears prompting you to save the workbook JFW announces Close Document Window Microsoft Excel Dialog Do you want to save the changes you made to Book2 Yes Button Step 5 Press N to activate the No button When the workbook closes JFW announces Microsoft Excel Once you close Book2 no workbook appears in the document window Microsoft Excel is still the active program What You Learned In this exercises you learned Excel uses templates to define default settings for workbooks Unless you specify otherwise all new workbooks use the standard Workbook template You can create a new workbook quickly by pressing Ctrl N If you use the New command on the File menu
304. sor to cell A1 Step 2 Press the Down Arrow key until you have selected cell A6 Then select cell E6 by pressing the Right Arrow key until JFW announces E6 Total Step 3 Press Insert 0 to verify cell E6 is selected Step 4 Press Shift Down Arrow six times to select cells E6 through El 2 JFW announces Select Range each time you press Shift Down Arrow Step 5 Press Shift Insert Down Arrow to verify the selection JFW announces Selected Range E6 Through El 2 followed by cell contents Total 1762 1985 1639 1683 2021 9090 Step 6 Press Ctrl X to activate the Cut command JFW announces Cut Selected Range When you activate the Cut command Excel places all the contents of cells E6 through E12 onto the clipboard and changes the selection cursor around the cells to a dotted selection cursor The data will remain in the cells until you activate the Paste command Step 7 Move the selection cursor to cell B15 Press the Left Arrow key until you have selected cell B6 Then press the Down Arrow key until JFW announces B15 Step 8 Press Insert C to verify cell B15 is selected Step 9 Press Ctrl V to paste the contents of the clipboard JFW announces Pasted Selected Range Excel inserts the data from cells E6 through E12 into cells B15 through B21 When you activate the Paste command Excel removes the data from cells E6 through E12 and places it in cells B15 through B21 Step 10 Press Enter to accept the infor
305. st box Issue Date 10 9 98 Page 9 21 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics changes JFW reads the first function in the category then the selected category Tip To spell the selected category press and hold the Insert key and then press the Center key twice in rapid succession Step 13 Press Tab to move to the Function Name list box Then press the Down Arrow key several times to review the financial functions Note that all the functions are abbreviations for common financial statistical etc calculations In order to determine the calculation the function will perform you should read the function description below the Function Category and Function Name list boxes You must use the JAWS Cursor to read the description Step 14 Press Insert Minus to route the JAWS Cursor to the PC Cursor Step 15 Press the Down Arrow key several times until JFW reads the description for the selected function JFW will read the function name and the description When you are finished reading the function description activate the PC Cursor Step 16 Press the Plus key to activate the PC Cursor Step 17 Press Alt C to move to the Function Category field JF W announces Function Category List Box Financial Step 18 Select the Statistical category by pressing the Down Arrow key until JEW announces AVEDEV Statistical Step 19 Press Tab to move t
306. t Issue Date 10 9 98 Page 2 8 ASSIST With Windows Iowa Department for the Blind 40 Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Complete the following thirty steps to type budget data into a blank worksheet and read the data you entered Step 1 Press Insert T to verify Microsoft Excel is the active program JFW announces Title Equals Microsoft Excel Bookl followed by the current focus Step 2 Change the Screen Echo to Say None by pressing Insert S until JFW announces None Reminder When you want to enter data in a worksheet you should set the JFW Screen Echo option to Say None If the Screen Echo option is set to any other option JFW reads extra information that may cause confusion Step 3 Press Insert C to read the current cell reference JFW should announce Al The selection cursor is around the first cell in the worksheet A1 The cell is at column A row 1 Tip You should always verify the cell reference before you type or edit data in a cell Step 4 Type in the following text into cell A1 Budget 98 Do not worry about typing errors at this time When you enter data into a cell the data appears in two places the active cell and the edit field on the Formula Bar You can press Ctrl F2 to read the information in the edit field Step 5 Press Enter to accept the data you typed in cell A1 JFW announces Enter Whenever you are finished typing data in a cell yo
307. t menu Then press F to select and execute the Function command The Paste Function dialog box appears JFW announces Leaving Menus Paste Function Dialog Function Name List Box followed by the selected function This dialog box is prompting you to select a function Once you select a function the Formula Palette will appear prompting you for the data or cell references to be used in the formula Step 9 Press Insert H for an overview of the Paste Function dialog box Step 10 Press Tab to move through the dialog box fields The following list explains each field and describes how to change the information in each Do not change any information or activate a command button at this time Function Name The Function Name list box contains all the functions available for the selected function category Press Alt N to move to this field JFW announces Function Name List Box followed by the Issue Date 10 9 98 Page 9 20 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics selected function To select a new function press the Up or Down Arrow key until JFW reads the appropriate function As you select a function a description for that function appears below the list box JFW does not automatically read this information Note The focus is always in the Function Name field when the Paste Function dialog box appears Function Category The Function Category list
308. t monetary values Issue Date 10 9 98 Page 5 22 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 4 Select the cells B7 through F9 and B12 through F14 Press Ctrl G to open the Go To dialog box Type B7 F9 B12 F14 Then press Enter Excel selects the specified range of cells JFW announces Format xls Important Be sure to type the comma between the range references Currently you cannot verify the non adjacent cell selection Step 5 Press Ctrl 1 to open the Format Cells dialog box JFW announces Format Cells Dialog Number Tab Then press Insert Center to verify the Number tabbed page is the active tabbed page JF W announces Number Tab Step 6 Press Tab to move to the Category list box JFW announces Category List Box No Selected Item Step 7 Press C to select the Currency style Then press Insert Up Arrow to verify your selection JFW announces Currency Step 8 Verify two places will appear after the decimal point by pressing Tab to move to the Decimal Places spin box JFW announces Decimal Places Edit 2 If JFW does not indicate two then type 2 Press Insert Up Arrow to verify JFW announces Two step 9 Press Tab to move to the Symbol list box JFW announces Symbol Combo Box None Press the Down Arrow key twice to select the Dollar option Tip If you do not want a dollar sign to appear choose the No
309. t of the function and The current result of the entire formula Each field representing the argument lists the argument s name an edit field to enter data and either the type of information you are to enter such as a number or the current value of the data in the field Example The first field on the PMT Formula Palette lists the first argument necessary for the function which is rate This field appears as follows Rate edit field number Once you enter data into the field it appears as follows Rate B4 36 You must use the JAWS Cursor to read the items on the Formula Palette Issue Date 10 9 98 Page 9 18 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Example Layout PMT Formula Palette Below is an example of the layout of a Formula Palette The example uses the PMT function s arguments PMT function name Rate edit field number first argument Nper edit field number second argument PV edit field number third argument FV edit field number fourth argument Type edit field number fifth argument current result of the function function description field description Assistant Button Formula Result result of formula OK Cancel Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk wh
310. t use a real word as the AutoCorrect entry If for example you choose the word signature as the AutoCorrect entry to insert your name Excel will always replace the word signature with your name Exercise Objectives In the following three exercises you will review the AutoCorrect dialog box and use AutoCorrect to correct a common misspelling You will also add an AutoCorrect entry for your name Exercise Reviewing the AutoCorrect Dialog Box Complete the following five steps to review the AutoCorrect dialog box fields Step 1 Press Insert T to verify Excel is the active program JFW announces Microsoft Excel Bookl followed by the current focus Issue Date 10 9 98 Page 9 5 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Step 2 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 3 Press Alt T to pull down the Tools menu Then press A to select and execute the AutoCorrect command The AutoCorrect dialog box appears JFW announces Leaving Menus AutoCorrect Dialog AutoCorrect Page The insertion point appears in the Replace edit field Step 4 Press Tab to move through each field on the AutoCorrect tabbed page The following list describes the fields Tips To read a selected item again press Insert Up Arrow To check or uncheck a check box press the Spacebar Replace The Replace edit field conta
311. tant value Formula Bar The Formula Bar appears below the Formatting toolbar It contains the Name combo box Cancel button Enter button Edit Formula buttons and an edit box The Name combo box lists the active cell s name or reference The edit box lists the contents of the active cell Formula Palette The Formula Palette allows you to insert functions for complex calculations Rather than requiring you to memorize all the formula s arguments and its exact syntax you can use the Formula Palette to enter the information necessary to perform the calculation Excel will then Issue Date 10 9 98 Page G 3 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Glossary insert the formula with the correct function arguments and syntax into the selected cell Formula syntax All elements in a formula must follow a specific syntax or order In Excel the formula syntax is an equal sign followed by the operands elements to be calculated and the operators By default Excel calculates a formula from left to right starting with the equal sign Also Excel calculates multiplication and division before addition and subtraction You can control how Excel performs a calculation by changing the formula syntax often by using parentheses For example the formula 5 2 3 gives a result of 11 because Excel calculates multiplication before addition It multiplies 2 by 3 resulting in 6 and then adds 5 F
312. te 10 9 98 Page 4 36 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 2 Press Alt l to pull down the Insert menu Then press N to select and execute the Name command The Name sub menu appears JFW announces Name Sub menu Step 3 Press D to select and execute the Define command The Define Name dialog box appears JFW announces Leaving Menus Define Name Dialog Names in Workbook Edit Tip You may also use the keyboard shortcut Ctrl F3 to open the Define Name dialog box From this point forward you will use the keyboard shortcut This dialog box is prompting you to enter a name for the selected cell cell E6 The insertion point is in the Names in Workbook field Step 4 In the Names in Workbook field type Service Quarter4 Then press Insert Up Arrow to verify Step 5 Press Alt A to activate the Add button When you activate the Add button Excel adds the name to the Names in Workbook list box and assigns the name Service_Quarter4 to cell E6 Step 6 Press Enter to activate the OK button and accept the information in the Define Name dialog box Step T Press the Center key to verify cell E6 is selected Then press Ctrl Insert N to check the name for the selected cell JFW should announce Service_Quarter4 rather than E6 Notes When you press Ctrl Insert N JFW reads the information in the Name box on the Formula Bar You must ha
313. tep 7 Use the arrow keys to move to cell A18 Step 8 Press the Center key to verify cell Al 8 is selected and read the cell contents JFW announces A18 Date Completed Then press Insert N read only the data that will appear within the defined width of the cell JFW announces Date Compi Step 9 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 10 Press Alt O to pull down the Format menu Then press C to select and execute the Column command The Column sub menu appears Issue Date 10 9 98 Page 5 29 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data JFW announces Column Sub menu Width Dot Dot Dot Step 11 Select the AutoFit Selection command by pressing the Down Arrow key until JFW announces AutoFit Selection Tip If you want to type in a width measurement choose the Width command The number you type should represent the number of characters wide you want the column to be Step 12 With the AutoFit Selection command selected press Enter to execute the command When you press Enter Excel adjusts the width of column A so that all the data in cell Al 8 fits properly in the cell The width of column A is now approximately 15 characters wide Important The text in cells Al and A2 still do not fit properly within the cell the text overlaps the adjacent cells You will learn how to correct this pro
314. ter to activate the OK button Excel closes the Go To sa oe and moves the selection cursor to cell D6 JFW announces Sales xls Step 5 Press the Center key to read the cell coordinate and cell contents JFW announces D6 Week 3 Exercise Selecting a Range of Cells Complete the following seven steps to select cells C6 through C12 using the Go To dialog box Step 1 Press Ctrl Home to move the selection cursor to cell Al JFW announces First Cell Al Pedicure Products Step 2 Press Ctrl G to open the Go To dialog box JFW announces Go To Dialog Reference Edit Al Step 3 In the Reference edit field press Delete to remove the information from the previous move Step 4 In the Reference edit field type ce c12 You can press Insert Up Arrow to verify Reminder Excel uses a colon to denote a range of cells Step 5 Press Enter to activate the OK button Excel closes the Go To dialog box and selects cells C6 through C12 JFW announces Sales xls Step 6 Press Shift Insert Down Arrow to verify the selection JFW announces Selected Range C6 Through C12 Week 2 523 664 522 539 Issue Date 10 9 98 Page 3 33 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet 691 2939 Step 7 Press Ctril Home to remove the selection cursor and move to cell A1 Tip Selecting Ranges You are not restricted to selecting adjacent cells in a range For e
315. ter to establish the total sales revenues for the year The quarterly figures appear in B5 through E5 The total will appear in cell F5 Step 7 Move to cell F5 by pressing the Right Arrow key until JFW announces F5 Press Alt 4 to read the cell above the current cell F5 Remember you can use the keystrokes Alt 1 Alt 2 Alt 3 and Alt 4 to read the first four cells of the current column Step 8 Press Insert C to verify cell F5 is selected JFW announces F5 Step 9 Type the following formula into cell F5 B5 C5 D5 1 E5 Then press Insert Up Arrow to verify Take a moment to decipher this formula The equal sign directs Excel to treat the data as a formula Notice that JFW prompts you to enter a formula when you type an equal sign The cell references B5 C5 D5 and E5 direct Excel to use the data in those cells to perform the calculation The plus sign indicates you want to sum the data found in cells B5 C5 D5 and E5 Remember when you enter a formula always type an equal sign first then the operands and operators In this formula the cell references are the operands and the plus sign is the operator Step 10 Press Enter to accept the formula When you press Enter Excel performs the calculation displays the result in F5 and moves the selection cursor to cell F6 Step 11 Press the Up Arrow key to select cell F5 and read the formula result JFW announces F5 Equals 22000 Note that JFW announces Equals to
316. terly Totals now appear after the words Pedicure Products Step 12 Press Enter to accept the information in the cell Then press the Up Arrow key to return to cell A14 JFW announces A14 Pedicure Products Quarterly Totals Issue Date 10 9 98 Page 3 18 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Exercise Copying a Range of Cells When you paste the data copied from a range of cells you must paste the data into a location of the same size For example if you want to copy the contents of cells A6 B6 and C6 then you must paste the information into three adjacent cells in the same row such as El 0 FI 0 and G10 Complete the following nine steps to oy the contents of cells A7 through All and paste it in cells A16 through A20 Step 1 Press Ctrl Home to move the selection cursor to the first cell in the worksheet cell Al JFW announces First Cell Al Pedicure Products Step 2 Move to cell A7 by pee the Down Arrow key until JFW announces A7 Happy Hooves Callus Jell Step 3 Select cells A7 through Al 1 by pressing and holding down the Shift key Then repeatedly press the Down Arrow key four times until cells A8 AQ Al 0 and Al 1 are selected Then release the Shift key JFW announces Selected Range each time you press the Down Arrow key Step 4 Press Shift Insert Down Arrow to verify the selected data JFW announces Selected nany
317. th Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix A Common JFW 3 2 and Excel 97 Keystrokes A Appendix A Common JFW 3 2 and Excel 97 Keystrokes JFW WITH EXCEL KEYSTROKES To silence JFW at anytime Ctrl or Shift Read Title Bar Insert T Refresh the screen Insert Escape You may need to refresh the screen frequently in order for JFW to read oi Read Excel Version Ctrl Insert V Change JAWS Verbosity Insert V Change Screen Echo Insert S Read Cell Coordinates Insert C Read Current Cell Contents and Coordinates Center key Remember the Center key is the 5 key on the Number pad Spell Selected Word Insert Center Center Read First Cell in Current Column Alt 1 Read Second Cell in Current Column Alt 2 Read Third Cell in Current Column Alt 3 Read Fourth Cell in Current Column Alt 4 Read First Cell in Current Row Alt 5 Read Second Cell in Current Row Alt 6 Read Third Cell in Current Rows Alt 7 Read Fourth Cell in Current Row Alt 8 Read Edit Field in the Formula Bar Ctrl F2 Read Data Within Current Cell Size Insert N Issue Date 10 9 98 Page A 1 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix A Common JFW 3 2 and Excel 97 Keystrokes Spell Check Insert F7 EXCEL KEYSTROKES ENTERING DATA Complete cell entry Enter Cancel a cell entry Esc Repeat last action F4 or Ctrl Y Start new line in same cell Alt Enter
318. th Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets use the Find Now button Press Alt X to move to the Text or Property field Last Modified The Last Modified combo box allows you to search for workbooks that were modified within a time period that you specify Use this field to select a time period Once you choose a time period use the Find Now button Press Alt M to move to the Last Modified field The choices are Any Time This Month Last Month This Week Last Week Today Yesterday The default setting is Any Time Find Now When you activate the Find Now button Excel begins searching for workbooks that match the criteria you specified in the Text or Property and Last Modified fields The list of workbooks meeting the criteria appears in the list box Press Alt F to activate the Find Now button New Search When you activate the New Search button Excel clears the search criteria you specified in the Text or Property and Last Modified fields Press Alt W to activate the New Search button Open When you activate the Open button Excel opens the workbook you selected in the list box or typed in the File Name field Press Alt 0 to activate the Open button Cancel Activate the Cancel button when you decide you do not want to open a workbook Press Escape to activate the Cancel button and close the dialog box Advanced When you activate the Advanced button the Adva
319. th Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Nine Beyond the Basics Tip Function Descriptions You can use JFW s Frame feature to define frames for the function and field descriptions The descriptions always appear at the bottom of the dialog box and the Formula Palette Using Frames will allow you to easily read information about the selected function and the active field For more information about using frames consult the JFW user s manual What You Learned In these exercises you learned The Paste Function dialog box allows you to insert functions for complex calculations Rather than requiring you to memorize the exact syntax the dialog box prompts you for the information necessary to perform the calculation Excel will then insert the formula with the correct function and syntax into the selected cell Excel offers numerous functions including those related to math trigonometry financial database information statistical engineering and reference The Paste Function dialog box contains lists of all the function categories and the functions available To review the functions open the Paste Function dialog box by choosing the Function command on the Insert menu Once you select a function a dialog box will appear prompting you for the data or cell references to be used in the formula You must use the JAWS Cursor to read the function descriptions and the field descriptions on
320. th quarter service figure to 9000 Type 9000 Press Enter to accept the change Excel accepts the information and moves the focus to cell E7 When you enter new data into cell E6 Excel automatically recalculates the totals in cells E7 F6 and F7 because these cells contain formulas that use data in cell E6 Step 5 Verify the correct figure appears in cell E6 Press the Up Arrow key to move to E6 JFW should announce E6 9000 Exercise Checking the Changed Data Complete the following four steps to check the changes and determine the new quarterly and yearly totals Issue Date 10 9 98 Page 4 24 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 1 Use the arrow keys to move to cell E6 is selected JFW announces E6 9000 Step 2 Press the Down Arrow key to move to cell E7 JFW announces a aes an Note that the current fourth quarter total revenue in cell Is NOW Tip Press Alt 4 and Alt 5 to read the row and column headings Step 3 Check the total service figure in cell F6 Press the Up Arrow key Then press the Right Arrow key to move to cell F6 Note that the current yearly service revenue in cell F6 is now 27000 Step 4 Check the total revenue figure in cell F7 Press the Down Arrow key to move to cell F7 JFW announces F7 Equals 49000 Note that the current total yearly revenue in cell F7 is now 49000 What You Learned In these ex
321. the Number tabbed page you should set the Screen Echo to Say None Step 3 Press Ctrl 1 to open the Format Cells dialog box JFW announces Format Cells Dialog Font Tab Step 4 Select the Number tabbed page by press Shift Ctrl Tab until JF W announces Number Verify you are on the Number tabbed page by pressing Insert Center Step 5 Press Tab to move to the Category list box JFW announces Category List Box General Issue Date 10 9 98 Page 5 18 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data The Category list box contains all the numbering styles available Step 6 Press the Down Arrow key to review the enn ee Each time you press the Down Arrow key you must press Insert Up Arrow to verify the selection When you select a new style fields appropriate to that style appear on the Number tabbed page In addition a resell of the numbering style appears JFW does not automatically read this description The following list describes each style and lists the field associated with each General When you select the General option the numbers appear S the default format No additional fields are associated with this category Number When a select the Number option a basic numbering style is used Three fields are associated with this Cey Decimal Places spin box Use 1000 Separator check box and Negative Numbers list box Currency When
322. the data you want to find The Find Next button will search for the next occurrence of the data from the position of the selection cursor Press Alt F to activate this button Issue Date 10 9 98 Page 3 40 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Tip If you want to find a previous occurrence of the data press Alt Shift F Close Activate the Close button when you want to cancel the search and close the Find dialog box Press Escape to activate this button Replace When you activate the Replace button Excel replaces the data it found with the replacement data you specified Excel will search for the next cell containing the data you want to replace Press Alt R to activate the Replace button Replace All When you activate the Replace All button Excel replaces all occurrences of the data it found with the replacement data you specified Excel will not prompt you to confirm each replacement Press Alt A to activate the Replace All button Step When you are finished reviewing the Replace dialog box press Escape to activate the Close button and close the dialog box Exercise Replacing Data In A Worksheet Complete the following nine steps to find and replace data in your worksheet Step 1 Press Ctrl Home to ensure the selection cursor is around cell A1 Step 2 Press Ctrl H to open the Replace dialog box JFW announces Replace Dialog Find What Ed
323. the C drive JFW announces C Then press Enter to reveal the contents of the C drive Step 6 Select the PROGRAM FILES folder by pressing P until JF W announces Program Files Press Enter to open the PROGRAM FILES folder Step 7 Select the MicRosoFr oFFiceE 97 folder by pressing M until JFW announces Microsoft Office 97 Press Enter to open the MicRosoFr OFFICE 97 folder Step 8 Select the OFFIcE folder by pressing 0 until JFW announces Office Press Enter to open the oFFice folder Note Your specific folders may vary slightly If necessary use the Find command on the Start menu to locate the Actors folder Step 9 Press the Spacebar to select the Actors folder Then press F2 to rename the folder A selection cursor appears around the folder name and an insertion point appears to the right of the word Step 10 Type Actors2 Press Insert Up Arrow to read the new folder Issue Date 10 9 98 Page ii 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 amp Getting Started name JFW announces Edit Actors2 Step 11 Press Enter to accept the new folder name Step 12 Press Alt F4 to exit the My Computer window The Office Assistant will not appear in any Office 97 programs If you want to enable the Office Assistant simply rename the AcToRs2 folder back to ACTORS Issue Date 10 9 98 Page ii 7 411 ASSIST With Windows lowa Department for the Blind Ao
324. the dialog boxes Issue Date 10 9 98 Page 9 27 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 32 Lesson Nine Beyond the Basics Topic For More Information on Functions Introduction In order to use Excel to its fullest advantage you should have a good understanding of functions For additional information about functions use Excel s on line Help Several Help categories provide information on using complex formulas and functions Exercise Objectives In the following two exercises you will use Excel s on line Help to obtain additional information on using functions Note f you have never used on line Help refer to Lesson Five Using On Line Help in the MicrosoftO Windows 95 With JAWS For Windows 2 0 Tutorial for Beginners for detailed instructions on using the on line Help program Exercise Finding Help on Functions Overview Complete the following thirteen steps to find Help information on using the financial functions You can use these same steps to find Help information on the other function categories Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Microsoft Excel Payment xls followed by the current focus Step 2 Set the Screen Echo to Say Highlighted by pressing Insert S until JFW announces Highlighted Step 3 Press Fl to open the Excel Help Topics dialog box JFW announces Microsoft Excel Help Topics Microsoft Excel Di
325. the following keys before you begin Alt Ctrl Escape Shift Tab Backspace Delete Insert Function keys Home End Page Up Page Down and Arrow keys When you are ready to begin the tutorial you should be sitting at your computer with Windows 95 and JAWS For Windows 3 2 running The steps listed in the tutorial exercises assume you reviewed the introductory information and in most cases completed the previous exercises Once you have completed the exercises you should be able to perform similar tasks on your own Issue Date 10 9 98 ar Page i 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 e Tutorial Introduction Tutorial Format The following conventions are used throughout this tutorial Keys connected with a hyphen indicate you must press the keys simultaneously For example the command Press Alt F to pull down the File menu directs you to press the Alt key and the F key simultaneously in order to pull down the File menu The Center key is the 5 key on the Number pad When the PC Cursor is active the Home End Page Up Page Down and Arrow keys on the Number pad control the movement of the selection cursor and the insertion point When the JAWS Cursor is active the Home End Page Up Page Down and Arrow keys on the Number pad control the movement of the mouse pointer This tutorial specifies when you must use the JAWS Cursor to control the movement of the mouse pointer
326. the selection cursor appears around cell A6 Note You do not need to place the selection cursor on the first cell in the row to select all the cells in the row Step 2 Press Shift Spacebar to select all the cells in row 6 Note You may press Shift Insert Down Arrow to verify the entire row is selected Step 3 Press Shift Insert Down Arrow to verify the selection JFW Issue Date 10 9 98 Page 3 8 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet announces Selected Range A6 Through 256 6 followed by the contents in the selected cells Step 4 Press Home to cancel the selection The selection cursor appears around cell A6 only To verify cell A6 is selected press Shift Insert Down Arrow to verify the selection JFW announces Selected Range A6 Premium Products Exercise Selecting the Entire Worksheet Complete the following three steps to select an entire worksheet Step 1 Press Ctrl Home to move the selection cursor to the first cell in the bas JFW announces First Cell Al Pampered Piggies Pedicure roducts Step 2 Press Ctrl A to select all the cells in the worksheet A selection cursor appears around all the cells in the worksheet JFW does not indicate that you selected the entire worksheet It only reads the selected text that currently appears on the screen Notes You do not need to place the selection cursor on the first cell in the wor
327. the worksheet you want to delete Exercise Objective n the following exercise you will delete the Sheet worksheet from the YEAR98 xLs workbook Exercise Deleting a Worksheet Complete the following five steps to delete Sheet from the workbook Step 1 Press Insert T to verify YEAR98 xLs is the active workbook JFW Aan unges Title Equals Microsoft Excel Year98 xls followed by the current OCUS Step 2 Switch to the Sheet1 worksheet by pressing Ctrl Page Up or Ctrl Page Down until JFW announces Sheet1 Step 3 Press Alt E to pull down the Edit menu Then press L to select and execute the Delete Sheet command When you activate the Delete Sheet command the Delete dialog box appears Pome ing you to confirm the deletion JFW announces Leaving Menus icrosoft Excel Dialog The Selected Sheet s will be permanently deleted To oe the selected sheets click OK To cancel the deletion click Cancel OK utton Step 4 Press Enter to activate the OK button Excel removes Sheet from the workbook JFW announces Year98 xls Step 5 Press ctrl Page Down and Ctrl Page Up to review the worksheets Issue Date 10 9 98 Page 6 17 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks What You Learned In this exercise you learned You can use the Delete Sheet command on the Edit menu to remove worksheets you no longer need When you activate the Delete Sh
328. tinue to move to the cells containing the data When Excel returns to the first cell it found containing the data you specified then the search is complete The Replace command allows you to search your worksheet for text formats special characters and other elements and replace that information with the information you specify The keyboard shortcut for the Replace command is Ctrl H When you press Ctrl H the Replace dialog box appears You have two options for replacing the data You may active either the Replace button or the Replace All button When you use the Replace button Excel prompts you to confirm each replacement When you use the Replace All button Excel automatically replaces every occurrence of the data without prompting you to verify Use the Replace All button when you are certain you want to replace every occurrence In the Find and Replace dialog boxes the By Columns search direction generally yields results faster than the By Rows option In the Find and Replace dialog boxes Excel retains search criteria from one search to the next until you exit Excel Issue Date 10 9 98 Page 3 43 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Lesson Summary Conclusion In this lesson you learned how to edit data in a worksheet You selected data in a cell and a range of cells You learned how to correct mistakes and delete data You copied and
329. tinues checking the spelling Excel should find another misspelled word JFW announces Not in Dictionary Expases EX PAS ES Change to Exposes EXPOSE S when Excel has found another misspelling This word is misspelled The word intended is Expenses Step 11 Press Insert Up Arrow to verify the selection cursor is in the Change To field JFW announces Change to Edit Exposes Step 12 Press Tab to move the focus to the Suggestions list box JFW announces Suggestions List Box No Selected Item Step 13 In the Suggestions list box press the Up and Down Arrow key to review the suggestions Notice that the word expenses is not offered as a correction However you want to correct the misspelling expases with the word expenses You can make the correction by typing the correction in the Change To edit field Step 14 Press Shift Tab to move to the Change To edit field Then type Expenses Tip To verify your correction press Insert Up Arrow JFW announces Change To Edit Expenses Step 15 With the word Expenses in the Change To field press Alt C to activate the Change button Issue Date 10 9 98 Page 8 8 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks When you activate the Change button Excel replaces the misspelling Expases with the correction Expenses and continues checking the spelling A dialog box should app
330. tion You can change various page attributes to define the layout of your workbook as a printed document Attributes such as margin settings paper size and orientation and headers and footers affect how worksheets in a workbook appear as a printed document In this lesson you will learn how to prepare your worksheets for printing You will determine where page breaks appear and you will create headers and footers set margins and specify paper size and orientation Finally you will learn about additional sheet printing options You can change the page layout settings using the Page Setup dialog box You can change the settings at any time In This Lesson This lesson contains exercises for the following topics Topic Determining Page Breaks Topic Creating Headers and Footers Topic Setting Margins Topic Sect aper Size and Orientation Topic Specifying Sheet Printing Options Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Before You Begin Before you begin this lesson make sure your computer is turned on and you have Excel 97 and JFW running Also you will be using the workbook REPoRT xLS in all of the exercises in this lesson Complete the following five steps to open REPoRT XLS Step 1 Press Insert T to verify Excel is the active program JFW announces Title Equals Mic
331. tion to Excel 97 Topic Opening Excel Introduction The method you use to open Excel depends on where the Microsoft Excel program command appears You may be able to open Excel by selecting the command from the Start menu or the Program sub menu You may also be able to open Excel by activating an Excel program icon on your Desktop This tutorial assumes the Microsoft Excel program command appears on the Programs sub menu When you open Excel it always opens a blank workbook Bookl so that you can begin entering data immediately The initial focus is always on cell Al in the first worksheet in the workbook Exercise Objective In the following exercise you will open Excel 97 from the Programs sub menu Whenever you open Excel you should make sure the program and document windows are maximized Exercise Opening Excel 97 Complete the following five steps to open Excel 97 Step 1 Press Ctrl Escape to open the Start menu JFW announces Start Menu followed by the selected command Step 2 Press P to select and execute the Programs command The Programs sub menu appears JFW announces Accessories Sub menu Programs Step 3 Press M until JFW announces Microsoft Excel Then press Enter to open the program JFW announces Microsoft Excel Bookl when the program is open Step 4 Verify the Excel program window is maximized Press Alt issue Date 10 9 98 eee Page 1 5 ASSIST With Windows lowa Department for the Blin
332. to select cell Fl 1 and read the formula results JFW announces Fl 1 Equals 950 Step 18 Press Ctrl F2 to read the information in the edit field on the formula bar JEW announces SUM B11 E1 1 You will learn more about using functions in Lesson Nine Beyond the Basics What You Learned In this topic you learned Excel functions represent the most commonly used formulas The SUM and AVERAGE functions are examples of simple functions Use Excel s functions to avoid lengthy and confusing formulas For example using the SUM function is better than typing all the cells that you want to add especially when you are working with numerous cells and worksheets A function can be used alone or as an element in a larger formula Functions simplify formulas and can save you keystrokes When using functions use the following syntax equal sign function name and arguments An argument is the value to be used in the calculation performed by the function Include arguments in parentheses and separate each argument with commas The following is a formula that uses a function with proper syntax SUM AI2 B6 B10 E14 Issue Date 10 9 98 Page 4 14 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Topic Using the AutoSum and AutoCalculate Features Introduction Because finding the sum of a ange of cells is a very common task Excel includes two features
333. to verify you are entering data in the correct cell You will learn how to enter data in the next topic Entering Data In addition you will learn more about selecting cells in Lesson Three Editing a Worksheet What You Learned In this exercise you learned The cell that has the focus is known as the active cell A selection cursor appears around the active cell Any data you enter appears in the active cell You can use the arrow keys to move the selection cursor to the adjacent cell You can press Ctrl Home to move to the cell Al the first cell in a worksheet You can press Insert C at any time to read the cell reference and determine which cell is the active cell To spell the selected cell press and hold the Insert key Then press the Center key twice in rapid succession Issue Date 10 9 98 Page 2 6 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets JFW offers four keystrokes to read the data in the first four cells of the current column In addition it offers four keystrokes to read the data in the first four cells of the current row The selection cursor does not move when you use these keystrokes Issue Date 10 9 98 Page 2 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Topic Entering Data Introduction You can type as much information into a single c
334. ton Excel merges cells Al through FI and centers the data in the cell A selection cursor remains around cell Al While the cell reference remains Al the cell spans columns Al through Fl The adjacent cell should be cell Gl 40 Issue Date 10 9 98 Page 5 38 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Step 12 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Exercise Verifying the Merge Complete the following six steps to verify the title appears centered over n the cells in column A through l Step 1 Press the Center key to verify cell Al is selected JFW announces Al Through FI ampered Piggies Pedicure Products indicating that cells Al through FI are merged into one cell a Press Insert N to verify the data will fit properly into this merged cell Step 2 Press the Right Arrow key to select the adjacent cell JFW announces GI indicating cell Al spans across columns A through F Step 3 Press the Left Arrow key to select cell Al Step 4 Verify the Center alignment Press Ctrl 1 to open the Format Cells dialog box Then press Insert S to set the Screen Echo to Say Highlighted Step 5 Press Insert Center to verify the Alignment tabbed page is active Then press Tab to move to the Horizontal combo box JFW should announce Horizontal Combo Box Centered indicating the data in cell Al is centered St
335. tton Excel inserts a blank cell and shifts the existing cells in the column down Entire Row When you mark this radio button Excel inserts a blank row and shifts the existing cells in the row down Entire Column When you mark this radio button Excel inserts a blank column and shifts the existing cells in the column to the right Step 6 Select the Shift Cells Right option by pressing the Up or Down Arrow key until JFW announces Insert Shift Cells Right Radio Button Checked Step T With the Shift Cells Right radio button checked press Enter When you press Enter Excel inserts a blank cell at A19 and shifts the remaining cells in row 19 to the right Cell Al 9 remains selected JFW announces Format xls Step 8 Set the Screen Echo to Say None by pressing Insert S until JFW announces None Step 9 Press the Center key to verify cell Al 9 is selected JFW announces A19 Step 10 Press the Right Arrow key to move to cell B19 JFW announces B19 Date Completed Tip Press Insert N to read the data that fits in the cell Notice that the data does not fit completely in the cell Step 11 Press the Left Arrow key to move to cell A19 Notice a blank cell now appears before the Date Completed information What You Learned In these exercises you learned Issue Date 10 9 98 Page 5 45 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data You can u
336. type the path and file name in the File Name field you do not have to use the Save In combo box and list box to designate a drive and folder Save As Type The Save As Type combo box contains a list of all the file types Excel 97 recognizes Press Alt T to move to this field Press the Up or Down Arrow key to choose a type When JFW reads the file type you want press Tab to move to another field By default the field is set to the Microsoft Excel Workbook file type which is xls Save Activate the Save button once you have assigned a name to the workbook and designated a drive and folder in which you want to save it Press Alt S to activate the Save button Cancel Activate the Cancel button when you decide you do not want to save the workbook Press Escape to activate the Cancel button and close the dialog box The focus will return to the worksheet Options When you activate the Options button a Save Options dialog box appears You can use this dialog box to set different save options Press Alt P to activate the Options button Save In The Save In combo box lists all the drives on your computer or the current folder Press Alt l to move the focus to this combo box JFW announces Save In Combo Box followed by the selected drive or folder Use the Save In combo box to designate in which drive you want to save your workbook Press the Up or Down Arrow key to specify a drive When JFW reads the drive you want press Enter The fol
337. u must press Enter to accept the information in the cell When you press Enter Excel accepts the information and places a selection cursor around the next cell in the current column Step 6 Press Insert C to read the cell reference for the active cell JFW Issue Date 10 9 98 Page 2 9 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets should announce A2 indicating the selection cursor is around the cell at column A row 2 Step 7 Type the following text into cell A2 Personal Then press Enter to accept the data in the cell JFW announces Enter The focus moves to cell A3 Tip Rather than press Enter you can press any arrow key to simultaneously enter the data you typed and move to another cell The selection cursor will move to the corresponding adjacent cell Step 8 Press the Down Arrow key once to move the selection cursor down to cell A4 Press Insert C to read the current cell reference JFW should announce A4 indicating the selection cursor is around the cell at column A row 4 Step 9 Type the following text into cell A4 Month Step 10 Press the Right Arrow key to accept the data in cell A4 and move the selection cursor to cell B4 JFW announces B4 Step 11 Press Insert C to read the current cell reference JFW should announce B4 indicating the selection cursor is around the cell at column B row 4 Step 12 Type the f
338. u want to remove an entire row column or cell you must use the Delete command on the Edit menu When you delete a column row or cell Excel removes the selected cell or all the cells in the row or column from the worksheet and shifts the surrounding cells to fill the space Important Excel will only print the block of worksheet data You do not need to delete all of the extra rows and columns in the worksheet Refer the topic Deleting Rows Columns and Cells in Lesson Five Formatting Data for more information Issue Date 10 9 98 Page 8 11 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks 4 Do you want the cell gridlines to print Gridlines marking the boundaries for each cell appear on the screen by default However these gridlines do not appear on the printed worksheet by default If you want to print the gridlines open the Page Setup dialog box Select the Sheet tabbed page Then check the Gridlines check box Refer to the topic Specifying Sheet Printing Options in Lesson Seven Preparing a Workbook for Printing for more information 5 Will worksheet data print properly on the page You need to consider several items to determine whether or not the data will appear as it should on the printed page You should have a good idea about the number of columns that the data spans across a worksheet and the number of rows down the data extends
339. ulations name or press the Up and Down Arrow keys to select one 40 Refers To The Refers To edit field lists the selected cell or cell range reference Press Alt R to move to this field JFW announces Refers To Edit followed by the selected range or cell reference OK Activate the OK button once you have added or deleted a name in the Names in Worksheet field Press Enter to activate the OK button Close Activate the Close button when you decide you do not want to add a name Press Escape to activate the Close button Add Activate the Add button once you have entered a name in the Names in Workbook edit field Excel adds the entry to the list of names defined for the workbook Press Alt A to activate the Add button Delete Activate the Delete button when you want to delete the selected name in the Names in Workbook field Excel removes the entry from the list of names defined for the workbook Press Alt D to activate the Delete button Step 8 When you are finished reviewing the Define Name dialog box press Escape to activate the Close button and close the dialog box The focus returns to cell E6 Exercise Assigning Names Complete the following twenty six steps to assign these names to the following cells Name cell E6 Service_Quarter4 Name cell F7 Revenue_Total Name cell F12 Expenses Total Name cell B14 Gross Profit Step 1 Press the Center key to verify cell E6 is selected JF W announces E6 9000 Issue Da
340. unction A function is a pre defined formula Excel offers numerous functions to help you analyze your data Function Syntax When using functions use the following syntax equal sign function name and arguments An argument is the value to be used in the calculation Include arguments in parenthesis and separate each argument with commas The following is a formula that uses a function with proper syntax SUM AI2 B6 B10 E14 Operand Operands are the elements to be calculated An operand can be a constant value a cell or range reference a label a cell or range name or a function Operator Operators are symbols that represent mathematical operations The plus sign minus sign asterisk forward slash and parentheses are common operators Relative Cell References When you use a relative cell reference in a formula Excel finds the data referenced by using the cell with the formula as a starting point When you use a relative cell reference Excel will update the reference if you move or copy the formula to another cell Row Heading Bar The Row Heading Bar is a vertical bar that appears along the left side of the worksheet It lists the row reference at the Issue Date 10 9 98 Page G 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Glossary beginning of each row The row references run 1 through 65 536 The row reference is the second coordinate in a cell reference Sheet Tabs Sh
341. ursor appears around the next cell in the current column cell A2 Exercise Deleting All Data in a Cell Quickly Complete the following three steps to delete quickly all data in a cell Step 1 Press the Center key to verify cell A2 is selected JFW announces A2 First Quarter Catalog Sales Step 2 Press the Delete key to delete all the data in cell A2 JFw announces Blank Important The Delete key performs the same function as the Clear command on the Edit menu not the Delete command on the Edit menu The Clear command simply removes the data that currently appears in the selected cell or range of cells The Delete command removes a selected cell row or column Step 3 Press the Center key to read the data in the cell JFW announces A2 Issue Date 10 9 98 Page 3 12 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Exercise Replacing Selected Data in a Cell Complete the following seven steps to replace selected data in a cell Step 1 Select cell A6 by pressing the Down Arrow key until JFW announces A6 Premium Products Step 2 Press F2 to activate the edit mode and place the insertion point in the cell JFW announces Edit The insertion point appears at the end of the data after the word Products Step 3 Press Home to move the insertion point to the beginning of the data before the word Premium Then press Insert Center to ver
342. ursor does not move when you use the keystrokes to read first four cells in the current column Step 29 Press Alt 5 to read the contents of the first cell in the current row cell A7 JEW should announce March Cell A7 contains the word March This is the text label for the numerical data that follows in cell B7 You should have determined that the March expenses were 1 710 Step 30 Press Ctrl Home to move the selection cursor to cell A1 Then press Insert Down Arrow to start reading the entire worksheet JFW begins reading the entire worksheet and moves the insertion point forward in the worksheet as it reads After a few minutes press CM to stop reading The selection cursor appears around on the cell containing the last data JF W read You will learn how to save your work in the next topic Saving A Workbook What You Learned In this exercise you learned You can type as much information into a single cell can as necessary for your work from a single number to a lengthy text label You may need to adjust the currently defined size of the cell to ensure all the data appears on the screen and printed page Excel treats the data you enter in a cell as either a constant value or a Issue Date 10 9 98 Page 2 12 ASSIST With Windows Iowa Department for the Blind 40 Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets formula Constant values include text and numeric figures that do not change unl
343. use confusion When you are using menus or dialog boxes you should set the Screen Echo to Say Highlighted or Say All To change the Screen Echo settings press Insert S until JFW reads the option you want Say None Say Highlighted or Say All Materials Needed To complete the exercises in this lesson you must have the floppy disk labeled Excel 97 with JFW 3 2 Tutorial Files You should have received this disk when you received this tutorial Issue Date 10 9 98 Page 2 1 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Before You Begin Before you begin this lesson your computer should be turned on and you should have Excel 97 and JFW running If necessary you should also review Lesson One Issue Date 10 9 98 Page 2 2 ASSIST With Windows Iowa Department for the Blind 410 Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Topic Navigating Through and Reading Worksheet Data Introduction You use a combination of Excel and JEW keystrokes to navigate through cells in a worksheet and to read information about the cells The cell that has the focus is known as the active cell A selection Cursor appears around the active cell Any data you enter appears in the active cell To select the cell in which you want to enter data you can use the arrow keys as well as other navigation keystrokes Note For reference a list of Excel
344. uto to start numbering pages at 1 if it is the first page of the print job or at the next sequential number if it is not the first page of the print job You may type any number to specify a starting page number other than 1 Press Alt R to move to the First Page Number field __ OK Activate the OK button once you have entered the paper information Press Enter to activate the OK button Cancel Activate the Cancel button when you decide not to change the paper information Press Escape to activate the Cancel button Print When you activate the Print button the Page Setup dialog box closes and the Print dialog box appears You can use the Print dialog box Issue Date 10 9 98 Page 7 25 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing to print your workbook Press Alt P to activate the Print dialog box Preview When you activate the Preview button the Page Setup dialog box closes and the view changes to a preview of the printed workbook Press Alt W to activate the Preview button Properties The Properties button opens the Printer Setup dialog box The Printer Setup dialog box allows you to change your printer information It has four tabbed pages Paper Print Quality Fonts and Device Options Press Alt R to activate the Properties button You can press Escape to close the Printer Setup dialog box and return to the Page Setup dialog box
345. ve copied the configuration files provided with this tutorial in order to use this keystroke If you did not copy this configuration file you must use the JAWS Cursor or define a frame to read this information If you would like to use a different keystroke to read this information Issue Date 10 9 98 Page 4 37 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations you may reassign a keystroke Consult the JFW information on the Frame Manager for details From now on you need only type Service_Quarter4 when you want to use the figure in cell E6 Step 8 Move to cell F7 by pressing Ctrl G to open the Go To dialog box Type F7 Then press Enter JFW announces Company xls Step 9 Press the Center key to verify cell F7 is selected JFW announces F7 Equals 49000 Step 10 Press Ctrl F3 to open the Define Name dialog box The Define Name dialog box appears JFW announces Define Name Dialog Names in Workbook Edit The insertion point is in the Names in Workbook field Step 11 In the Names in Workbook field type Revenue_Total Then press Alt A to activate the Add button When you activate the Add button Excel adds the name to the Names in Workbook list box and assigns the name Revenue_ Total to cell F7 Step 12 Press Enter to activate the OK button and accept the information in the Define Name dialog box Step 13 Press the Center key to veri
346. ve to cell A7 JFW announces A7 Total Note that all total figures appear in row 7 Step 4 Check the fourth quarter service figure in cell E6 Press the Up Arrow key Then press the Right Arrow key until JFW announces E6 8000 Issue Date 10 9 98 Page 4 22 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 5 Determine the row and column labels for cell E6 Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row Step 6 Press the Down Arrow key to move to cell E7 JFW announces E7 Equals 16000 Press Ctrl F2 to read the edit field on the Formula Bar JFW announces SUM E5 E6 The current fourth quarter total revenue in cell E7 is 16000 Note that this figure is derived from a formula that includes data from cell E6 Step 7 Check the total service figure in cell F6 Press the Up Arrow key Then press the Right Arrow key to move to cell F6 Step 8 Determine the row and column labels for cell F6 Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row Step 9 Press the Center key to verify that cell F6 is selected Then press Ctrl F2 to read the edit field on the Formula Bar The current yearly service revenue in cell F6 is 26000 Note that this figure is derived from a formula that includes data from cell E6 Step 10 Ch
347. ve to the first cell JFW announces First Cell Al Pampered Piggies Pedicure Products Step 8 Press Ctrl Page Down to switch to the second worksheet in the workbook Sheet2 JFW announces Sheet2 indicating the second worksheet is the active worksheet Step 9 Review the data on the second worksheet Sheet2 Press Insert Escape to refresh the screen Step 10 Press Ctrl Home to move to the first cell JFW announces First Cell Al Pampered Piggies Pedicure Products Step 11 Press Insert Down Arrow to read the current sheet When JFW reads row 11 press Ctrl to stop the speech Step 2 Press Ctrl Home to move to the first cell JFW announces First Cell Al Pampered Piggies Pedicure Products Step 13 Press Ctrl Page Down to switch to the third worksheet in the workbook Sheet3 JFW announces Sheet3 indicating the third worksheet is the active worksheet Step 14 Review the data on the third worksheet Sheet3 Press Insert Escape to refresh the screen Step 15 Press Ctrl Home to move to the first cell JFW announces First Cell Al Pampered Piggies Pedicure Products Step 16 Press Insert Down Arrow to read the current sheet When JFW reads row 11 press Ctrl to stop the speech Issue Date 10 9 98 Page 6 7 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Six Managing Workbooks Step 17 Press Ctrl Home to move to the first cell JFW announces First Cell Al Pampe
348. verify the formula press Ctrl F2 to read the edit field on the Formula Bar JFW announces SUM C5 C6 indicating Excel automatically inserted the correct formula in cell C7 Step 14 Press Enter to ap the formula in cell C7 Excel displays the results in cell C7 and moves the selection cursor to cell C8 Step 15 Press the Up Arrow key to move to cell C7 and read the total third quarter revenues JFW announces C7 Equals 11000 Then press Ctrl F2 to read the formula in this cell JFW announces SUM C5 C6 wen 16 Press the Right Arrow key to move to cell D7 JFW announces Ae Press Alt 4 to read the fourth cell in the current column Press Alt 5 to read the first cell in the current row Issue Date 10 9 98 Page 4 17 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Four Performing Calculations Step 17 Press Insert C to verify cell D7 is selected Then press Alt Equal Sign Alt to activate the AutoSum command Excel places a dotted selection cursor around cells D5 and D6 Then it inserts the formula to add the figures in cell D5 and D6 in cell D7 Step 18 To verify the formula press Ctrl F2 to read the edit field on the Formula Bar JFW announces SUM D5 D6 indicating Excel automatically inserted the correct formula in cell D7 Step 19 Press Enter to accept the information in the cell Excel displays the results in cell D7 and moves the selection cursor to cell
349. verify the selection each time you press the Up or Down Arrow key Tip If you want to search up through columns or to the left across rows select either the By Columns or By Rows option Then press Shift Alt F rather than Alt F to activate Find Next button Look In Use the Look In combo box to select a worksheet element that contains the information for which you are searching Press Alt L to move to this field JEW announces Look In Combo Box followed by the current option Press the Up or Down Arrow key to select an option You must press Insert Up Arrow to verify the selection each time you press the Up or Down Arrow Key Match Case When you check the Match Case check box Excel will perform a case sensitive search Press Alt C to check this check box You can press the Spacebar to uncheck or check the check box To determine whether the check box is checked press Tab and then press Shift Tab JFW may not read the status of this check box Find Entire Cells Only The Find Entire Cells Only check box allows you to limit your search to an exact and complete match of characters specified in the Find What field Press Alt 0 to check this check box You can press the Spacebar to uncheck or check the check box To determine whether the check box is checked press Tab and then press Shift Tab JFW may not read the status of this check box Find Next Activate the Find Next button when you have typed in the data you want to find T
350. viewing the screen press the Plus key to activate the PC cursor You should always activate the PC Cursor when you are finished using the JAWS Cursor What You Learned In this exercise you learned You can review the Excel screen automatically using Insert Down Arrow You can review each item individually by activating the JAWS Cursor and pressing Insert Right Arrow The Excel program window contains the following elements Program Control menu Icon Title Bar Microsoft Excel Bookl Program Resize and Close Buttons Document Control Menu Icon Menu Bar Document Resize and Close Buttons Standard Toolbar Issue Date 10 9 98 Page 1 14 ASSIST With Windows lowa Department for the Blind D Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Formatting Toolbar Formula Bar Column Heading Bar Row Heading Bar Vertical Scroll Bar Worksheet Tab Scrolling Buttons Sheet Tabs Horizontal Scroll Bar Status Bar You can press Insert T to read the title bar To read the status bar press Insert Page Down Issue Date 10 9 98 l Page 1 15 SSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson One Introduction to Excel 97 Topic Toolbars Introduction Excel uses buttons and combo boxes on toolbars to give the user a quick way to access the most commonly used commands Most commands on the toolbars are also found on the menus However commands that appear on spec
351. will appear in cell B3 Issue Date 10 9 98 Page 2 4 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Two Working With Worksheets Step 10 Press Insert C to read the cell reference again JFW announces Step 11 Press the Up Arrow key to move the selection cursor to the previous cell in column B JFW announces B2 indicating the selection cursor is around the cell at column B row 2 Cell B2 is the active cell Step 12 Press the Up Arrow key to move the selection cursor to the previous cell in column B JFW announces B1 indicating the selection cursor is around the cell at column B row 1 Cell B1 is the active cell Step 13 Press the Right Arrow key to move the selection cursor to the cell in the next column column C JFW announces C1 indicating the Situ cursor is around the cell at column C row 1 Cell Cl is the active cell Step 14 Press the Right Arrow key to move the selection cursor to the cell in the next column column D JFW announces D1 indicating the SE Poop cursor is around the cell at column D row 1 Cell D1 is the active cell Step 15 Move through the cells on your own using the arrow keys When you feel you have a good idea about the cell layout go to step 15 Step 16 Press Ctrl Home to move the selection cursor to the first cell in the worksheet cell Al JFW announces First Cell AI You can press Ctrl Home at any time to return to cell Al
352. window Step 2 Select the C drive Then press Enter to open the drive If your hard drive is not labeled C then substitute your hard drive letter Step 3 Open the CAJFW32 SETTINGS ENU folder Step 4 Select the EXcEL JKM file Step 5 Press Shift Insert Down Arrow to verify the selection Step 6 Press Ctrl C to copy the files Step 7 Open the CAJFW32 SETFINGS ENU SETBACK folder Tip Press Insert T to read the title bar and verify the correct folder is open Step 8 Press Ctrl V to paste the files into the folder Step 9 Press the Up and Down Arrow keys to verify the EXCEL JKM file was copied Step 10 Press Alt F4 to close the My Computer window Run the SETUP EXE File ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Getting Started The sETUP EXE file will prompt you to accept or change the location of files to be copied to your computer You will also be prompted to overwrite existing files You can answer either Yes or No Follow the prompts as directed Complete the following four steps to run the SETUP EXE file Step 1 Insert the disk labeled Excel 97 with JFW 3 2 Tutorial Files into your floppy disk drive Step 2 Press Ctrl Escape to open the Start menu Step 3 Press R to select and execute the Run command The Run dialog box appears Step 4 In the Open combo box type a setup exe Then press Enter The Winzip Self Extractor dialog box appears indicat
353. with the Landscape orientation fewer rows will appear on the printed page If your data spans numerous rows and few columns then use Portrait Using the Portrait orientation in combination with the legal size paper allows the greatest number of rows of data to fit on a single sheet of paper Be aware however that with the Portrait orientation fewer columns will appear on the printed page What You Learned In these exercises you learned Paper size refers to the dimensions of the paper on which the document will be printed Paper orientation affects the manner in which the text will be printed on the paper Paper size and orientation affect the appearance of the data and the amount of data that will fit on a single sheet of paper You change the paper size and orientation settings using the Page Setup dialog box These fields appear on the Page tabbed page Issue Date 10 9 98 Page 7 30 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Topic Specifying Sheet Printing Options Introduction The Sheet tabbed page to the Page Setup dialog box allows you to define additional print features for your workbook such as whether or not you want to print the gridlines or the row and column titles In addition you can define the print order if your worksheet data will print on more than one sheet of paper Exercise Objective n the Paal exercise
354. workbook for misspelled words Excel should find another misspelled word JFW announces Not in Dictionary Sals S AL S Change To Salsa S AL S A when Excel has found another misspelling Remember JFW reads the word Excel considers misspelled and then the first possible correction to the misspelling Excel found This word is misspelled The word intended is Sales Step 6 Press Insert Up Arrow to verify the selection cursor is in the Change To field JFW announces Change To Edit Salsa Step 7 Press Tab to move the focus to the Suggestions list box JFW announces Suggestions List Box No Selected Item Step 8 In the Suggestions list box press the Down Arrow key until JFW announces Sales Tip To spell the selected correction press and hold the Ctrl key and then press the Center key twice in rapid succession Step 9 Press Shift Tab to move to the Change To edit field and verify the Issue Date 10 9 98 Page 8 7 ASSIST With Windows Iowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Eight Proofing and Printing Workbooks word Sales appears in the field Tip If JFW does not read anything press Insert Up Arrow to verify the selection JFW should announce Change To Edit Sales Step 10 With the word Sales in the Change To field press Alt C to activate the Change button When you activate the Change button Excel replaces the misspelling Sals with the correction Sales and con
355. ws R 95 With JAWS For Windows 2 0 Tutorial for Beginners for information on using the Find feature Step 3 When you are finished reviewing the Excel Help dialog box press Alt F4 to close it The focus returns to your Excel workbook Issue Date 10 9 98 Page B 4 ASSIST WITH WINDOWS lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Appendix C Our Equipment and Settings C Appendix C Our Equipment and Settings Equipment and Settings Used to Document Steps The project team used the following equipment and un to document the exercise steps in this tutorial If your equipment and settings are different from that listed He you may experience different results than those documented in this utorial Equipment AST Bravo MS T 5200 Pentium 200 MHz X Color Monitor Extended Keyboard l DECtalk PC2 Internal Synthesizer l Video Driver ATI mach53 PCI macxw4 DirectDraw Control Panel Settings Color Scheme set to none me Pattern set to none Screen Saver set to none and Wallpaper set o none Display 256 Colors 640 X 480 System Performance Tabbed page Hardware Acceleration 33 JFW Settings This tutorial uses the default JFW settings for Excel However a frame was defined to read the Name combo box on the Formula Bar You can use the Ctrl Insert N keystroke to read this frame The addition of this frame changed the exce skm configuration file and added the exceser file Issue Date 10 9 98 Page C 1 ASSIST
356. xample if you want to select cells A6 A7 A8 B12 D7 and D10 type A6 A8 B12 D7 n10 in the Reference field on the Go To dialog box Then press Enter You cannot press Shift Insert Down Arrow to verify the selection What You Learned In these exercises you learned The keyboard shortcut for the Go To command is Ctrl C When you press F5 the Go To dialog box appears You can use the Go To command to move to a specific cell in your document You can use the Go To dialog box to select a range of cells You are not restricted to selecting adjacent cells Issue Date 10 9 98 Page 3 34 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Three Editing A Worksheet Topic Using the Find and Replace Commands Introduction The Find and Replace commands are helpful editing commands You can use the Find command to move to a cell that contains a specific word data or formula The Replace command allows you to search for cells that contain text numbers formulas or other elements and replace that information with the information you specify Exercise eae In the Toeni four exercises you will review the Find and Replace dialog boxes use the Find dialog box to find data in your worksheet and use the Replace dialog box to search and replace data in your worksheet Exercise Reviewing the Find Dialog Box The Find command appears on the Edit menu This tutorial always directs you to u
357. you select the Currency option the numbers appear as general monetary values that is two decimal places and a currency symbol the U S dollar sign is used by default Three fields are associated with this category Decimal Places spin box symbol list box and Negative Numbers list box Accounting When you select the Accounting option Excel lines up the currency eee and decimal points in a column Two fields are eas with this category Decimal Places spin box and Symbol ist box Date When you select the Date option Excel displays date serial numbers as date values One field is associated with this category Type list box Time When you select the Time option Excel displays time serial numbers as time values One field is associated with this category Type list box Issue Date 10 9 98 Page 5 19 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Five Formatting Data Percentage When you select the Percentage option Excel multiplies the cell value by 100 and displays the result with a percent symbol One field is associated with this category Decimal Places spin box Fraction When you select the Fraction option Excel multiplies the cell value by the selected fraction and displays the result One field is associated with this category Type list box Scientific When you select the Scientific option Excel displays the numbers using exponential notation One field is associat
358. you will learn about additional pini options available by reviewing the Sheet tabbed page of the Page Setup ialog box Exercise Reviewing the Sheet Tabbed Page Page Setup Dialog Box Complete the following six steps to review the Sheet tabbed page on the Page Setup dialog box Step 1 Press Insert T to verify REPoRT xLs is the active document JFW arouse Title Equals Microsoft Excel Report xls followed by the current OCUS Step 2 Press Alt F to pull down the File menu JFW announces Menu Active New Dot Dot Dot Ctrl N Step 3 Press U to select and execute the Page Setup command The Page Setup dialog box appears JFW announces Leaving Menus Page Setup Dialog Page Tab Step 4 Press Ctrl Tab until JFW announces Sheet Then press Insert Center to verify the tabbed page Step 5 Press Tab to move forward through the fields The following list describes the fields and explains how to change the information in each field Do not change any information or activate a command button at this time Print Area The Print Area edit box allows you to define a range of cells to print Press Alt A to move to this box Then type in the range Issue Date 10 9 98 Page 7 31 ASSIST With Windows lowa Department for the Blind Excel 97 with JAWS For Windows 3 2 Lesson Seven Preparing a Workbook for Printing Print Titles Use the Print Titles edit boxes to print the same columns or rows as titles on every page of a printed worksh

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