Accessibility features in Excel

Microsoft Excel contains features that make software accessible (accessibility: The quality of a given system of hardware or software that makes it usable by people with one or more physical disabilities, such as restricted mobility, blindness, or deafness.) to a wider range of users, including those who have limited dexterity, low vision, or other disabilities.

Keyboard shortcuts

ShowShow or hide shortcut keys in ScreenTips

  1. On the Tools menu, click Customize.
  2. Click the Options tab.
  3. Under Other, select or clear the Show ScreenTips on toolbars check box.

 Note   Changing this setting affects all of your Microsoft Office programs.

Get more information about keyboard shortcuts.

Change text size and color

ShowZoom the display in or out

In the Zoom box Zoom box, click the size you want, or enter a number from 10 to 400.

To enlarge the selected area to fill the window, click Selection.

 Note   Zooming in or out does not affect printing. Sheets are printed at 100 percent unless you change the scaling on the Page tab of the Page Setup dialog box (File menu).

ShowMake toolbar buttons or drop-down list boxes larger

Do one of the following:

ShowIncrease the size of toolbar buttons

  1. On the Tools menu, click Customize.
  2. Click the Options tab.
  3. Select the Large icons check box.

ShowChange the width of a drop-down list box on a toolbar

  1. Make sure the toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) you want to change is visible.

ShowHow?

  1. On the View menu, point to Toolbars.
  2. Do one of the following:
    • Click the toolbar you want to display.
    • To view more toolbars, click Customize. In the Customize dialog box, click the Toolbars tab, and then select the check box for the toolbar you want to display. Click Close.
  1. On the Tools menu, click Customize.
  2. With the Customize dialog box open, click the list box you want to change — for example, the Font Button image or Font Size Button image box on the Formatting toolbar.
  3. Point to the left or right edge of the box. When the pointer changes to a double-headed arrow, drag the edge of the box to change its width.

ShowZoom by using the Microsoft Intellimouse pointing device

Some mouse devices and other pointing devices, such as the Microsoft IntelliMouse pointing device, have built-in scrolling and zooming capabilities that you can use to move around and zoom in or out on your worksheet or chart sheet (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.). For more information, see the instructions for your pointing device.

To Do this
Scroll up or down a few rows at a time Rotate the wheel forward or back.
Pan through a worksheet Hold down the wheel button, and drag the pointer away from the origin mark origin mark in the direction you want to scroll. To speed up scrolling, drag away from the origin mark; to slow down scrolling, drag toward the origin mark.
Pan through a worksheet automatically Click the wheel button, and then move the mouse in the direction you want to scroll. To speed up scrolling, drag away from the origin mark; to slow down scrolling, drag toward the origin mark. To stop automatic scrolling, click any mouse button.
Zoom in or out Hold down CTRL, and then rotate the IntelliMouse wheel forward or back.
Show detail in outlines (outline: Worksheet data in which rows or columns of detail data are grouped so that you can create summary reports. The outline can summarize either an entire worksheet or a selected portion of it.) Point to a cell that summarizes data in the outline, hold down SHIFT, and then roll the wheel forward.
Hide detail in outlines Point to any cell that contains detail data, hold down SHIFT, and then roll the wheel back.

ShowTip

If you use the Microsoft IntelliMouse pointing device to zoom more often than you use it to scroll on a sheet, you can set the wheel button to zoom instead of scroll. On the Tools menu, click Options, click the General tab, and then select the Zoom on roll with IntelliMouse check box.

Customize toolbars and menus

ShowCreate a toolbar

  1. On the Tools menu, click Customize.
  2. Click the Toolbars tab.
  3. Click New.
  4. In the Toolbar name box, type the name you want, and then click OK.
  5. Click the Commands tab.
  6. Do one of the following:

ShowAdd a button to the toolbar

  1. Click a category in the Categories box.
  2. Drag the command you want from the Commands box to the displayed toolbar.

ShowAdd a built-in menu to the toolbar

  1. In the Categories box, click Built-in Menus.
  2. Drag the menu you want from the Commands box to the displayed toolbar.
  1. When you have added all the buttons and menus you want, click Close.

ShowAdd a button to a toolbar

  1. Make sure the toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) you want to change is visible.

ShowHow?

  1. On the View menu, point to Toolbars.
  2. Do one of the following:
    • Click the toolbar you want to display.
    • To view more toolbars, click Customize. In the Customize dialog box, click the Toolbars tab, and then select the check box for the toolbar you want to display. Click Close.
  1. Click the Toolbar Options arrow Toolbar Options arrow.
  2. Point to Add or Remove Buttons, and then click Customize.
  3. Click the Commands tab.
  4. In the Categories box, click a category for the command you want the button to perform.
  5. Drag the command or macro (macro: An action or a set of actions that you can use to automate tasks. Macros are recorded in the Visual Basic for Applications programming language.) you want from the Commands box to the displayed toolbar.
  6. On the Customize dialog box, click Close.

ShowAdd a command to a menu

  1. Display the toolbar that has the menu you want to add a command to: Click Customize on the Tools menu, click the Toolbars tab, select the check box for the toolbar, and then click Close.
  2. On the Tools menu, click Customize, and then click the Commands tab.
  3. In the Categories list, click the category for the command.
  4. Drag the command you want from the Commands list over the menu you want to add it to.
  5. When the menu displays a list of commands, point to where you want the command to appear, and then release the mouse button.

Automate entering and editing

ShowCorrect spelling and typing errors as you type

To correct your common typing errors automatically, you must specify the commonly-mistyped word in advance.

  1. On the Tools menu, click AutoCorrect Options, and then click the AutoCorrect tab.
  2. Make sure the Replace text as you type check box is selected.
  3. In the Replace box, type the word you often mistype or misspell, for example, type usualy.
  4. In the With box, type the correct spelling of the word, for example, type usually.
  5. Click Add.

 Note   If you save a long phrase or passage of text as an AutoCorrect entry, you can enter the text later by typing only a few letters. For example, you could type afd to enter "Aperture Film Distributors."

Select the text you want to reuse, copy it, click Autocorrect Options on the Tools menu, and then click the AutoCorrect tab. In the Replace box, type a unique sequence of characters, a sequence that you would not usually type in a workbook. Click in the With box, press CTRL+V to paste the copied text, and then click Add.

ShowQuickly fill in repeated entries in a column

If the first few characters you type in a cell match an existing entry in that column, Microsoft 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.

  • To accept the proposed entry, press ENTER. The completed entry exactly matches the pattern of uppercase and lowercase letters of the existing entries.
  • To replace the automatically entered characters, continue typing.
  • To delete the automatically entered characters, press BACKSPACE.
  • To select from a list of entries already in the column, press ALT + DOWN ARROW, or right-click the cell and then click Pick from List on the shortcut menu.
 
 
Applies to:
Excel 2003