Navigation:  21: Working with Microsoft Excel > 21.4: Headers and Totals

Often, when using Excel, you will want to know what the row header or column header is for the current cell. For example, if you are using a weekly schedule worksheet, row headers would likely indicate times of the day, and column headers would likely indicate days of the week, and this information would be crucial to making sure tasks and appointments are entered in the correct day and time cell.

 

ALT-SHIFT-H = Headers and Totals

 

Using this dialog, Window-Eyes allows you to define which columns and rows should be used for header cells, along with which columns and rows should be used for total cells. Header cells are used to announce the name of a column or row automatically. Total cells are very similar to header cells, but are read manually with a key press. You can even use header and total cells that exist in another worksheet for reading in your current worksheet. You can also set up header and total cells to read for a specific region, the entire worksheet, or even for multiple customized areas.

 

As you TAB through the Headers and Totals dialog, you will discover the following controls:
 
Header or Total Name Edit Box – Allows you to enter a description for the currently defined item. This name is only for documentation purposes, and has no impact on the functionality of the item being defined. For example, you might enter the name "headers for yearly sales." This name is useful for determining the function of each header/total definition for the current worksheet.
 
Region To Use List Box – Allows you to set the area to be used for your headers and totals definitions. This list box will always start with "current region." Regions are automatically defined by Excel based on blank rows and columns. The region that you were in when you entered the dialog would be used if you select "current region." The next item in the Region To Use list box is "full worksheet." The full worksheet option means that your entire worksheet will be used. Any named regions that exist in the current worksheet will also be listed in the regions list box. Named areas are defined by selecting a group of cells, opening Excel’s insert menu, choosing the Name pull down, and then selecting the Define option. You can then specify a name for the current selection of cells. When you select a named region, that defined region will be used. The last item in the Region To Use list box will always be "custom." The custom item allows you to manually define an area to be used for headers and/or totals.

 

Row Header Radio Button (Default: Checked) – With this option enabled, the defined columns(s) will be used as row headers for the specified region.
Column Header Radio Button (Default: Unchecked) – With this option enabled, the defined rows(s) will be used as column headers for the specified region.
Row and Column Header Radio Button (Default: Unchecked) – With this option enabled, the defined row(s) and column(s) will be used as column headers and row headers for the specified region.
 

Row Total Radio Button (Default: Unchecked) – With this option enabled, the defined row(s) will be used as column totals for the specified region.
Column Total Radio Button (Default: Unchecked) – With this option enabled, the defined column(s) will be used as row totals for the specified region.
Row and Column Total Radio Button (Default: Unchecked) – With this option enabled, the defined row(s) and column(s) will be used as column totals and row totals for the specified region.
 

Always Read Header (Default: Unchecked) – When a column header is defined, the header will only be read when navigating horizontally through the specified region. When a row header is defined, the header will only be read when navigating vertically through the specified region. With this option enabled, Window-Eyes will always read the defined header, regardless of how you move through the specified region. Note this option will be disabled if you have not selected a region type of header.

 

Region Cells Edit Box – Allows you to define a range of cells for the custom item in the Region To Use list box. If any other region is selected in the Region To Use list box, the range of cells used in that selected region will be displayed in this edit box, and the edit box will be read only. This item can be used in place of setting up a named region in Excel. An Excel named region, however, should be used over a Window-Eyes custom region if the region itself will be changing in size. Window-Eyes custom region is fixed to the defined size, while an Excel named region automatically adjusts as columns and rows are added or removed.

 

Add Entry Button – Saves all current data to the list of Current Headers and Totals for the current worksheet. The dialog will remain open after selecting this button.

 
Remove Entry Button – Removes the currently selected item in the Current Headers and Totals list box, and associated data, for the current worksheet. The dialog will remain open after selecting this button.
 
OK Button – Automatically saves all current data to the list of Current Headers and Totals for the current worksheet, and closes the dialog.
 
Cancel Button – Closes the dialog without saving the current entry.
 
Current Headers and Totals List Box – Displays all areas that have been defined using the Headers and Totals dialog for the current worksheet in the current workbook. When the Headers and Totals dialog is accessed for the first time in a new worksheet, this list will be empty. Entries will be displayed using the text entered in the Header or Total Name edit box after an entry is added, and the defined region type will be added to the end of the name. When you select an item in the Current Headers and Totals list box, the data associated with that header or total will be displayed in the respective controls throughout the Headers and Totals dialog, allowing you to either review the settings or adjust them. If you adjust any settings, you will need to re-add the entry. Note that if you change the name of the Header or Total, and you add the entry, the previous entry will not be removed or replaced. The settings will only be updated if you leave the name the same as the previous entry, and then add the entry.
 
Rows and Columns To Use Edit Box – Displays the row(s) and/or column(s) that you plan on using as the header or total for the currently selected region in the Region To Use list box. The information in this edit box will default to being the active cell or the selected cells. You can manually change this to use discontinuous rows for headers or totals. For example, you may want to use row 3, then row 5, then row 10 as header information for the currently selected region. You can also specify rows or columns in a different worksheet if desired.
 
<- Use Selected Cells Button – Allows you to reset the Rows and Columns To Use edit box to the active cell or the selected cells.

 

ALT-SHIFT-T  = Read Total Cell – This hot key will automatically read the total cell defined in the Headers and Totals dialog. If a total cell is not defined, Window-Eyes will look for all dependent cells of the active cell that have a formula starting with “=SUM”, and will read them automatically.