Find and replace text or numbers in Excel Online with a screen reader

In Excel Online, you can use keyboard shortcuts with your screen reader to search for and replace text, including special characters (such as question marks, tildes, and asterisks), or numbers. You can search by rows and columns, search within comments or values, and search within worksheets or entire workbooks.

Find text or numbers

To follow this procedure, make sure you are in Edit mode. You can switch to Edit mode by selecting Edit in Excel in the tab bar.

  1. Select the range of cells that you want to search. If you want to search the whole sheet, select any cell.

  2. Press Ctrl+F to open the Find dialog. Or, you can press Alt+Q to search for Find in the Tell Me question box.

  3. In the Find What text box, type the text or number that you want to find.

  4. Press the Tab key to go to the Direction radio buttons. Choose Up or Down.

  5. Press Enter. Excel Online finds and highlights the first cell in the selection area that includes contents which match the text. The screen reader reads the text in the cell.

    Tip: To cancel a search in progress, press Esc .

Find and replace text

  1. Select the range of cells that you want to search. If you want to search the whole sheet, select any cell.

  2. Press Alt+Q to go to the Tell Me question box, and type Replace. Use the Down Arrow to move through the search results until you hear "Replace," then press Enter to open the Find and Replace dialog box.

  3. In the Find what text box, type the text or number that you want to find and replace, then press the Tab key to go to the Replace with text box

    Note: At this time, Narrator does not say "Replace with" when it reaches the text box.

  4. Type the replacement text or number.

  5. If you want, you can then select one or both of these check boxes:

    • Match case, to find only text that matches exactly the text case that you entered.

    • Match entire cell contents, to find only exactly matches for text.

  6. Press the Tab key to go to the Direction radio buttons, and choose Up or Down. If you do not choose a direction, Excel Online searches down from the cell in which you started.

  7. Press the Tab key once to reach the Find Next button. You can take any of these actions:

    • Press Enter to find the next occurrence of the text or number that you entered.

    • Press the Tab key until you reach the Replace button, and then press Enter to find the next occurrence and replace it with the text that you entered. Your screen reader will find the first occurrence that follows the replaced text, then move focus back to the Find and Replace dialog box.

    • Press the Tab key until you reach Replace All button, then press Enter to find all occurrences and replace them with the replacement that you entered.

    • Press the Tab key until you reach the Close button, and press Enter.

    • Press Esc to stop.

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!

×