Ever wish Excel could read data out loud while you’re working? It can! Whether you’re transferring data from a piece of paper, double-checking info, or entering data into another program, having Excel speak the contents of your cells can save time and prevent mistakes. Let’s walk through how to “make Excel speak” using a few helpful tools.

Check out the video below for a step-by-step demonstration:

Why Would You Want Excel to Speak?

Imagine you’re working on a large dataset. You have a piece of paper or another document by your side, and you’re trying to make sure everything you entered into Excel matches. Instead of looking back and forth between your document and screen, Excel can read aloud what’s in the cells. The same goes for entering data into another program. You can simply listen to Excel call out the data as you verify it.

This feature can also help prevent mistakes, especially when you’re multitasking. And guess what? Once you set it up, it’s really easy to use.

How to Set Up the Speak Cells Feature in Excel

Before Excel can start reading out loud, you’ll need to add the speak tools to your Quick Access Toolbar (QAT).

Step 1: Customize Your Quick Access Toolbar

  1. Open Excel and look at the top of your window for the Quick Access Toolbar (usually in the top-left corner). Click the small arrow (dropdown) on the toolbar.
  2. From the dropdown, select More Commands.
  3. In the “Excel Options” window, switch the dropdown to show Commands Not in the Ribbon.
  4. Scroll down and find all the relevant Speak commands. You’ll want to add:
    • Speak Cells
    • Stop Speaking Cells
    • Speak Cells by Rows
    • Speak Cells by Columns
    • Speak on Enter
  5. Add these to your Quick Access Toolbar and confirm by pressing OK.

Now, these commands are always accessible and ready to go when you need them.

RELATED TOPIC: How to Use Speech to Text in Word: A Step-by-Step Guide

How to Make Excel Speak by Rows

You can have Excel speak the data row by row. Here’s how to make it happen.

  1. Highlight the cells that you want Excel to read.
  2. Make sure you’ve selected Speak Cells by Rows from your Quick Access Toolbar.
  3. Click the Speak Cells button to start the process.

Excel will go through each row, reading the data one cell at a time. When it reaches the end of the row, it moves to the next one. This method is great for verifying data in a linear fashion, especially when comparing across rows.

Example:

If you have a table with names and numbers:

  • Name: Abigail Walter
  • Numbers: 5

Excel will read it like this: “Abigail Walter. 5.”

How to Make Excel Speak by Columns

Now, if working with columns makes more sense (for example, reading all names first, then all numbers instead of row by row), you can switch to column order.

  1. Highlight the data you want read aloud.
  2. Select Speak Cells by Columns from your Quick Access Toolbar.
  3. Click Speak Cells to let Excel start reading.

This will read all the data down each column, rather than across each row.

Example:

If you have two columns like before:

  • Column 1 (Names): Abigail Walter, Jacob Simpson, Caden Blake, Jaden Ryan
  • Column 2 (Numbers): 5, 10, 15, 20

Excel would read aloud:
“Name: Abigail Walter, Jacob Simpson, Caden Blake, Jaden Ryan. Numbers: 5, 10, 15, 20.”

How to Use Speak On Enter Feature

The Speak on Enter feature is perfect if you’re actively entering new data and want instant feedback. Every time you type something into a cell and press Enter, Excel will immediately read the cell content aloud.

Step 1: Enable Speak on Enter

Click on the Speak on Enter button from your Quick Access Toolbar. Once this tool is active, Excel will read back anything you type as soon as you press enter on your keyboard.

Example:

When you enter:

  • Name: Melissa Ben
  • Number: 20

Excel will say:
“Melissa Ben. 20.”

This is super convenient for data entry tasks, ensuring you don’t miss anything.

Adjusting and Stopping the Speak Function

When you’re done or need to stop Excel from speaking, you can easily turn off the function by using the Stop Speaking Cells button in the Quick Access Toolbar. If you want to adjust the order or method for how Excel reads the data (by rows, columns, or on enter), simply switch between the respective options.

Final Thoughts

Using the Speak Cells feature in Excel is a handy tool if you’re looking for a better way to double-check or enter data. It’s quick to set up and can make your workflow smoother by giving you audio feedback about what you’re working on.

If you’re juggling multiple tasks, or just prefer hearing the data you’re working with, this is a great productivity hack. Give it a try during your next Excel project, and see how it helps you stay focused and accurate.

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