Google Docs Accessibility
Use Heading Styles
The most important step—use built-in heading styles:
- Select your heading text
- Click the Styles dropdown (shows "Normal text")
- Select Heading 1, 2, or 3
Keyboard shortcut:
- Ctrl+Alt+1= Heading 1
- Ctrl+Alt+2= Heading 2
- Ctrl+Alt+3= Heading 3
Document Outline
View your heading structure:
- Go toViewShow outline
- Verify headings appear in correct hierarchy
Add Alt Text to Images
- Right-click the image
- SelectAlt text
- Add Title and Description
- Click OK
The Description is what screen readers read. Keep it concise but meaningful.
Accessible Tables
- Insert Table select size
- Put column headers in first row
- Right-click the header rowTable properties
- Check "Repeat row on every page" for multi-page tables
Meaningful Links
- Select descriptive text
- PressCtrl+K
- Enter the URL
Good:"See ourenrollment guidelines"
Bad:"Click here"
Lists
Use the built-in list buttons:
- Bulleted list:Ctrl+Shift+8
- Numbered list:Ctrl+Shift+7
Google Slides Accessibility
Slide Titles
Every slide needs a unique title:
- Use the title placeholder on each slide
- Don't delete the title placeholder
- Make each title unique and descriptive
Use Slide Layouts
- ClickSlideApply layout
- Choose a layout that fits your content
- Use the placeholders provided
Don't use text boxes for titles—use the built-in title placeholder.
Alt Text for Images
- Right-click the image
- SelectAlt text
- Add Title and Description
Reading Order
Check and adjust the order elements are read:
- Select an element on the slide
- UseArrangeOrderto adjust position
- Elements "behind" others are read first
Visual Design
- Use at least 24pt for body text
- Use at least 36pt for titles
- Ensure high contrast between text and background
- Don't rely on color alone
- Limit text per slide
Speaker Notes
Add context in speaker notes:
- Click in the speaker notes area below the slide
- Describe visual content
- Include information you'll say verbally
Google Sheets Accessibility
Spreadsheet Structure
- Start data in cell A1
- Use clear column headers in Row 1
- Avoid blank rows and columns within data
- Avoid merged cells
Freeze Header Row
- Click anywhere in row 1
- Go toViewFreeze1 row
- Headers will stay visible when scrolling
Name Your Sheets
- Double-click sheet tabs to rename
- Use descriptive names (not "Sheet1")
- Delete unused sheets
Alt Text for Charts
- Click the chart
- Click the three-dot menu
- SelectAlt text
- Add Title and Description
Color Usage
- Don't use color as the only way to convey information
- Add a status column with text (Complete, Pending, etc.)
- Ensure good contrast for text
Sharing & Exporting
Sharing Google Files
When sharing, consider accessibility:
- Share as view-only if recipients don't need to edit
- Check accessibility before sharing
- Provide instructions if using complex features
Downloading as Word/PDF
- Go toFileDownload
- Choose your format
Note:Some accessibility features may not transfer perfectly. When possible, share the native Google file.
Word Download Tips
- Heading styles transfer to Word
- Run Word's Accessibility Checker after download
- Alt text may need to be re-added
PDF Download
- PDFs from Google Docs have basic tags
- May need additional remediation for full accessibility
- Consider providing the original Google Doc as well
Keyboard Navigation
Google Workspace works well with keyboard navigation:
Google Docs Shortcuts
- Ctrl+Alt+NH— Open Document Outline
- Ctrl+Alt+1-6— Apply headings
- Ctrl+K— Insert link
- Ctrl+/— See all shortcuts
Google Slides Shortcuts
- Ctrl+M— New slide
- Ctrl+Shift+K— Skip slide
- Page Down/Page Up— Navigate slides