Google Workspace at UA
Google Workspace (Docs, Slides, Sheets, Forms) is widely used at UA for collaboration. While Google has improved accessibility features, some limitations remain compared to Microsoft 365. This guide covers best practices for each application.
Key limitation
Google Workspace does not have a built-in accessibility checker like Microsoft Office. Use the Grackle add-on (free for basic checking) or manually verify accessibility.
Google Docs
Use heading styles
- Select your heading text
- Click the Styles dropdown (shows "Normal text")
- Choose Heading 1, Heading 2, etc.
- Maintain hierarchy (don't skip from H1 to H3)
Keyboard shortcut: Ctrl+Alt+1 through Ctrl+Alt+6 for headings
Add alt text to images
- Right-click the image
- Select Alt text
- Enter a Description (the Title field is optional)
- Click OK
Create accessible tables
- Use Insert → Table to create tables
- Put header information in the first row
- Keep tables simple (avoid merged cells)
- Limitation: Google Docs doesn't support marking header rows for screen readers
Use meaningful link text
- Select the text you want to link
- Press Ctrl+K or click the link icon
- Enter the URL
- Ensure the selected text describes the link destination
Use built-in lists
- Use the bulleted or numbered list buttons
- Don't manually type dashes or numbers
Google Slides
Use slide layouts
- Choose layouts from Slide → Apply layout
- Use the title placeholder on every slide
- Built-in layouts have better structure than freeform text boxes
Unique slide titles
- Every slide must have a unique, descriptive title
- Screen reader users navigate by slide titles
Add alt text to images
- Click the image
- Right-click → Alt text
- Enter description
Check reading order
Limitation: Google Slides doesn't have a reading order tool. Elements are read in the order they were added. To fix:
- Cut all elements (Ctrl+X)
- Paste them back in the order they should be read
- Or use Arrange → Order to adjust layering
Sufficient font size
- Title text: 36pt minimum
- Body text: 24pt minimum
- Avoid dense text slides
Video captions
If embedding videos, ensure they have captions. Google Slides can display captions from YouTube videos if available.
Google Sheets
Structure your data
- Start data in cell A1
- One data table per sheet
- Use descriptive sheet names (not "Sheet1")
- Avoid blank rows/columns within data
Freeze header rows
- Click on the row below your headers
- View → Freeze → 1 row
Avoid merged cells
Merged cells break screen reader navigation. Use "Center across selection" formatting instead.
Add alt text to charts
- Click the chart
- Click the three-dot menu → Alt text
- Describe the key data or trend
Color usage
- Don't convey meaning through color alone
- Add a status column with text labels
- Use high contrast colors
Google Forms
Form accessibility
Google Forms has improved accessibility, but has limitations:
- ✓ Forms are keyboard navigable
- ✓ Questions are labeled for screen readers
- ⚠️ Complex question types may be challenging
- ⚠️ Image-based questions need descriptions
Best practices
- Write clear, concise questions
- Provide instructions in the form description
- Add descriptions to questions that need clarification
- Avoid required questions unless truly necessary
- Add alt text to any images in questions
- Test the form with keyboard navigation
Adding descriptions
- Click the question
- Click the three-dot menu → Description
- Add helpful context or instructions
Using Grackle for accessibility checking
Grackle is a free add-on that checks Google Docs and Slides accessibility:
Installing Grackle
- Open a Google Doc or Slides
- Extensions → Add-ons → Get add-ons
- Search for "Grackle"
- Install Grackle Docs or Grackle Slides
Running a check
- Extensions → Grackle Docs → Launch
- Click Check Accessibility
- Review issues in the sidebar
- Click issues to navigate to them
What Grackle checks
- Heading structure
- Alt text on images
- Table structure
- Link text
- Document language
- Reading order (Slides)
Exporting accessible documents
Sharing as Google files (preferred)
Native Google format preserves the most structure. Share via link when possible.
Exporting to Microsoft format
File → Download → Microsoft Word/PowerPoint/Excel
- Most structure transfers well
- Review in Microsoft app and run Accessibility Checker
Exporting to PDF
File → Download → PDF
- ⚠️ PDF export has accessibility limitations
- Headings may not transfer as tagged structure
- Better option: Download as Word first, then export accessible PDF from Word
Quick checklist
Google Docs
- ☐ Heading styles used (not just bold)
- ☐ Images have alt text
- ☐ Links have meaningful text
- ☐ Lists use built-in formatting
- ☐ Tables are simple (no merged cells)
Google Slides
- ☐ Built-in layouts used
- ☐ Every slide has unique title
- ☐ Images have alt text
- ☐ Font size 24pt+ for body
- ☐ Videos have captions
Google Sheets
- ☐ Data starts in A1
- ☐ Header row frozen
- ☐ No merged cells
- ☐ Charts have alt text
- ☐ Descriptive sheet names
Google Forms
- ☐ Questions are clear and concise
- ☐ Descriptions added where needed
- ☐ Images have alt text
- ☐ Tested with keyboard