Accessibility - Google Docs Quick Reference

The following steps help you build accessible Google Docs so everyone, including screen reader users, can access digital content. Some steps require Grackle Docs, an enterprise accessibility tool for Google Workspace. After opening your Google Doc, select Extensions > Grackle Docs > Launch to launch the accessibility checker.

Important: Grackle is an integration for specific Google Apps, and as such, all usage should follow the Acceptable Use section of the Google Apps Terms of Use & Privacy.

1. Structural Foundation – File, Headings and Lists

Title

  • Use a unique, meaningful file name that clearly describes the content such as., “Annual Report 2026 Summary”.
  • Click the title field at the top and enter a descriptive name.

Language

  • Verify the document language is set correctly to ensure accurate screen reader pronunciation.
  • Go to File > Language.

Page Setup

  • Review margins and orientation for a consistent, readable look.
  • Go to File > Page Setup.

Headings

  • Use the built-in Styles menu to create all headings (H1, H2, H3, etc.). Never use manual formatting (bold/size) alone.
  • Select text, go to the Styles dropdown (or Format > Paragraph styles), and choose the correct Heading level.

Hierarchy

  • Maintain strict hierarchy: always follow H1 with H2, H2 with H3. Never skip levels (e.g., jump from H2 to H4).
  • Check your outline (View > Show document outline) to verify nesting.

Lists

  • Use the built-in Bulleted List (unordered) and Numbered List (ordered) tools.
  • Bulleted lists group items where order does not matter. Numbered lists group items where order does matter.
  • Lists should contain more than one item.
  • Select text, click the corresponding list icon in the toolbar. Avoid using asterisks or manual numbers.

Paragraphs

  • Keep the default Left Alignment. Avoid Justified Alignment. Chunk lengthy text blocks.
  • Use Left Alignment. Use Insert > Break > Page break instead of repeated enters/space

2. Describe Visual Content and Check for Readability

Images / Charts

  • Check that all informative visuals have text alternatives that explain their purpose or content.
  • Right-click the image/chart and select Alt Text. Enter a descriptive title and description.

Decorative Images

  • Mark purely aesthetic images (e.g., background patterns, border art) as artifacts.
  • Use the Grackle Docs extension to Mark as artifact.

Hyperlinks

  • Ensure link text is informative and descriptive, making sense out of context. Avoid “Click Here” or “Read More.”
  • Type descriptive text (e.g., “Texas A&M Accessibility Guide”), highlight it, and use Insert > Link.

Contrast

  • Ensure all text has sufficient contrast against its background.
  • Use the Grackle Docs extension to check and fix low contrast in document text.

Color Alone

  • Check for appropriate use of color; never use color alone to convey meaning.
  • Use descriptive text or other indicators in addition to color (e.g., use “Failed” text in addition to a red background.)

Font Size

  • Set all body text to 12pt or larger to avoid fine print.
  • Adjust font size in the toolbar.

3. Check for Data Tables (Grackle Docs Critical Fix)

Table Purpose

  • Verify that tables are used only for data organization, not for visual layout.
  • Use Format > Columns if you need multiple columns of non-data text.

Complexity

  • Keep tables simple. Avoid complex nesting, merged cells, or split cells.
  • Use the Table Options (Format > Table > Table Options) to apply simple borders and visual styling.

Header Tagging (Critical)

  • Tag the header row and/or column to associate it with the data cells.
  • Launch Grackle Docs. Navigate to Tables, select the table, and check Mark first row as header.

4. Final Review and Navigation 

Footnotes

  • Use the built-in tool for all citations and references, ensuring proper tagging of the links.
  • Go to Insert > Footnote.

Table of Contents

  • Add an automatic Table of Contents based on your heading structure.
  • Go to Insert > Page Elements > Table of Contents.

Page Numbers

  • Always use the built-in tool, which correctly tags numbers for screen readers.
  • Go to Insert > Page numbers.

5. Accessibility Check

  • Run a final accessibility check before sharing your document.
  • Select Extensions > Grackle Docs > Launch to review remaining issues.
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