The following steps help you build accessible Google Sheets so everyone, including screen reader users, can access digital content. Some steps require Grackle Sheets, an enterprise accessibility tool for Google Workspace. After opening your Google Sheet, select Extensions > Grackle Sheets > 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. File Name, Sheet Structure, and Formatting
Document Title
- Use a unique, meaningful file name that clearly describes the presentation content.
- Click the title field at the top of the file and enter a descriptive name, such as “Annual Report Data 2026.”
Sheet Names
- Verify that each sheet/tab has a meaningful description/name.
- Double-click each tab and rename it if necessary (e.g., “Monthly Sales,” not “Sheet1”.)
Data Chunking
- Only use one distinct data set per sheet; create a new sheet for each different topic.
- Go to Insert > Sheet to create a new sheet.
Table Formatting
- Format the visual style of your entire table.
- Select Table and use Convert to Table to access Table Formatting options.
2. Data Integrity and Structure
Data Headers
- Critical: Build the table simply, with the first row as headers.
- Use Grackle Sheets to programmatically tag these headers after creation.
Merged Cells
- Never merge cells. Unmerge any existing merged cells and repeat labels if necessary.
- To unmerge cells, select the merged cells, then click the Merge button on the toolbar. Select Format > Merge cells > Unmerge from the top menu.
Isolated Cells
- Check for isolated cells, since they lack semantic association with other data elements.
- Do not place important information in single, disconnected cells far from the primary data.
Layout vs. Data
- Use tables for data only.
- Utilize Format > Columns instead of tables for text alignment or sidebars.
Table Length
- Keep table length reasonable or break into smaller chunks.
- Break data into smaller, more focused tables on separate sheets.
3. Visual Content and Media
Informative Images
- Convey the meaning of visual content (charts, graphs) to non-sighted users by using text alternatives.
- Right-click any images/charts and provide descriptive Alternative Text summarizing the meaning or conclusion.
Decorative Images
- Prevent screen readers from announcing irrelevant visual information.
- Use Grackle Sheets to mark purely aesthetic elements (like borders or logos) as artifacts.
Charts and Graphs
- Ensure charts and graphs are readable and understandable.
- Add descriptive titles, use high-contrast colors, and include direct Data Labels instead of relying solely on a legend.
4. Readability and Legibility
Color Contrast
- Ensure all text and background combinations meet the required contrast ratios.
- Use Grackle Sheets to help identify failures.
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
- Ensure adequate font size.
- Set all body text to 12pt or larger.
5. Accessibility Check
Grackle Sheets is the essential tool for applying semantic tags that Google Sheets cannot perform natively. Use Grackle Sheets to perform the final, required fixes that follow by selecting Extensions > Grackle Sheets > Launch.
Tag Header Rows and Columns
- Verify semantic header tags for data tables.
- Use the +Tag feature to add header tags.
Mark Images as Artifacts or Add Alt Text
- Make sure purely aesthetic elements are hidden from screen readers, improving focus on data.
- Use the Locate and +Tag tool to mark as artifact or add alt text.
Utilize Adequate Color Contrast
Unmerge Cells
- Identify merged cells that confuse the reading order and helps restore data structure.
- Use the Locate button to find and fix merged cell issues.