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Accessibility for Google Docs, Sheets, Slides, & Drawings

    Creator: Google

    Date Updated: January 4, 2023

    Overview

    Interested in learning more about how to use Google Docs, Sheets, Slides and Drawings with assistive technologies? Or creating accessible documents? Google provides help documentation to guide you through the steps needed to create documents using assistive technologies and how to make accessible documents. The documentation is organized by your platform – Computer, Android, iPhone and iPad.

    The information is summarized from the Google Accessibility Help Documentation.

    Assistive Technologies in Google Docs, Sheets, Slides, and Drawings

    Google provides instructions for various assistive technologies, including screen readers, braille displays, and screen magnification software.

    Screen Readers

    To edit Google Documents, Sheets, Slides, and Drawings with a screen reader, you need to first “Turn on screen reader support” it must be selected, located under “Accessibility settings” under the “Tools” menu.

    The settings of some screen readers – NVDA, JAWS, and VoiceOver – need to be adjusted to work correctly with Google Docs. Additionally, there are shortcodes for screen readers to interact with Google documents. Those shortcodes are described in the “How to edit…” documentation provided by Google (listed below).

    Screen magnification software

    To use screen magnification software, you must enable “Turn on screen magnification support,” located in “Accessibility settings” under the “Tools” menu. You must also turn on the screen magnification software with your computer, browser, or device (instructions vary).

    Braille Displays

    To use a braille display, enable “Turn on braille support,” located in “Accessibility settings” under the “Tools” menu. These instructions are only when you use braille displays with a computer. You do not need to adjust the settings when using Android, iPad, and iPhone devices.

    Creating Accessible Docs, Sheets, Slides, and Drawings

    Google also provides information on creating accessible documents in Google Docs, Sheets, Slides, and Drawings. The suggestions and instructions include the following:

    • Adding alt text to images.
    • Using tables to organize data.
    • Use the comments and suggestions to make notes. These are screen reader accessible.
    • Ensure that your document has sufficient colour contrast.
    • The link text in your document should inform readers where they will take them (e.g., click here is not informative).
    • Use accessible text sizes and formatting (e.g., left-aligned, 14-point text).
    • Use numbered and bulleted lists.
    • Ensure that your document has headings so screen readers can navigate with them.
    • Include captions in your presentation. Google provides a tool, automatic captions, to display the presenter’s script live.
    • Provide an HTML version of your document, presentation, etc.

    Visit the Accessibility for Google Docs, Sheets, Slides, & Drawings help documentation.

    Resources

    Google. (2023). Accessibility for google docs, sheets, slides, & drawings. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/6282736?hl=en&ref_topic=6039805&co=GENIE.Platform%3DDesktop&oco=1#zippy=%2Cjaws%2Cnvda%2Cvoiceover

    Google. (2023). Collaborate & comment with a Screen reader. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/6239410

    Google. (2023). Edit documents with a Screen reader. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/1632201

    Google. (2023). Edit drawings with a screen reader. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/6058689

    Google. (2023). Edit presentations with a screen reader. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/1634140

    Google. (2023). Edit spreadsheets with a Screen reader. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/1632199

    Google. (2023). Make your document or presentation more accessible. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/6199477?hl=en&ref_topic=6039805

    Google. (2023). Use a braille display with google docs, sheets, slides, & drawings. Google Docs Editors Help. Retrieved January 6, 2023, from https://support.google.com/docs/answer/6057417?co=GENIE.Platform%3DDesktop&oco=1