While GCCCD primarily uses Microsoft 365 for district operations, we recognize that Google Workspace is also a popular platform for teaching, collaboration, and content creation. Faculty and staff may use Google Docs and Google Slides for a variety of reasons, including familiarity, ease of sharing, and collaboration with colleagues and external partners.

Regardless of the platform, accessibility remains a shared responsibility. This guide provides practical instructions and resources for creating accessible documents and presentations in Google Workspace.

1. Start with Accessibility Basics

Before working in Google Docs or Google Slides, familiarize yourself with the foundational principles of digital accessibility. Many of the same practices apply across Microsoft 365, Google Workspace, Canvas, and webpages.

• Headings and structure: Organize information using meaningful headings and a logical hierarchy.
• Lists: Use built-in bulleted and numbered lists rather than manually typed symbols.
• Images: Provide meaningful alternative text (alt text) and extended descriptions when necessary.
• Tables: Use tables for data, identify headers, and avoid unnecessary complexity.
• Links: Use descriptive link text that communicates the destination or purpose.
• Visual design: Maintain sufficient color contrast and avoid relying on color alone to communicate information.

For additional explanations, examples, and training recordings, visit the Access GCCCD Events and Resources Page..

Additional reference: Google: Make Documents, Presentations, Sheets, and Videos More Accessible.

2. Creating Accessible Google Docs

Google Docs includes tools for organizing content, describing images, formatting tables, and creating meaningful links.

Headings and Document Structure

1. Select the text you want to designate as a heading.
2. Open the Styles menu in the toolbar (typically labeled Normal text).
3. Choose the appropriate heading level, such as Heading 1, Heading 2, or Heading 3.
4. Use headings in a logical order to organize the document.
5. Use the built-in bulleted and numbered list tools for lists.

Tip: Making text bold or increasing its font size does not automatically create a structural heading.

Images and Alternative Text

1. Select an image, drawing, or graphic.
2. Right-click and select Alt text, or locate the option through the image controls.
3. Enter a concise description that communicates the image's purpose.
4. For complex diagrams or charts, provide additional explanation in the surrounding document.

Keyboard shortcut: Mac: Command + Option + Y. Windows or ChromeOS: Ctrl + Alt + Y.

Resource: W3C: Images Tutorial.

Accessible Tables

1. Select Insert > Table and choose the number of rows and columns.
2. Use the first row for descriptive column headers.
3. To repeat header rows, right-click the table and open Table options.
4. Under Row, select Pin header row(s) and specify the number of header rows.
5. Avoid merged cells, nested tables, and unnecessarily complex structures.
6. Provide a descriptive title immediately before the table.

Important: Pinning header rows helps readers navigate long tables, but it should not be treated as proof that every assistive technology or exported format will recognize the correct header associations. Review the resulting table carefully.

Resources:

• Google: Add and Edit Tables
• W3C: Tables Tutorial

Descriptive Links

1. Select the text you want to turn into a link.
2. Choose Insert > Link or press Ctrl + K (Command + K on Mac).
3. Enter the destination URL.
4. Use meaningful text such as "Review the accessibility guidelines" rather than "Click here."

Checking Accessibility in Google Docs

Google Docs provides accessibility features, but it does not offer a comprehensive built-in accessibility checker equivalent to the one in Microsoft Word. Use the following review process before sharing:

1. Review structure: Open View > Show outline to examine your heading hierarchy.
2. Check images: Review meaningful images individually for appropriate alt text.
3. Inspect tables: Confirm that headers are clear, rows and columns are logical, and the table can be understood without visual formatting alone.
4. Review links: Confirm that link text is descriptive and destinations work.
5. Check readability: Review color contrast, font size, spacing, and list formatting.
6. Test navigation: When possible, use keyboard navigation or a screen reader to review the document.

Optional: Third-party accessibility checking tools may be available, but their capabilities, costs, and district approval requirements vary. Do not install or authorize third-party tools to access district content without appropriate approval.

Exporting Google Docs to PDF

If you distribute a Google Doc as a PDF, review the exported file separately. Check headings, reading order, links, images, and tables. Accessibility in the source document does not automatically guarantee accessibility in the exported PDF.

Video tutorial: Exploring NEW Google Docs to PDF Export Accessibility (YouTube video).

3. Creating Accessible Google Slides

Google Slides requires attention to slide structure, reading order, images, tables, and links. Because presentations often contain multiple visual elements, accessibility should be considered throughout the design process.

Slide Titles and Layouts

1. Open your presentation in Google Slides.
2. Choose Slide > Apply layout and select an appropriate layout, such as Title slide or Title and body.
3. Use the designated title placeholder to give each slide a meaningful title.
4. Use built-in text placeholders when possible rather than creating numerous separate text boxes.
5. Keep slide content concise and organized.

Tip: A slide title should identify the topic or purpose of the slide, not simply repeat a generic heading such as "Information."

Reading Order

Screen readers navigate slide objects according to their order in the slide's object stack, which may differ from their visual placement.

1. Select an object on the slide.
2. Open Arrange > Order.
3. Use Bring to front, Bring forward, Send backward, or Send to back to adjust the object's position in the stack.
4. Test the resulting order using keyboard navigation or a screen reader.
5. Confirm that the title, main content, and supporting information are encountered in a logical sequence.

Resource: Google: Use Google Slides with a Screen Reader.

Images and Alternative Text

1. Select an image, illustration, or graphic.
2. Right-click and select Alt text, or locate the option through the image controls.
3. Enter a concise description that communicates the image's purpose.
4. For complex visuals, include a longer explanation on the slide or in an accessible companion resource.
5. Review decorative elements to avoid unnecessary screen reader announcements.

Tip: If a slide contains a screenshot with important text, ensure that the information is also available as accessible text rather than relying entirely on the image.

Accessible Tables

1. Select Insert > Table and choose the number of rows and columns.
2. Keep tables simple, with clear column labels and consistent organization.
3. Include a descriptive table title or introductory statement on the slide.
4. Avoid merged cells, nested tables, and dense data whenever possible.
5. Review how the table is announced by assistive technology.

Important: Google Slides does not provide the same table-header designation capabilities as a fully accessible HTML data table. A visually formatted header row does not guarantee programmatic header associations. For complex data, consider providing an accessible companion document or another format that supports appropriate table structure.

Resource: W3C: Accessible Tables Tutorial.

Descriptive Links

1. Select the text or object you want to link.
2. Choose Insert > Link or use Ctrl + K (Command + K on Mac).
3. Enter the destination URL.
4. Use meaningful link text that identifies the resource or action.
5. Confirm that the link works and can be accessed through keyboard navigation.

Checking Accessibility in Google Slides

Google Slides does not provide a comprehensive built-in accessibility checker equivalent to PowerPoint's Accessibility Checker. A manual review is therefore especially important.

1. Check slide titles: Confirm that each slide has a meaningful title and uses an appropriate layout.
2. Review reading order: Navigate through slide objects and confirm that the sequence makes sense.
3. Check images: Review meaningful images for appropriate alt text and provide longer descriptions when necessary.
4. Inspect tables: Confirm that information is understandable and consider alternative formats for complex data.
5. Review links: Check descriptive text, keyboard access, and working destinations.
6. Check visual accessibility: Review contrast, text size, spacing, and whether color is used as the only means of communicating information.
7. Test the presentation: When possible, navigate with a keyboard and screen reader before sharing.

Video tutorial: How to Make Google Slides Accessible (YouTube video).

4. Before You Share

Whether you're working in Google Docs or Google Slides, complete a final accessibility review:

• Use appropriate headings, slide titles, and built-in lists.
• Provide meaningful alt text for images.
• Keep tables simple and clearly organized.
• Use descriptive links.
• Check color contrast and reading order.
• Confirm that intended recipients have appropriate access permissions.
• Review exported files separately, especially PDFs.

Remember: Automated tools can help identify accessibility barriers, but they do not replace human review.

5. Additional Resources and Support

• Google: Make Documents, Presentations, Sheets, and Videos More Accessible
• Google: Accessibility in Docs Editors
• Section508.gov: Authoring Meaningful Alternative Text
• W3C: Images Tutorial
• W3C: Tables Tutorial

For training recordings, additional resources, and individualized assistance, visit the Access GCCCD Accessibility site.