Documents

Before You Create a Document

Creating accessible documents helps ensure all students, families, staff, and community members can access and understand your content. Before publishing a document, consider the following best practices.

Document Structure

• Use built-in heading styles instead of manually formatting text.
• Organize content in a logical reading order.
• Use lists for grouped information.
• Avoid using tables for page layout.

Titles and Metadata

• Use a clear, descriptive document title.
• Add subject, author, and keywords when appropriate.
• Set the document language.

Images and Graphics

• Provide alternative text for meaningful images.
• Mark decorative images as decorative.
• Ensure charts and graphs include descriptive text.
• Avoid placing important information inside images when possible.

Color and Contrast

• Use sufficient color contrast between text and backgrounds.
• Do not rely on color alone to convey information.
• Use text labels, patterns, or icons in addition to color.

Hyperlinks

• Use meaningful link text that describes the destination.
• Avoid using generic phrases such as "Click Here" or "Read More."
• Indicate when a link opens a new window or downloads a file.

Tables

• Use tables only for data.
• Identify header rows and columns.
• Avoid merged cells when possible.
• Include a table summary or caption when helpful.

Forms

• Label all form fields clearly.
• Identify required fields.
• Provide helpful instructions and error messages.
• Ensure the tab order is logical.

Before Publishing Your Document

• Headings are used correctly.
• Images include alternative text when needed.
• Color is not the only method used to convey information.
• Links are descriptive.
• Tables are structured properly.
• Forms are accessible.
• The document passes the accessibility checker.
• The PDF is tagged correctly if exported as a PDF.
• The document can be read in a logical order by assistive technology.

The what and why of accessible PDF files -  Learn what an accessible PDF file is and why it's important.

Set up your workspace -  Learn how to put all the accessibility tools right at your fingertips.

Create an accessible PDF from Word -  Create an accessible PDF from Microsoft Word.

Create an accessible PDF in Acrobat -  Learn how to create an accessible PDF starting in Acrobat.

Make Accessible guided action -  Learn how to use the Make Accessible guided action.

The basics of tagging -  Learn the fundamentals of how to tag a PDF file to make it accessible.

Scanned documents -  Learn how to make scanned documents accessible in Acrobat.

Create accessible forms -  Learn how to make forms accessible in Acrobat.

Complex lists -  Learn how to tag complex lists for accessibility in Acrobat.

Complex tables -  Learn how to tag tables for accessibility in Acrobat.

Before You Create a Document

Creating accessible documents helps ensure all students, families, staff, and community members can access and understand your content. Before publishing a document, consider the following best practices.

Document Structure

• Use built-in heading styles instead of manually formatting text.
• Organize content in a logical reading order.
• Use lists for grouped information.
• Avoid using tables for page layout.

Titles and Metadata

• Use a clear, descriptive document title.
• Add subject, author, and keywords when appropriate.
• Set the document language.

Images and Graphics

• Provide alternative text for meaningful images.
• Mark decorative images as decorative.
• Ensure charts and graphs include descriptive text.
• Avoid placing important information inside images when possible.

Color and Contrast

• Use sufficient color contrast between text and backgrounds.
• Do not rely on color alone to convey information.
• Use text labels, patterns, or icons in addition to color.

Hyperlinks

• Use meaningful link text that describes the destination.
• Avoid using generic phrases such as "Click Here" or "Read More."
• Indicate when a link opens a new window or downloads a file.

Tables

• Use tables only for data.
• Identify header rows and columns.
• Avoid merged cells when possible.
• Include a table summary or caption when helpful.

Forms

• Label all form fields clearly.
• Identify required fields.
• Provide helpful instructions and error messages.
• Ensure the tab order is logical.

Before Publishing Your Document

• Headings are used correctly.
• Images include alternative text when needed.
• Color is not the only method used to convey information.
• Links are descriptive.
• Tables are structured properly.
• Forms are accessible.
• The document passes the accessibility checker.
• The PDF is tagged correctly if exported as a PDF.
• The document can be read in a logical order by assistive technology.

How to Create an ADA-Compliant Document

How to Use the NVDA Screen Reader

Never use a scanned document.
Create an accessible electronic version instead of uploading a scan.

Never assume accessibility carries over when converting a file.
If you convert an accessible document from one format to another, such as Microsoft Word to PDF, the new document may not be accessible. Always check the final file.

Never assume an accessibility checker catches everything.
Automated checkers can miss issues that require manual review.

Never publish an inaccessible document while waiting for remediation.
The accessible version should be ready before it is posted.

Never assume an outside document is accessible.
If another organization provides a document, confirm accessibility before publishing it. When possible, ask the original creator to provide an accessible version.

Never assume a document remains accessible after it is edited.
Check any updated document again before publication.

Grackle Workspace helps you find and fix accessibility issues in Google Docs, Google Sheets and Google Slides. Use Grackle before sharing or publishing a file to help make sure your content is accessible.

Get Started

1. Open the Google Doc, Sheet or Slide presentation you want to check.
2. Select Extensions from the top menu.
3. Select the appropriate Grackle tool:
   • Grackle Docs
   • Grackle Sheets
   • Grackle Slides
4. Select Launch.
5. Grackle will open in a panel on the right side of your screen and begin checking the file.
6. Work through the results and correct the accessibility issues Grackle identifies.
7. Run the accessibility check again after making corrections.
8. Review the file yourself before sharing or publishing it.

Understanding Your Results

Green check mark: The item passed the automated check.

Red X: Grackle found an accessibility issue that should be corrected.

Warning: The item needs to be reviewed. Some accessibility issues require a person to determine whether a change is needed.

Automated accessibility tools cannot identify every possible accessibility problem. Always complete a final review of your content.

Check the Document Title

A document title is different from the Google Docs file name.

1. Open Document Title Required in Grackle.
2. Select Edit.
3. Review the document title.
4. Make sure the title clearly describes the document.
5. Update it if needed.

Avoid titles such as:

• Copy of Document
• Document 1
• Final Version 2

Use a descriptive title that tells users what the document contains.

Check the Author

While reviewing Document Properties, check the author information.

For district documents, consider using an organization or department name instead of an individual employee's email address. This prevents outdated contact information from remaining in documents after staff changes.

Check the Document Language

Make sure the language matches the primary language used in the document.

For example, a document written in Spanish should be identified as Spanish instead of English.

The correct language setting helps screen readers pronounce words correctly.

Add Alternative Text to Images

Images that provide information need alternative text.

1. Open the image issue in Grackle.
2. Select Locate to find the image.
3. Select Tag.
4. Add alternative text that explains the purpose or meaning of the image.
5. Select Update.

For a logo, identify the organization or logo.

Example:

Columbia Public Schools logo

Alternative text should describe information that matters in the context of the document.

Decorative Images

If an image does not provide useful information, mark it as decorative or an artifact.

A screen reader will then skip the image.

If the same logo appears repeatedly in a document, usually only the first meaningful instance needs alternative text.

Use Real Headings

Do not make something look like a heading only by making the text larger, bold or a different color.

Use Google Docs heading styles.

A typical structure is:

• Heading 1: Main document title
• Heading 2: Main sections
• Heading 3: Sections within a Heading 2

Use only one Heading 1.

Do not skip heading levels.

For example, use Heading 1, followed by Heading 2, followed by Heading 3. Do not jump directly from Heading 1 to Heading 3.

Keep Your Existing Design

If applying a heading changes the way your text looks, you can update the heading style to match your existing formatting.

This allows you to keep the correct accessibility structure while maintaining your fonts, sizes and branding.

Fix Tables

Tables should be used for data, not to position content on a page.

Every data table should have a header row.

Some tables may also need a header column.

1. Find the table issue in Grackle.
2. Select Locate.
3. Select Tag.
4. Open the table editor.
5. Mark the first row as the header row.
6. Mark the first column as a header column when appropriate.
7. Select Update.

Avoid merged cells and unnecessary empty cells whenever possible. Complex tables may require additional remediation after the document is converted to PDF.

Check Color Contrast

Text must have enough contrast against its background to be easy to read.

Light gray text on a white background, for example, may fail accessibility requirements.

If Grackle identifies a contrast problem:

1. Select Locate.
2. Find the affected text or object.
3. Change the foreground or background color.
4. Run the accessibility check again.

Do not use color alone to communicate meaning.

Combine color with another visual indicator such as:

• Bold text
• Italic text
• An icon
• A label

Use Real Lists

Do not create lists by manually typing dashes, asterisks or numbers.

Use Google Docs' built-in list tools:

• Bulleted List
• Numbered List

A properly formatted list tells a screen reader how many items are in the list and where the list begins and ends.

Use Descriptive Links

Do not display long web addresses as link text when descriptive wording can be used instead.

Avoid:

https://example.com/accessibility/google-docs

Use:

Google Docs Accessibility Guide

The link text should tell users where the link will take them.

Check Reading Order

Open Document Structure in Grackle.

Review the order of:

• Headings
• Paragraphs
• Images
• Tables
• Other content

The reading order should normally follow the document from top to bottom.

If something is out of order, move the item within the Document Structure panel.

Run the Check Again

After correcting an issue, select Recheck.

Continue working through the Grackle panel until the errors are resolved.

Remember that some warnings require manual review even when Grackle reports that the document passed.

Export an Accessible PDF

If you need a PDF, use Grackle's Export to PDF button.

Do not use File > Download > PDF Document.

Using the normal Google Docs PDF download may remove some of the accessibility information you added.

Grackle's PDF export is designed to retain the accessibility work completed in the document.

Each sheet in your workbook should have a name that clearly describes its content.

Avoid names such as:

• Sheet 1
• Sheet 2
• Copy of Sheet 1

Use descriptive names such as:

• Student Enrollment
• Budget Summary
• Attendance Data

A descriptive sheet name helps users understand what information is available before navigating through the data.

Organize Data Into Separate Sheets

Avoid placing too much unrelated information on one sheet.

If a workbook contains several different sets of data, separate them into clearly named sheets.

For example:

• Enrollment
• Attendance
• Graduation Rates
• Contact Information

Breaking information into logical sections makes the workbook easier to understand and navigate.

Use Clear Table Headers

Tables should have clearly identified headers that describe the information in each row or column.

1. Find the table issue in Grackle.
2. Select the table that needs to be reviewed.
3. Check that the first row contains meaningful column headings.
4. Identify header rows or columns when appropriate.
5. Correct the table structure.
6. Run the accessibility check again.

Good headers might include:

• Student Name
• School
• Grade Level
• Enrollment Date

Avoid vague headings such as:

• Information
• Data
• Column 1

Clear headers help screen reader users understand the relationship between each cell and its data.

Avoid Merged Cells

Avoid merged cells whenever possible.

Merged cells can make it difficult for screen readers to determine how information in a spreadsheet is related.

Instead of merging cells to create visual headings, organize the information using separate sheets, clear column headings or other formatting.

Avoid Empty or Isolated Cells

Do not place important instructions or information in random cells away from the main data.

Keep related information together in a clear structure.

For example, avoid placing an important note in G24 when the main table is located in columns A through D.

If information is important, place it where users can easily find it in the natural flow of the worksheet.

Add Alternative Text to Images

Images that provide meaningful information need alternative text.

1. Find the image issue in Grackle.
2. Select the image.
3. Add alternative text that explains its purpose or meaning.
4. Save or update the information.
5. Run the accessibility check again.

For a logo, identify the organization.

Example:

Columbia Public Schools logo

Alternative text should explain information that matters in the context of the spreadsheet.

Decorative Images

If an image does not provide useful information, mark it as decorative when that option is available.

Decorative images should not create unnecessary information for screen reader users.

Make Charts Accessible

Charts and graphs need additional attention because they visually display information that may not be available to a screen reader.

Add alternative text that identifies the chart and its purpose.

Example:

Bar chart showing student enrollment by grade level.

For a complex chart, do not try to place every detail in the alternative text.

Instead, provide a text description of the important data in a nearby cell or on a separate sheet.

For example, you can use cell A1 to explain the chart's major findings and provide access to the underlying data.

Focus on what the chart communicates rather than how it looks.

Provide the Data Behind Charts

Whenever possible, make the data used to create a chart available in the spreadsheet.

Do not require users to understand important information only by looking at a chart.

The chart can provide the visual representation while the table provides access to the same information in text and numbers.

Check Color Contrast

Text and other important information must have enough contrast against the background to be easy to read.

Light gray text on a white background, for example, may be difficult to read.

If Grackle identifies a contrast problem:

1. Find the affected cell, text or object.
2. Change the foreground or background color.
3. Run the accessibility check again.

Do not use color alone to communicate information.

For example, instead of using only green, yellow and red cells to show status, also include text such as:

• Complete
• In Progress
• Needs Attention

Use Descriptive Links

Link text should explain where the link will take the user.

Avoid displaying a long web address when descriptive text can be used instead.

Avoid:

https://www.example.com/student-services/accessibility

Use:

Student Accessibility Services

Descriptive links are easier to understand for everyone, especially people navigating links with a screen reader.

Keep the Spreadsheet Simple

Keep your spreadsheet structure as simple as possible.

Avoid:

• Complex layouts
• Large numbers of merged cells
• Unnecessary blank rows and columns
• Information scattered across unrelated cells
• Multiple unrelated tables on one sheet
• Decorative formatting that makes the data harder to understand

When a spreadsheet becomes too complex, consider breaking the information into several clearly labeled sheets.

Run the Check Again

After correcting accessibility issues, select Recheck.

Continue reviewing the Grackle results and correct the issues that are identified.

Remember that automated accessibility tools cannot identify every possible problem. Review the spreadsheet yourself before sharing or publishing it.

Create an Accessible Version for the Website

Google Sheets can contain large amounts of data that may not work well when converted to PDF.

Grackle Sheets provides an option to create accessible HTML from spreadsheet content.

When publishing spreadsheet data online, consider using Grackle's accessible HTML option instead of converting a large spreadsheet to PDF.

HTML allows users to navigate and read the data more easily without shrinking a large worksheet to fit a PDF page.

Check the Presentation Title

Make sure the presentation has a clear and descriptive title.

The presentation title is part of the file's accessibility information and helps assistive technology identify the presentation.

1. Open the presentation title check in Grackle.
2. Select Edit.
3. Review the title.
4. Make sure it clearly describes the presentation.
5. Update it if needed.

Avoid titles such as:

• Presentation 1
• Copy of Slides
• Final Presentation 2

Use a title that clearly tells users what the presentation is about.

Check the Presentation Language

Make sure the language matches the primary language used in the presentation.

For example, a presentation written in Spanish should be identified as Spanish instead of English.

The correct language setting helps screen readers pronounce words correctly.

In Grackle Slides, the language setting is available from the More menu.

Give Every Slide a Title

Every slide should have a meaningful, unique title.

A text box that looks like a title does not always count as a real slide title.

Use a Google Slides layout that includes a title placeholder.

1. Find the slide title issue in Grackle.
2. Select the slide.
3. Open Layout in Google Slides.
4. Choose a layout that includes a title.
5. Add a meaningful title.
6. Run the accessibility check again.

Each slide should have a different title that describes its content.

Slides Without a Visible Title

Some slides may contain only an image or other visual content.

The slide should still have a title.

You can place the title outside the visible slide area so screen reader users can still identify the slide without changing the visual design.

Add Alternative Text to Images

Images that provide meaningful information need alternative text.

1. Find the image or element issue in Grackle.
2. Select the image.
3. Select Tag.
4. Add alternative text that explains the purpose or meaning of the image.
5. Select Update.

Example:

Students working together on a science project.

Alternative text should describe the information that matters in the context of the presentation.

Mark Decorative Images as Decorative

Images that do not provide meaningful information should be marked as decorative or as an artifact.

Examples may include:

• Background graphics
• Decorative shapes
• Design elements
• Images that repeat information already provided in text

This allows screen readers to skip unnecessary visual content.

Check Reading Order

The order in which objects appear visually on a slide may not be the order in which a screen reader reads them.

Open the slide structure or reading order tool in Grackle.

Review the order of:

• Slide title
• Text
• Images
• Charts
• Tables
• Other objects

The title should usually be read first, followed by the rest of the slide content.

If something is out of order, move the item within the structure panel.

Fix Tables

Tables should be used for data.

Every data table should have clearly identified headers.

1. Find the table issue in Grackle.
2. Select the table.
3. Open the table editor.
4. Identify the appropriate header row.
5. Identify a header column when needed.
6. Correct the structure.
7. Run the accessibility check again.

Avoid merged cells and unnecessary empty cells whenever possible.

Complex tables can be difficult for screen reader users to understand.

Check Color Contrast

Text must have enough contrast against its background to be easy to read.

Avoid combinations such as light gray text on a white background.

If Grackle identifies a contrast problem:

1. Find the affected text or object.
2. Change the text color, background color or both.
3. Run the accessibility check again.

Do not use color alone to communicate meaning.

Use another indicator such as:

• Bold text
• A label
• An icon
• A shape

Keep Text Easy to Read

Avoid very small text or excessive amounts of text on a slide.

Keep slides simple and make sure important information is large enough to read comfortably.

Avoid Text Over Busy Images

Text placed directly over an image can be difficult to read.

If the background image makes the text harder to see:

• Move the image away from the text.
• Reduce the visual intensity of the image.
• Use a simpler background.
• Move the text to a solid background area.

The goal is to make sure the text remains easy to read.

Avoid Excessive Animations and Transitions

Animations and transitions should be used carefully.

Avoid excessive:

• Flashing
• Blinking
• Rapid movement
• Distracting transitions

Excessive movement can make a presentation difficult to use and may create accessibility problems for some users.

Remove Empty Slides

Delete slides that do not contain meaningful content.

Grackle may identify completely empty slides as an accessibility issue.

If a slide is not needed, remove it from the presentation.

Remove Unnecessary Blank Lines

Avoid leaving unnecessary blank lines inside text boxes.

Extra blank lines may be announced by a screen reader and can make the content more confusing.

Remove empty trailing lines when they are not needed.

Use Descriptive Links

Link text should explain where the link will take the user.

Avoid displaying a long web address when descriptive text can be used instead.

Avoid:

https://www.example.com/student-services

Use:

Student Services

Descriptive links are easier to understand for everyone, especially people navigating links with a screen reader.

Run the Check Again

After correcting accessibility issues, select Recheck.

Continue reviewing the Grackle results and correct the issues that are identified.

Some warnings may require a manual review rather than an automatic fix.

Always review the presentation yourself before sharing or publishing it.

Export an Accessible PDF

If you need to create a PDF from the presentation, use Grackle's Export to PDF option.

Using Grackle's export option helps preserve the accessibility information added to the presentation.

NVDA, which stands for NonVisual Desktop Access, is a free screen reader for Windows. It reads text, links, headings, buttons, form fields and other page elements aloud so users who are blind or have low vision can navigate digital content. Download NVDA and try it with your content.

Getting Started with NVDA

After NVDA is installed, you can start it by pressing:

Control + Alt + N

NVDA uses a special modifier key called the NVDA key. The Insert key is normally used, but Caps Lock can also be configured as the NVDA key.

Basic Navigation

When testing a webpage, try navigating without using your mouse.

Move Through Headings

H
Move to the next heading.

Shift + H
Move to the previous heading.

Headings should be announced in a logical order, including their heading level.

For example:

• Heading level 1
• Heading level 2
• Heading level 3

If headings are skipped, used incorrectly or do not describe the content that follows them, the page may need to be corrected.

Read Through Content

Up Arrow and Down Arrow
Move through content line by line.

Left Arrow and Right Arrow
Move through individual characters.

Listen for content that is read out of order, repeated unnecessarily or does not make sense without seeing the page.

Test Links and Controls

Use the Tab key to move through interactive elements such as:

• Links
• Buttons
• Form fields
• Checkboxes
• Menus

Use Shift + Tab to move backward.

Each interactive item should have a clear name and should make sense when heard without the surrounding visual content.

For example, a link announced as Transportation Registration is more helpful than Click Here.

Test Forms

F
Move to the next form control.

Shift + F
Move to the previous form control.

NVDA uses different modes when navigating webpages and interacting with form fields.

NVDA Key + Spacebar
Switch between Browse Mode and Focus Mode.

When testing a form, make sure NVDA announces:

• The field name
• The type of field
• Whether the field is required
• Instructions when needed
• Error messages
• The current value or selection

A user should not have to visually inspect the page to understand what information a form is requesting.

Use the Elements List

NVDA Key + F7
Open the Elements List.

The Elements List provides a quick way to review page elements such as headings and links without reading through the entire page.

Use the Elements List to check whether:

• Headings describe the page structure.
• Links have meaningful names.
• Important content can be located quickly.
• Page structure makes sense to a screen reader user.

What to Listen For

When testing content with NVDA, ask:

• Does the page make sense when I cannot see it?
• Are headings announced in a logical order?
• Do links clearly describe where they go?
• Do images have useful alternative text?
• Are decorative images ignored?
• Are buttons clearly identified?
• Are form fields properly labeled?
• Can I complete forms using only the keyboard?
• Is content read in the correct order?
• Can I understand tables without relying on their visual appearance?
• Can I reach all interactive content with the keyboard?

Important

NVDA is a useful accessibility testing tool, but testing with a screen reader alone does not determine whether a webpage or document meets all accessibility requirements.

Use NVDA together with accessibility checkers, keyboard testing, color contrast testing and manual accessibility review.

NVDA Keyboard Shortcuts

The following shortcuts can help you test webpages and documents with NVDA. The NVDA key is usually Insert or Caps Lock, depending on your settings.

Start and Stop NVDA

Control + Alt + N
Start or restart NVDA.

NVDA + Q
Quit NVDA.

Control
Stop NVDA from speaking.

Shift
Pause speech. Press Shift again to continue.

NVDA + N
Open the NVDA menu.

NVDA + 1
Turn Input Help on or off. When Input Help is on, press a key to hear what it does.

Navigate a Webpage

These single-letter commands work while NVDA is in Browse Mode. Add Shift to move to the previous item.

Additional Helpful Commands

Learn More

NV Access maintains a complete list of NVDA keyboard commands and instructions.

View the NVDA Commands Quick Reference (opens in a new window)