How to Create Accessible Google Sheets Spreadsheets

Use the steps below to make your Google Sheets files easier to read, understand, and navigate. If you are unsure what settings or information are required, review the Creating Accessible Digital Content article for detailed explanations and best practices.

Google Sheets Accessibility Quick Checklist

• Each worksheet has a clear name.
• The sheet has a clear title and column headers.
• Important ranges are named when helpful.
• Charts and images have alt text.
• Links use descriptive text.
• Text is easy to read and has clear contrast.
• The document passes Grackle Sheets checks

Name Each Worksheet Clearly

Use worksheet names that describe the content. For example, use "Raw Data" or "Formulas" instead of the default "Sheet1."

1. Right-click the sheet tab.
2. Select Rename.
3. Type a short, clear name.
4. Press Enter.
5. Repeat for each worksheet.

Keep the Sheet Structure Simple

Make the sheet and information easy to identify. Use a clean layout that is easy to follow.

• Add a clear title near the top of the sheet.
• Use short, specific column headings.
• Place headers above the data they describe.
• Keep related data together in the same column.
• Avoid blank rows or columns within the data area.
• Do not rely only on color to show differences (e.g., red for negative or green for positive).

Use Tables and Ranges Consistently

Google Sheets supports named ranges, which help screen reader users understand the context of data blocks.

1. Select the cells you want to name.
2. Go to Data.
3. Select Named ranges.
4. Select Add a Range.
   
   
    
5. Enter a clear name.
6. Confirm or update the range if needed.
7. Select Done to save the named range.

Do not use merged cells inside data areas unless absolutely necessary.

Add Alt Text to Charts, Images, and Graphics

Alternative text (alt text) helps users who cannot see the screen understand what the chart or image represents.

1. Select the chart, image, or object.
2. Right-click the item or the three-dot menu at the top right.
3. Select Alt text.
4. Enter a short title (if needed) and a clear description.
5. Select OK.

Use Descriptive Link Text

Create the text you wish to link: 

• Use text that describes the destination, rather than raw URLs (e.g., http://example.com/long/path/name)
• Avoid vague text such as "Click here."

Right-click the text and select "Add Link" to add the URL. 

Check Font and Color Use

Keep the sheet easy to read by using clear, readable fonts and maintaining high contrast.

• Use a readable font size, 12 pt or larger.
• Make sure text stands out from the background.
• Avoid low-contrast color combinations.
• Do not rely on color alone to show meaning.

Use the Accessibility Menu

Google Sheets includes an Accessibility menu for screen reader users with tools to test navigation.

1. Open the Tools menu
2. Select Accessibility.
3. Review options such as "Verbalize to screen reader" and "Go to range."
4. Use these tools to test how the sheet is navigated and update the structure if it is confusing.

Review with Grackle Sheets

Grackle for Sheets reviews the document accessibility and provides guided corrections.

1. Select Extensions
2. Select Grackle Sheets
3. Select Launch.
4. Approve any account access if prompted.
5. Run the accessibility check.
6. Select each issue shown in the checker panel and make necessary changes.
   
   
    
7. Run the checker again until the document passes.