How to Create Accessible Google Docs Documents

This guide provides step-by-step instructions for using built-in Google Docs tools to create documents that are accessible, easy to navigate, and readable for all users.

This guide provides step-by-step instructions for using built-in Google Docs tools to create documents that are accessible, easy to navigate, and readable for all users.

If you are unsure what settings or information are required, review the Creating Accessible Digital Content article for detailed explanations and best practices.   

Note: This article uses screenshots to demonstrate instructions. There may be occasional differences in the menu options between software versions and/or Windows and Mac versions.

Google Docs Accessibility Quick Checklist  

• Section titles use built-in heading styles
• Uses built-in formatting for structure and lists
• Long documents include a table of contents
• Images and drawings have alt text
• Tables are simple and used only for data
• Links use descriptive text
• Text is easy to read and has clear contrast
• The document outline shows the correct structure
• The document passes a Grackle Docs review

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Create Accessible PowerPoint Presentations

Apply Heading Styles

Use built-in heading styles for section titles.

1. Select the text you wish to format.
2. Open the style menu on the toolbar.
   
   
    
3. Choose Title, Subtitle, or a heading level such as Heading 1 or Heading 2.
4. Use Heading 1 for main sections.
5. Use lower heading levels for subsections. 
   
   

 

Google Docs uses these text styles to organize document structure, and headings can also feed the document outline and table of contents.

Use Built-in Formatting for Structure

Use Google Docs formatting tools instead of manual spacing or typed symbols.

• Use Normal text for body content.
• Use the Bulleted list or Numbered list tools for lists.
• Use paragraph spacing instead of pressing Enter multiple times to create space between paragraphs.  
  
  
  
  You may need to click the three dots icon on the editing bar if you do not see the spacing button.
  
  
   
• Do not use tabs or repeated spaces to align content.
• Do not create headings by only changing font size, bold, or color.

Google notes that Docs supports accessible list formatting and heading structure when you use the built-in tools.

Add a Table of Contents

Use a table of contents for longer documents.

1. Apply heading styles throughout the document.
2. Place your cursor where the table of contents should appear.
3. Go to Insert > Page Elements > Select Table of contents. 
   
   

 

4. Click the refresh icon to update headings change later. 
   
   

 

Add Alt Text to Images and Drawings

Add alt text to images and drawings that convey meaning.

1. Select the image or drawing.
2. Right-click the item and select Alt text. 
   
   

 

3. Enter a description of the important visual elements of the image. 
   
   

AI tools can be helpful tools for creating alt text! Upload individual images or the entire document and ask the tool to provide an alt text description for the image(s).

Use Accessible Tables

Use tables only for data, not for formatting or design elements.

1. Insert the table.
2. Keep the layout simple.
3. Put clear labels in the first row.
4. Avoid blank rows and blank columns for spacing.

Google’s guidance emphasizes making documents readable and structured, and simple table layouts are easier to review and interpret.

Use Descriptive Link Text

Make links clear and specific.

1. Select the text you want to link.
2. Insert the hyperlink.
3. Use text that describes the destination.
4. Avoid vague text such as "Click here" or "More."
5. Avoid showing long raw URLs unless needed. 
   
   

 

Descriptive links are part of standard accessible document structure because they are easier to understand out of context.

Check Font and Color Use

Keep text easy to read.

• Use a clear, readable font.
• Use a readable font size.
• Make sure text has high contrast and stands out from the background. 
  
  

 

• Do not rely on color alone to show meaning.
• Avoid overly decorative fonts.

Google accessibility guidance for Docs includes using formatting that improves readability for all users.

Use the Document Outline

Use the outline to confirm document structure.

1. Apply heading styles to your sections.
2. Open the document outline icon in the top left corner to open the document outline.
   
   
    
3. Review the heading list.
4. Confirm the sections appear in the correct order.
5. Update headings if needed.

Because the outline is built from headings, it is a quick way to verify that the document structure is consistent.

Review with Grackle Docs

Grackle Docs for Google Docs is an accessibility checker extension available for UNLV faculty and staff. Use Grackle Docs as a final review step to make sure the document meets accessibility requirements and is ready for publication.

Grackle Docs workflow

1. Open the Google Doc.
2. Click Extensions, then Grackle Docs, then Launch. 
   
   
    

 

3. Accept the permissions to run the extension if prompted.  
   
   
   
   

 

4. Run the accessibility check on the document.
5. Select an issue to identify what needs to be fixed.