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Google Sheets
Google doesn’t provide tagging features that support document accessibility. To address this, Aims recently implemented Grackle for Google. Grackle is a new tool available for everyone using Google Apps to help you make your Google Sheets accessible. Grackle works as an “overlay tool” with Google Sheets to support the accessibility of content.
When you run Grackle Docs it scans your Sheet for many types of accessibility barriers. Along with Grackle, use the following checklist to create a more accessible Google Sheets.
- ___ Document language: Set the primary language for the Google Sheet.
- ___ Descriptive title: A Google Docs file needs a descriptive title.
- ___ Worksheets: Name each sheet. Screen readers read each sheet name. Sheet names help to understand the contents of a workbook and to navigate through it.
- ___ Instructions: For long or complex worksheets, add instructions in cell A1 that screen readers will read. Match the cell background color to visually hide the instructions if needed.
- ___ Cell A1: Make sure to have text in cell A1. Screen readers start reading any worksheet from cell A1.
- ___ Name cells and ranges: So that screen reader users can quickly identify their purpose.
- ___ Cell spacing: Use whitespace in cells by adjusting column widths and row heights, to ensure content is legible.
- ___ Labels: Column and row headings need to be labeled.
- ___ Blank items: Remove blank cells, rows, or columns. For screen readers, they signify the end of content.
- ___ Reading order: Reading order is logical and can be navigated with a keyboard.
- ___ Headings: Use built-in headings and labels so they are descriptive.
- ___ Links: Use meaningful link text to clearly indicate a link’s destination. Avoid generic phrases “click here” or “learn more.” Ensure links are visually distinct from surrounding text (e.g., underlined and in a different color).
- ___ Structure: Spreadsheets do not have default table structures. Use built-in table features to identify data.
- ___ Give tables descriptive names: This makes them easier to refer to.
- ___ Descriptive and concise headings: These are crucial and help everyone to understand the data.
- ___ Define scope for columns and rows: Explicitly link headers to their corresponding data cells for screen readers.
- ___ Ensure clear header rows: This provides context for navigation.
- ___ Avoid merged or split cells: These confuse screen readers and make navigation difficult.
- ___ Repeat header rows for multi-page tables: This maintains context across pages.
- ___ Set text wrapping to "None": This helps anchor the table structure.
- ___ Font and font size: Use a clear, simple font like Arial, Times New Roman; with body text font size of 12 points or larger. Avoid using ALL CAPS, italics, or underlining large text blocks. Larger fonts are easier for low-vision users.
- ___ Color: Do not rely on color alone to convey important information.
- ___ Color contrast: The text in your spreadsheet should be readable in a high contrast mode.
- ___ Use a color contrast analyzer tool to ensure WCAG 2.1 Level AA sufficient contrast:
- ___ For text: 4.5:1 for normal text, 3:1 for large text
- ___ For links: 4.5:1 contrast between the link text color and the background; 3:1 contrast between the link text color and the surrounding non-link text color.
- ___ Alt text: Provide clear and concise descriptive alternative text ("alt text") in cells next to meaningful images (120 characters or less). Alt text helps people who can't see the screen understand what's important in visual content.
- ___ Charts and graphs: Use clear and descriptive language for chart title, axis titles, and data labels. Provide a text description next to the chart or the graph, of the information conveyed within it.
- ___ Math and equations: Provide text descriptions if math and equations are not accessible.
- ___ Grackle for Google: An accessibility checker for Google Apps that simplifies the process of making presentations accessible to all users. Has automated checks and guided corrections, Grackle for Google Apps enables you to meet accessibility standards effortlessly.
- ___ Aims has purchased Grackle for Google to create accessible resources for Google apps. This includes Docs, Slides and Sheets. Here are video instructions for how to enable Grackle from within each Google app.
- ___ Manual testing: After using this checklist to update the Google Sheet, I have done manual testing for keyboard navigation, and with a screen reader (if I have been trained to use NVDA for PC, or VoiceOver for Mac).