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Google Sheets

Are your Google Sheets Accessible?

Video has captions and a detailed description on how to make your Google Sheets accessible is provided on the page following the video.

Accessible Google Sheets
Download Printable Google Sheets Accessibility: Quick Reference Checklist (PDF)

This guide provides a proactive workflow to ensure your Google Sheet is accessible from the moment you start building it. This includes:

  1. Setting your file, sheet and table names
  2. Structuring data and tables
  3. Describing visual elements like images, graphics, charts, and colors
  4. Making all your text readable and legible
  5. Reviewing for accessibility before sharing

Following these steps prevents the most common accessibility errors and maximizes usability for all readers, including those who rely on screen readers or other assistive technologies.

Set your File, Sheet, and Table Names

The first step is setting the overall context and structure of your Google Sheet. This critical step gives your document it’s identity so users know what to expect when they open the sheet and navigate through the content.

This includes:

  1. Adding a descriptive document title
  2. Updating your sheet names
  3. Organizing your data
  4. Formatting data with available tools

 

1. Add Document Title

Set a unique, meaningful file name that clearly describes the content and purpose of the sheet.

  • Good Example: 2024_Q3_Budget_Summary
  • Avoid: Sheet1 or Copy of Finance Data
Set the Document Title
  1. Locate the current title: This is typically displayed at the very top of the Google Sheets interface, usually centered or slightly to the left, above the main menu bar (File, Edit, View, etc.).
  2. Click to edit: Simply click on the current title (which might be the generic “Untitled spreadsheet,” “Sheet1,” or a previous name).
  3. Type the new title: Type in the unique, meaningful name (like 2024_Q3_Budget_Summary).
  4. Save: The title is automatically saved as you type and click away, or by simply pressing Enter.

2. Describe Sheet Names

Every sheet tab must have a clear, concise, and descriptive name. Avoid generic names like Sheet1, Tab2, or abbreviations that aren’t widely known.

Update Sheet Names

By default, sheet tabs are named generically (e.g., Sheet1, Sheet 2). To update a sheet name:

  1. Double-click the sheet tab name at the bottom of the screen
  2. Type a descriptive name (e.g., Monthly Sales, Q1 Forecast, Employee List)
  3. Repeat as needed for each sheet

3. Organize Data (Chunking)

Only include one primary, distinct data set per sheet.

If your workbook covers multiple topics (e.g., Q1 Sales and Q2 Sales), separate them onto individual, descriptively named sheets.

Chunk Data Tables
  1. Identify the unique topic of the data you are about to create (e.g., “Monthly Expenses”).
  2. Create a new sheet (using the plus symbol at the bottom of the screen).
  3. Immediately give that sheet a clear, descriptive name (e.g., June_Expenses).
  4. Only place data relevant to June Expenses on that specific sheet.
  5. If you start collecting data for a new, different topic (e.g., “July Expenses”), create a brand new sheet for it.

4. Use Table Formatting Tools

Google Sheets has several formatting options available with it’s “Convert to Table” tool. This is a quick and efficient way to add visual style to your entire table.

While this doesn’t automatically make your table content accessible, it can provide you with a wider range of formatting tools, including the ability to name your table. This helps prepares the table for the required accessibility tagging and naming later in the process.

Convert to Table
  1. Select the entire range of data (including headers) that makes up your table.
  2. Right-click the selected data OR go to the Format menu.
  3. Select the Convert to table option.
  4. Immediately assign a descriptive name to the converted table range by either typing in the Table name field, or from the drop-down options select Rename Table.
  5. From the table options you can also adjust table range, adjust the table header colors, adjust table formatting, revert to unformatted table, or delete the table.

Structure Data and Tables

The structure of your data is the most critical factor for screen reader users. Tables must have a logical grid. To achieve this you must:

  1. Tag header rows and columns
  2. Avoid merging cells
  3. Avoid isolating cells
  4. Manage your table length

1. Use Header Rows

Every table or range of data must have a header row (or column) that defines the content below (or beside) it.

Freezing a row or column is only a visual fix; it does not tag the header for accessibility. However, freezing the rows can be a great way to make the tables more accessible for visual users.

After creation, use the Grackle Sheets tool to programmatically tag the header rows and columns.

Tag Header Rows and Columns
  1. Select Extensions, Grackle, Launch
  2. In the Tables section of the Grackle report locate the item Tables should have headers check and expand
  3. Select the appropriate option (with header row, with header column, with both header types)
  4. Select Mark

2. Avoid Merged Cells

Never merge cells. Merging breaks the logical grid structure, making it impossible for screen readers to navigate and determine which header belongs to which data cell.

If your sheet has merged cells, unmerge all cells and redesign the data structure to repeat labels if necessary.

Unmerge cells
  1. Locate your merged cells within the sheet either visually or using Grackle.
  2. Highlight the merged cells
  3. Locate the merge tool, either in the visual editor tool bar or by selecting Format then Merge Cells
  4. Select Unmerge from the list of available options
  5. Repeat as necessary

3. Avoid Isolated Cells

Ensure all data, labels, or key metrics are located within the table structure (next to their associated headers). Do not place important information in single, disconnected cells far from the primary data.

4. Manage Table Length

While there is no hard limit, design tables to be manageable. If a table exceeds a few hundred rows, consider breaking it into smaller, more focused tables on separate sheets to reduce cognitive load and simplify navigation.

Copy to New Sheet

If you have several tables on your sheet and you want to move them quickly to a new sheet. You can use Grackle Sheets!

  1. Select Extensions, Grackle, Launch
  2. Select the Table Structure tab
  3. Select the table you want to copy from the list
  4. Select Action then Copy to New Sheet
  5. Set your new sheet up using the steps outlined on this page

Describe Visual Elements (Images, graphics, charts, colors)

All non-text content and visual design choices must be made accessible to users who cannot see them clearly. This means:

  1. Describing informative images and graphics with alternative text
  2. Marking decorative images as artifacts
  3. Describing charts and data visualizations with alternative text
  4. Checking for accessible color contrasts

1. Describe Images and Graphics

Informative images are images that convey essential data, context, or meaning. These require an accurate, descriptive Alternative Text (Alt Text) that explains the image’s purpose or content.

Add Alt text to Informative Images

Using native Google Sheets Tools:

  1. Select the Image: Click once on the image you want to provide Alt Text for.
  2. Access Options: Look for the small three-dot menu (or right-click menu) associated with the selected image.
  3. Select Alt Text: Choose the “Alt text” option from the menu that appears.
  4. Enter Text: A dedicated field will open, allowing you to enter the descriptive Alt Text.

Using the Grackle Sheets Add-on

  1. Go to Extensions, Grackle Sheets, Launch.
  2. Navigate to Images: In the Grackle report sidebar, click on the Images section.
  3. Locate & Tag: The report lists images needing review. For each image, you can click: Locate to jump to the image in the sheet. +Tag to open the tagging window.
  4. Provide Alt Text: In the tagging window, you can enter the Alternative Text description

2. Mark Decorative Images as Artifacts

Purely decorative images are images serve only an aesthetic purpose and add no informational value, such as a company logo or border art.

Use the Grackle Sheets tool to mark the image as an Artifact so screen readers ignore it.

Mark decorative images as artifacts
  1. Go to Extensions, Grackle Sheets, Launch.
  2. Navigate to Images: Click on the Images section in the Grackle report sidebar.
  3. Tag the Image: Locate the decorative image in the list and click the +Tag button.
  4. Mark as Artifact: In the tagging window, select the Mark as artifact option to tell screen readers to skip this image.

Note: If an image is marked as an artifact, it is completely hidden from assistive technology. Only do this if the image is indeed purely decorative.

3. Describe Charts and Data Visualizations

Charts are purely visual. They must be accompanied by a text equivalent. Charts must also be readable and perceivable without relying on color alone. Follow these tips for more accessible charts and data visualizations.

Add a chart title

To add a title to your chart:

  1. Double-click the chart to open the Chart Editor sidebar.
  2. Go to the Customize tab.
  3. Open the Chart & axis title dropdown.
  4. Add a descriptive chart title.
  5. Adjust font, size, and color as needed.
Add data labels

Ensure charts are simple, clear, and use direct data labels instead of relying solely on a legend. This is vital for users with cognitive or visual disabilities.

To add data labels:

  1. Double-click the chart to open the Chart Editor sidebar.
  2. Go to the Customize tab.
  3. Open the Series dropdown.
  4. Check the box labeled Data labels. You can then customize the font and position for maximum clarity.
Add a chart legend

To add a legend to your chart:

  1. Double-click the chart to open the Chart Editor sidebar.
  2. Go to the Customize tab.
  3. Open the Legend dropdown.
  4. Select the position, font, size, and color.
Adjust chart colors

Choose color palettes that maximize the contrast between data segments (e.g., bar heights or pie slices). Avoid using red/green combinations as the sole indicator of positive/negative trends.

  1. Double-click the chart to open the Chart Editor sidebar.
  2. Go to the Customize tab.
  3. Open the Series dropdown.
  4. For each series, click the Color swatch to select a high-contrast color from the palette.
Add patterns

You may consider adding a pattern or texture to your data segments (e.g., stripes, cross-hatching) to further differentiate the information and aid users with color blindness.

Note: This feature is not natively available in Google Sheets. You may need to export the chart data and use a different tool (like Excel or a graphics editor) if patterns are required for compliance..

Add alt text

When adding Alt Text to a chart, summarize the key conclusion, trend, or finding of the data—do not just describe the chart type.

To add alt text to your chart:

  1. Select the chart options (the three dots in the upper right hand corner of the chart)
  2. Select Alt Text
  3. Write an alt text description that summarizes the key conclusion, trend, or finding of the data
  4. Add an chart title under advanced options

4. High Color Contrast

All text must be easily distinguishable from the background color. This applies to text in the sheet and the text within images, charts, or graphics.

Text High Color Contrast

Use the Grackle Sheets extension to identify and fix any instances of low contrast.

To check for contrast:

  1. Select Extensions, Grackle, Launch,
  2. Open the Contents section
  3. Review the check High Color Contrast Colors should be used.
  4. Select Locate to identify the area of concern
  5. Adjust colors as needed.
Image High Color Contrast

Since Grackle only flags color in text, use a color contrast tool like the one available from TPGi to verify the accessibility of the colors in your images, graphics, and charts. Adjust colors as needed.

Make it Readable and Legible

Ensure your sheet is easy for everyone to read by:

  1. Using a clear, readable fonts
  2. Avoiding fine print
  3. Avoiding color as the only way to convey meaning

1. Use clear, readable fonts

Use fonts that have consistent spacing, distinct characters, and do not use overly decorative or stylized strokes.

For digital resources like spreadsheets this means opting for well-designed sans-serif fonts (those without the small decorative lines, or serifs, at the end of strokes), as they are often easier to read on screens.

Fonts to avoid include:

  • Decorative or Handwriting style fonts
  • Highly condensed fonts
  • Thin fonts

2. Avoid Fine Print

Set all body text to 12-point or larger for optimal readability on all devices, especially for users with low vision or cognitive disabilities.

Avoid using anything smaller as it is more difficult for users to read on a screen.

3. Avoid Color to Convey Meaning

Never use color alone to convey meaning (e.g., “Cells marked red are critical”).

Use clear text labels, symbols, or notes in addition to color to convey meaning. This will ensure all users can read and understand the content presented in your sheet.

Review for Accessibility

You’ve done an amazing job building an accessible sheet! The final step before sharing is to do a final review for accessibility. This ensures your document meets all requirements and nothing has been missed.

In Google Sheets this means using the Grackle Sheets accessibility checker. For more details on how to use and troubleshoot any errors found in the checker, visit the Grackle Sheets page.

Using Grackle Sheets
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