Grackle Docs

A document title is crucial for a number of reasons, primarily because it enhances accessibility, usability, and comprehension for all readers, including those with disabilities or those who are simply trying to quickly find information.

To set the document title:

1. Launch Grackle Docs
2. Select Document title is required
3. Select Edit or check Use the Google Doc name

Setting the document language is essential for screen readers to pronounce words correctly, ensuring accessibility and a clear user experience for individuals who are blind or have low vision.

Typically, a document’s language is set to English by default. If your document is in another language:

To set the document title:

1. Select File from the document menu
2. Select Language
3. Choose the document language from the list

Alternatively, you can select Set Language from the Grackle Docs checker.

Keep in mind that the language setting applies to the entire document. If your document contains multiple languages, it’s a good idea to create a separate document for each language, as you cannot apply different language settings to specific sections within Google Docs

Images should have alternative text or be marked as artifacts to provide context for users with screen readers and to ensure the document is accessible to everyone.

Marking an image as an artifact signals to assistive technologies, like screen readers, that the element is decorative or non-essential and should be completely ignored.

To add alternative text or mark as artifact:

1. Launch Grackle Docs
2. Select Images should have alternate text or mark as artifact
3. For each image listed, select Locate to find the image in the document
4. Select +Tag to access the Tag Image or Graphics window
5. Either select Mark as artifact if the image is purely decorative, or add an Alternative Text description
6. Repeat as needed

If all images are purely decorative, you can use the Artifact All button. Only do this if the images are truly decorative, as marking them as artifacts hides them from all assistive technology.

Drawings should have alternative text or be marked as an artifact to ensure they are accessible to people who use screen readers.

Marking a drawing as an artifact signals to assistive technologies, like screen readers, that the element is decorative or non-essential and should be completely ignored.

To add alternative text or mark as artifact:

1. Launch Grackle Docs
2. Select Drawings should have alternate text or mark as artifact
3. For each drawing listed, select Locate to find the drawing in the document
4. Select +Tag to access the Tag Image or Graphics window
5. Either select Mark as artifact if the image is purely decorative, or add an Alternative Text description
6. Repeat as needed

Equations in should be described to ensure that users who rely on screen readers can understand the mathematical content and its purpose, as these users cannot see the visual layout of the formula.

To add alternative text to the equation:

1. Launch Grackle Docs
2. Select Equations should be described
3. For each equation listed, select Locate to find the equation in the document
4. Select +Tag to access the Tag Image or Graphics window
5. Add an Alternative Text description to accurately describe the equation
6. Repeat as needed

Large image files can slow down document loading, consume more bandwidth, and take up excessive storage.

Grackle Docs can’t fix this directly, so you’ll need to edit the photo and re-insert it into your document. However, you can use Grackle to identify which files are too large.

1. Launch Grackle Docs
2. Select Images may need to be downsampled to reduce file size
3. For each image listed, select Locate to find the image in the document

For tips on how to fix your images, visit Webguide: Images and Media, or Webguide: Optimize your images.

Headings provide a clear, hierarchical structure that improves readability for all users and allows screen readers to navigate the document easily. They must look and be tagged as headings.

In Grackle Docs, you’ll have the warning “Headings should be used” if one of the following is true:

1. You do not have headings in your document
2. You have text in your document that looks like a heading

To fix use one of the following:

1. Add headings using the “styles” tools in Google Docs
2. Use Grackle Docs to Locate and +Tag the text the is styled as a heading
3. Repeat as needed

A single Heading 1 should be used in your document because it serves as the main title for the entire document, establishing a clear, top-level hierarchy that is essential for accessibility and organization.

Note: While using a single Heading 1 is a best practice for most documents, it’s generally okay to use more than one in a digital document context where the content is separated into distinct, top-level sections that are not sub-sections of one another.

If you have more than one heading 1 in your document:

1. Launch Grackle Docs
2. Select A single “Heading 1” should be used
3. Select the Locate button to find each heading 1
4. Use Good Docs Styles to adjust as needed
5. Repeat as necessary

Headings must be properly nested to create a logical and organized structure that allows users, especially those with screen readers, to navigate the document’s hierarchy efficiently.

To change a heading style:

1. Launch Grackle Docs
2. Select Headings must be properly nested
3. Select Locate to identify which heading is not nested properly
4. Use Styles to adjust the heading tag

Tables must be tagged or marked as layout tables to distinguish between data tables that require row and column headers for screen readers and decorative tables that should be ignored.

It is best practice to use tables only for tabular data. The only way to properly tag a table in a Google Doc is with Grackle, so you should always run a Grackle report before sharing documents that contain tables.

1. Launch Grackle Docs
2. Select Tables must be tagged or marked as layout tables
3. Select the Locate button to locate the table
4. Select the +Tag button to open the Tag Table options
5. Update the options to define the purpose and structure of the table in your document.
6. Select Table is used for layout only if the table is purely decorative. When checked, it tells assistive technologies to ignore the table’s structure.
7. Select Mark first row as header for tables that contain data and use the top row to label the content of each column.
8. Select Mark first column as header for tables that use the first column to label the content of each row.
9. Select Associate with column headers and Associate with row headers to further define the table settings and help assistive technologies, like screen readers, understand the relationship between a data cell and its corresponding header cell in a table.
10. Use Mark as header cell for Column, Row, or Both to further define complex data tables.
11. Update and repeat as needed

Alternatively, if you have multiple tables in your document and all have the same settings, you can use the Tag All feature in Grackle Docs to tag all tables as necessary.

Merging cells is bad for accessibility because it breaks the grid structure of a table, which makes it incredibly difficult for people who use assistive technologies like screen readers to understand the data.

Screen readers navigate tables by counting rows and columns and reading header information for each cell, but merged cells disrupt this logical structure, causing them to get “lost” and present information out of order or without the proper context.

If your table contains merged cells:

1. Launch Grackle Docs
2. Select The use of merged cells is not recommended
3.  Select Locate to identify the tables with merged cells
4. Highlight the merged cells, right-click and select Unmerge
5. Repeat as needed

You should avoid using empty cells in a document table because they can confuse both visual and screen reader users. Instead of leaving a cell blank, it’s best to use a clear indicator such as N/A, —, or “Not Applicable” to represent that there is no data.

When a table serves as a template for users to enter data, it’s fine to leave cells blank. Just be sure to create the template with properly tagged header rows and columns. This provides the necessary structure and context for both screen readers and visual users, even before any content is added.

Headers and footers are used to provide consistent information like page numbers or document titles across a document. Everyone benefits from the improved readability and navigation this provides, but it’s especially helpful for users with cognitive or visual impairments who need a predictable structure to follow.

While most screen readers do not automatically read the content of headers and footers, the presence of these elements can signal a well-structured document, making it easier to navigate. Don’t add critical information to the header or footer, as it may be missed. Instead, use these areas for redundant information like page numbers or the document title, which also exists in the main body text or a table of contents.

To add a header or footer:

1. Select Insert
2. Select Page Elements
3. Select Header, Footer, or Page Numbers

Footnotes in a document should have IDs to create a semantic link that allows assistive technologies and users to easily and reliably jump between the reference number in the text and the corresponding note.

If your document has footnotes:

1. Launch Grackle Docs
2. Select Footnotes should have ids
3. Use the Locate button to verify footnotes have appropriate IDs

Lists should be used to make information easier to read and navigate. The two primary types are unordered lists (for items where order doesn’t matter) and ordered lists (for sequential items like steps or rankings).

Other types of lists include:

• Nested Lists: A list within another list. These can be either ordered or unordered and are used to create a hierarchical structure, such as an outline or a list with sub-steps.
• In-Sentence Lists: A short list of two to four items that is integrated directly into a sentence to maintain paragraph flow. The items are typically separated by commas or letters in parentheses.
• Labeled Lists: A list where each item is preceded by a bold or italicized term, followed by a colon and an explanation. This is useful for providing definitions or a brief description for each item in the list.

Grackle Docs checks to ensure if lists are in your document to ensure they are structured correctly. To see if there is an issue with your lists:

1. Launch Grackle Docs
2. Select Lists should be used where appropriate
3. Use the Locate button to identify lists and resolve any issues

Unsupported content means your file includes elements incompatible with Google Docs or accessible PDF export, which can break document structure and hinder assistive technologies.

After using Grackle Docs to identify the problematic content, use one or more of the following steps to resolve the issue:

1. Simply the formatting by using Format and Clear Formatting
2. Replace unsupported objects in document with supported versions
3. Use standard fonts if using a non-standard font
4. Recheck with Grackle Docs as needed

High color contrast should be used to ensure text and essential visual elements are easily distinguishable and readable for all users, especially those with visual impairments, low vision, or color blindness.

Use Grackle Docs to locate the text with low contrast then review Brand Standards: Colors for tips on more accessible contrast options to use in your document.

Fine print should be avoided because it is difficult or impossible for many users to read, especially those with visual impairments or on smaller screens.

If Grackle Docs identifies small print, change to 12pt or larger, and consider using bold or bullet points instead of small, dense text blocks.

Using all caps can reduce readability and can be perceived as shouting, making text harder to scan and causing eye strain for many users, particularly those with dyslexia or other reading difficulties.

Additionally, for screen reader users, all caps can sometimes be interpreted as an acronym or initialism, causing the screen reader to spell out each letter individually rather than reading the word as a whole, which significantly slows down comprehension and creates a frustrating experience.

All caps should be used very sparingly and only for very short, specific purposes where emphasis is critical and alternative emphasis (like bolding) might not suffice, such as:

• Acronyms and Initialisms: (e.g., NASA, HTML, PDF) – This is the most common and accepted use.
• Short Headings or Labels: For extremely brief, impactful headings, though even then, mixed case is preferred.
• Legal Disclaimers (with caution): Sometimes used in legal documents for mandatory disclaimers, but this often conflicts with accessibility best practices due to the readability issues.

Adjusted alignment (e.g., justified or centered text) is not suggested for non-heading text because it creates inconsistent word spacing and “rivers” of white space, which significantly reduces readability and makes the text difficult to track for all users, especially those with dyslexia or cognitive disabilities.

If your document contains adjusted alignment:

1. Launch Grackle Docs
2. Select Adjusted alignment not suggested for non-heading text
3. Use the Locate or Select All buttons to identify blocks of text
4. Correct the adjusted text using Google Doc Align & Indent formatting tools

Long paragraphs should be avoided because they create a large block of text that is harder for many to read.

They make it especially difficult for people with learning or reading disabilities to follow along and find the main points.

Breaking your content into shorter paragraphs with plenty of white space makes it easier to scan, read, and understand.

To identify lengthy paragraphs:

1. Launch Grackle Docs
2. Select Lengthy paragraphs should be avoided
3. Use the Locate button to identify lengthy paragraphs
4. Add breaks or possibly sub-headings to help improve the readability

Links should be informative to allow users, especially those using screen readers, to understand the purpose and destination of the link without needing to read the surrounding text.

To identify uninformative links:

1. Launch Grackle Docs
2. Select Links should be informative
3. Select Locate to identify where the link is in the document
4. Select the link then Edit link button
5. Edit text to be more informative
6. Repeat as necessary

Here are some tips for working with users of assistive technology to resolve issues in your docs that may not be flagged by a checker:

• Actively Seek Feedback on Structure: Proactively engage with users of assistive technology. Ask specific questions like: “Did the heading hierarchy make sense and was it easy to skip to a new section?” or “Did the reading order of the sidebars or footnotes feel logical?”
• Understand Common Visual Failures: Be aware of issues that checkers might miss, especially those relying on visual formatting only. This includes text colored to convey meaning (e.g., green for passing) or using bold text instead of actual list or heading styles.
• Cognitive Load on Prose and Layout: The document might be technically accessible, but if the text is dense, the vocabulary is complex, or the paragraphs are excessively long, it can still be difficult for users with cognitive disabilities to process. Use plain language.
• Walk Through the Document with the User: If a user reports an issue, ask them to demonstrate the problem. This is key for checking the document’s reading order when elements (like text boxes or images) are positioned using visual layout rather than being inline with the text.
• How their technology interprets the content: You might be surprised at how your document is being read aloud, particularly around complex lists, quotation blocks, or tables of contents created manually instead of with built-in styles.
• Provide Multiple Ways to Get Help: Offer different channels for users to report issues (email, phone, support ticket). Include contact information clearly at the beginning or end of the document itself for easy access.