As campus efforts continue to meet Title II of the Americans with Disabilities Act compliance, the digital accessibility team is providing weekly articles on how to create accessible content.
This week focuses on accessibility tips for Google Docs.
Creating inclusive Google Docs
Creating an accessible document doesn't just help users with screen readers — it makes your content easier to navigate and read for everyone. Follow these five essential steps to ensure your next syllabus, memo, or study guide is inclusive for all faculty, staff, and students.
1. Structure with paragraph styles
Avoid the "manual" approach of just bolding text or increasing font size to create headings. Instead, use the Styles dropdown menu.
- Heading 1: Use this for the main title of your document.
- Headings 2-6: Use these for sub-sections.
- Don't skip levels: Always go from Heading 1 to Heading 2, not straight to Heading 3. This allows screen reader users to understand the "map" of your document.
2. Use descriptive hyperlinks
"Click here" or "Read more" provides no context for someone using assistive technology. Instead, embed the link into descriptive text.
- Instead of: To see the schedule, click https://oswego.edu/calendar.
- Try: View the SUNY Oswego Academic Calendar.
3. Add alt text to images
Images should have a text alternative so that the "meaning" of the image is conveyed to those who cannot see it.
- Right-click any image and select Alt text.
- In the Description field, briefly describe the purpose of the image (e.g., "Students studying in Penfield Library").
- If an image is purely decorative, note that in the description or consider if it’s necessary for the document.
4. Tables for data, not layout
Only use tables to present data, never to control where text sits on a page (use Format > Columns for that instead).
To be truly accessible, tables need "Header Rows." While Google Docs has limited native tools for this, our campus-standard checker (Grackle) can help you set them correctly.
5. The "secret weapon": Grackle Docs
The most important step in your workflow is running an accessibility check. SUNY Oswego provides Grackle Docs, an add-on already installed on campus computers.
- Go to Extensions > Grackle Docs > Launch.
- Grackle will scan your document for missing alt text, improper heading orders and table issues.
- Follow the prompts to fix errors instantly before you share or export your work.
Pro-Tip: Exporting to PDF
Remember: Accessibility doesn't always "travel" perfectly. If you download your Google Doc as a PDF, run the accessibility checker in Adobe Acrobat Pro to ensure your hard work carries over to the final file.
Professional development and support
To further assist the campus community, the Digital Accessibility team is available to visit departments, offices, or student groups for training or discussion.
Additional learning opportunities include:
- Accessibility tutorials on creating and checking accessible documents
- The asynchronous “Access: A Quest Toward Inclusion” course
- SUNY Access for All webinar series
- 2026 Winter breakout workshop recordings through CELT
- Digital Accessibility website resources
Staying informed
Additional updates on campus accessibility efforts and Title II implementation will continue to be shared through Oswego Today and occasional campus emails.
Creating an inclusive digital environment is a shared responsibility. Thank you for your attention to this important initiative and for helping ensure that SUNY Oswego remains a welcoming, accessible community for all.
–- Submitted by members of the Digital Accessibility Steering Committee and the Workgroup on Accessibility Practices who can be reached at accessibilitypractices@oswego.edu