Accessibility in Google Docs, Slides & Forms

Google Docs

Google Docs has strong built-in accessibility support, but content creators must use it intentionally. Visual formatting shortcuts — bolding text to make it "look like" a heading, or sizing text up manually — do not create semantic structure that assistive technology can use.

Heading Structure

• Apply headings via Format → Paragraph styles → Heading 1 / Heading 2 / Heading 3. Never use bold or font size changes as a substitute.
• Use a single Heading 1 for the document title. Use Heading 2 for major sections, Heading 3 for subsections. Do not skip levels.
• Screen readers use the heading outline to navigate long documents. A well-structured heading hierarchy is the single most impactful accessibility improvement in any document.

Images

• Click the image, then click the three-dot menu (or right-click) → Alt text.
• Write a concise, informative description in the Description field. Leave the Title field blank or repeat the description.
• Decorative images should receive empty alt text (leave the Description field blank after opening the alt text dialog).

Links

• Use Insert → Link, then replace the URL in the display text field with a descriptive label: "View the ITS Help Desk page" rather than "https://www.cmc.edu/its/help-desk.html."
• Avoid "click here," "read more," or raw URLs as link text.
• Links should make sense when read out of context — screen reader users often browse a list of all links on the page.

Lists

• Use real lists via Format → Bullets & numbering. Do not simulate lists with dashes, asterisks, or manual numbering.
• Real lists are announced as lists by screen readers, including the list count, which helps users understand the scope of content.

Accessibility Check

• Run Tools → Accessibility to open Google's Accessibility checker. Resolve all reported issues before distributing the document.

Google Slides

Google Slides shares the same core accessibility principles as PowerPoint — every slide needs a unique title and a logical reading order — but the tooling differs.

Slide Titles

• Every slide must have a unique, descriptive title typed into the designated Title placeholder — not a manually inserted text box.
• Slide titles allow screen reader users to orient themselves and jump between slides by name.
• Do not duplicate titles across slides. If two slides cover the same topic, differentiate: "Revenue — Q1" and "Revenue — Q2."

Images

• Click the image → three-dot menu → Alt text. Write a meaningful description in the Description field.
• Charts inserted from Google Sheets should have alt text added in Slides after insertion, summarizing the key finding the chart communicates.

Reading Order

• Google Slides does not have a Selection Pane equivalent. Reading order is determined by the order objects were placed on the slide — first inserted is read first.
• For complex decks where reading order is critical, export the file to PowerPoint format (File → Download → Microsoft PowerPoint .pptx), verify and correct reading order in the PowerPoint Selection Pane, then convert back or distribute the .pptx file.
• Keep slide layouts simple to minimize reading order ambiguity.

Google Forms

Google Forms are often used for surveys, event registrations, and assessments. Poorly labeled forms are a significant barrier for screen reader and keyboard-only users.

Question Labels

• Every question must have a clear, descriptive label in the question title field. Do not leave questions numbered only (e.g., "Question 1").
• The question title becomes the accessible label for the form control — it is what a screen reader announces when the user reaches that field.
• For questions that require a specific format (date, phone number), include the format in the question text or helper text, not only in placeholder text — placeholder text is not consistently announced by screen readers.

Question Types

• Use Google Forms' built-in question types (Multiple choice, Checkboxes, Dropdown, Short answer, Paragraph, Date, Time). These render as semantically correct form elements.
• Do not embed custom HTML or use images of form controls — these are inaccessible.

Images in Questions

• If a question includes an image (e.g., a diagram the respondent must evaluate), add alt text by clicking the image within the form builder → alt text option.
• Critical information conveyed only in a question image is a barrier — also state it in the question text.

Required Fields

• Google Forms automatically marks required questions with an asterisk and announces them to screen readers.
• Do not remove the required field indicator or attempt to restyle it — doing so removes the visual and programmatic cue.

Keyboard Testing

• Before publishing any Form, complete it using keyboard-only navigation (Tab, Shift+Tab, Space, Enter, Arrow keys). Every question must be reachable and answerable without a mouse.
• Confirm that focus is visible at all times — never style away the focus outline on form controls.

Checklist

• Docs: Heading Paragraph Styles used — no bold-as-heading or manual font sizing
• Docs: All images have alt text or empty alt text if decorative
• Docs: All links use descriptive display text — no raw URLs or "click here"
• Docs: Real bulleted and numbered lists — no simulated lists
• Docs: Accessibility checker (Tools → Accessibility) — no errors
• Slides: Every slide has a unique, descriptive title in the Title placeholder
• Slides: All images have alt text
• Slides: Reading order verified (export to PowerPoint for complex decks)
• Forms: Every question has a clear, descriptive label
• Forms: Built-in question types used throughout
• Forms: Keyboard-only navigation tested end-to-end before publishing