Creating Accessible Google Sheets

Title your Spreadsheet

The title of your spreadsheet should be clear and descriptive. Add the title for the spreadsheet in cell A1. 

Name Tabs

Provide a clear name for each tab of the spreadsheet. Delete empty tabs.

Add File Metadata

Add Metadata for your file to clearly identify the author and the language. 

Don't Merge Cells

Merging cells can cause confusion for navigation via assistive technology. Do not merge cells. 

Avoid Empty Cells

Instead of empty cells, consider using "NA" or "no data."

Identifying the relationship between data and successfully navigating a table via a screen reader (or other assistive technology) depends highly on being able to identify header cells which may indicate a row title or a column title or both.

How to Verbalize to Screen Reader

This option is found in the accessibility menu. 

1. Place your cursor on the cell that is the intersection of the column and row whose headers you want screen readers to announce when they move around in the spread sheet. Using cell A2 as an example
2. Press Alt A to open the accessibility menu.
3. Down arrow to “verbalize to screen reader”, and right arrow to expand the sub menu.
4. Press down arrow to “verbalize row 2 on column changes and press enter
5. Reopen the accessibility menu and navigate back to the “verbalize to Screen reader” submenu
6. Press down arrow to go to the “verbalize column A on column changes” and press enter.

Note to stop verbalizing on or both of these options reopen the accessibility menu and verbalize to screen reader submenu and select either the “stop verbalizing Row to on column changes” and/or “stop verbalizing column A on column changes”

Use High Color Contrast

Choose a color for your text and other elements that has a high degree of contrast against the background color. For web content, the standard is 4.5:1 for most text. Avoid light text on light backgrounds and dark text on dark backgrounds.

How to check Color Contrast

Some of the automated accessibility checkers will alert you to color errors as you work. To test on your own, try downloading a desktop tool, such as the TPGi's Color Contrast Analyser.

Avoid Using Color Alone to Convey Meaning

Avoid using color alone to convey meaning, as your message may be missed or misunderstood by individuals who can't see color. Instead use color along with a secondary element, (such as shape or text differences) to ensure the meaning can be understood without the use of color alone.

Write link text so that it is unique, descriptive, and clear about where the link goes. If sharing documents for printing, consider including both a descriptive link and the full link text. Find additional guidance: How to Write Helpful Links.

How to edit Link Text

Select and highlight the text you would like to link. Right click and chose edit link text.

If images are used in the spreadsheet, be sure to write helpful Alt Text to describe images.

Watermarks and other background elements are not accessible to assistive technology. Do not put essential content in a watermark. If important consider adding that same information in the file name or spreadsheet title. 

An automated accessibility checker can help you spot and fix accessibility errors while you work. The Grackle Accessibility Checker is currently available for users with Google accounts with g.harvard.edu or fas.harvard.edu email addresses. 

Grackle is a third-party service that scans your Google Docs, Slides, and Sheets for accessibility issues and guides you through the remediation process. 

While automated checkers won’t catch every issue, they are a great tool to have in your tool set and are a good reminder that we should be thinking about accessibility when creating or editing content. 

Further resources: Accessibility best practices with Google Sheets.