Skip to main content

Grain Valley Schools

Every student. Every day.

Google Drive

Google Drive

Grackle Workspace for Google Suite Information  

Google platforms such as Slides, Docs, and Sheets have all of the tools and resources necessary to ensure accessibility; it is up to the user to utilize those tools effectively to create accessible content. The district also offers Grackle Workspace for staff as an additional tool to create accessible content. 

Google Slides 

Tips to Ensure Accessibility

  • Slide Layout – Use Google Slides templates and layouts to help screen readers follow the correct reading order.
  • Slide Titles – Give each slide a different title that is descriptive for navigation.
  • Reading Order – Check the tabbing order with the tab key to ensure content flows logically.
  • Color Contrast – Ensure high color contrast between the text color and the background color.
  • Alt Text – Images, charts, and logos that are meaningful and add context to your message so that screen readers can convey meaning to your content.
  • Videos – Ensure videos that are being used have accurate closed caption options.
  • Descriptive Links – Use descriptive text that provides end-user clarity on where the link will take them. Use language like “Grain Valley Schools Website” instead of “Check out our website at grainvalleyschools.org or “Buy GVHS Varsity Football Tickets” instead of “Tickets can be bought here: (Insert Link)”

Other Considerations:

  • Fonts – Use Clean, sans-serif fonts (Aril, Calibri, Verdona).
  • Avoid – Italics, underlining (except links), and all caps for the body of text.
  • Lists – Use numbered or bulleted lists for structured information.

Google Sheets 

Tips to Ensure Accessibility

  • Start with Cell A1: Screen readers default to cell A1 when opening a file. Place your document title or brief instructions here rather than leaving it blank.
  • Give Tabs Descriptive Names: Change generic tab names like "Sheet1" or "Sheet2" to meaningful titles (e.g., "2026 Budget"). Delete unused or empty sheets to keep navigation clean.
  • Never Merge Cells: Merging cells breaks the grid structure. A screen reader relies on a 1:1 grid to associate data with row and column coordinates. If you need visual spacing, adjust column widths or row heights instead.
  • Avoid Empty Rows or Columns inside Tables: Blank spaces interrupt screen readers, which might cause them to announce that the table or data has ended. If data is missing in a specific cell, enter "N/A" or "No Data".
  • Use Simple Header Rows: Keep headers on a single, top-level row. Avoid nested headers or complex multi-tier matrix layouts.

Google Docs Support

    • Use built-in heading styles (Heading 1 for Title, Heading 2, Heading 3, for section subheadings) for logical hierarchy, not just bold text with the font size increased.
    • Built-in heading styles can be found in the menu bar next to the font. It will typically be labeled “normal text”; however, the drop-down will provide different heading styles to choose from.

    • Images, charts, and logos that are meaningful and add context to your message so that screen readers can convey meaning to your content.
    • Alternative Text can be added in Google Drive programs, typically by right-clicking on an image you are planning to use, and navigating to the alt text option. 

     

     

    • Ensure high color contrast between the text color and the background color.
    • District colors have already been screened, and a Grain Valley Schools Color Contrast Guide is available. 
    • Using a color other than a district-designated color? Use the AIM Web Contrast Color Checker to test if a color's HEX code meets contrast requirements (must pass Level AA). 

    • Always hyperlink when it is possible rather than adding an entire link. 
    • Use descriptive text that provides the end-user clarity on where the link will take them.
    • Use language like “Grain Valley Schools Website” instead of “Check out our website at grainvalleyschools.org or “Buy GVHS Varsity Football Tickets” instead of “Tickets can be bought here: (Insert Link)”
    • Avoid “Click Here” or “Linked below”. 

    • Font choice can make a huge impact on accessibility. Choosing clear, sans-serif fonts (Ariel) and a sufficient text size.
    • Avoid fonts that may be difficult to read. This includes fonts that are too thin, highly decorative, cursive, fonts that appear to look handwritten, and tight-spaced fonts where letters are too close together.