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Digital Accessibility: Google Slides

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Tab Tsai
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What is the purpose of this tutorial?

This guide will walk you through the main concepts on how to create a Google Slide presentation with the available accessibility features and best practices. These practices and features are especially important when creating electronic documents that will be uploaded and shared on a website.

Google Workspace, including Google Slides, lacks key features for true accessibility.  If you intend to upload and share this presentation to a website, we recommend that you either convert this information into HTML/Website content.  Other accessible options include:

  • Microsoft Powerpoint: Export to Powerpoint and use the Accessibility Checker to find and fix issues.

  • PDF: Use Grackle to audit and export your presentation as an accessible PDF.

 

Learn more about Digital Accessibility (external) | View our Accessibility Support Hub

 

 

Document Title

An informative title summarizes the contents, but also provides a navigational aid.  

  • Enter your document title in the top left corner

 

Pre-made Layout/Templates

When possible, use the provided pre-made layouts that include pre-set reading order and accessible elements like Title Slide fields.  

 

 

 

Headings

Headings organize content and provide a logical structure to information.  Google Slides do provide different headings like other platforms.  The "Title" field is the primary way to add hierarchy to a slide.  Try to use unique and descriptive slide titles for each slide.

  • Use the “Click to add title” field to add heading to each slide
  • Every slide should have a unique title

 

 

Reading Order

  • Reading order is a critical feature that enables screen readers to determine what order the content should be read.  

How to check the reading order

  • You can check your reading order by click on the side of a slide and pressing the "tab" key
  • Elements should be highlighted in a logical and intuitive order (typically top to bottom, left to right)

 

How to change the reading order

  • Right click on an element and hover on Order:
    • To increase the Reading Order (read first): Send elements to the back/backward
    • To decrease Reading Order (read last): Bring elements to the front/forward
    • Re-arrange your elements in the order that they should be read.

 

 

Lists

Lists provide information in a simple and structured format.  Unordered lists are typically a group of related ideas/items with no particular hierarchy while ordered(numbered) lists present information in a particular sequence.

  • Use built-in bulleted and numbered lists
  • Numbered lists should be used when the sequence is important

 

Alt Text for Images/Charts/Graphs

Alt text is a brief, but detailed description of a particular image.  This allows screen readers and its users to understand the content and is an essential component of accessibility.  While text should ideally be avoided in images, any text that does appear must also be included in the alt text.

  1. Right click an image and select “Alt Text”.
  2. Under Description (on the right side) add alternative text to all visuals, from photos to infographics.

 

Descriptive Hyperlinks

Clear and descriptive links are easier to understand and navigate. Avoid generic/vague language, e.g. "click here". Also avoid just using the raw URL of a website.

  1. Right click where you would like to place your link and select “Link".
  2. In the "Text" field (top), make sure to use a descriptive text for the hyperlink. 
  3. In the "Search or paste a link" field, paste or type you desired URL

 

 

Tables / Charts

Google Slides lack the feature to fully create accessible tables.  It is recommended that they are created in another program and then brought over as an image, where Alt Text can be used to further describe and summarize the information presented.

 

 

Fonts & Color

Fonts
For optimal readability, please use simple (not ornate) fonts.

  • Sans-serif fonts have slightly higher readability and is recommended over serif fonts
  • Recommended fonts include:
    • Arial
    • Tahoma
    • Verdana
    • Helvetica
    • Calibri
    • Times New Roman
    • Century Gothic
    • Georgia
 
Color & Color Contrast
Color should not be used by itself to convey meaning.  Ideally it would be paired with text treatments such as bold, underline or italics to emphasize particular content.
 

Color Contrast is the difference in brightness between the foreground (typically text) and the background. 

To check the contrast of colors used with text, use the WebAIM Contrast Checker.  Contrast requirements for compliance:

  • Enter your color value or use the color picker for text
  • Repeat the the same steps for the background color
  • For compliance, please use a contrast ratio:
    • 4.5 : 1 for regular text
    • 3.0 : 1 for 18 pt font and larger, or 14 pt font and bold
  • Examples
    • This is good color contrast (6.57 : 1)
    • This is good contrast too  (9.57 : 1)
    • This is bad color contrast (1.75 : 1) 
    • This is also bad contrast  (1.47 : 1)

 

Saving Your Accessibility Efforts

As stated above, Google Slides are not as accessible as other formats.  If you need to share this content on a website, please consider making it website content instead.  This is often the most accessible option for all users and includes features not available in Google Slides.  

 

Saving Your Accessibility Efforts

As stated above, Google Slides are not as accessible as other digital formats.  If you need to share this content on a website, please consider making it website content (HTML) instead.  This is often the most accessible option for all users and includes features not available in Google Slides.  Other popular accessible ways to share your Google Slides content:

 

Grackle Slide Accessibility Checker for PDFs

As noted above, Google Slides, lacks features to comply with accessibility standards.  Grackle Slides is an add-on that scans your presentation for accessibility barriers and allows users to create a more accessible PDF.  Grackle Slides is available for all staff and students.

Reminder: Grackle Slides is an automatic accessibility checker, which means not all accessibility errors can be found or detected. A manual review is always required. 

 

How to access Grackle

Open a Google Slides and select the “Add-Ons” menu in the main ribbon. Select “Get add-ons” and search for Grackle Slides in the Add-ons menu. Click the Install button to add it to your Google account. You can also install the Grackle Slides add-on from this link.  To access all the premium features of Grackle Slides you will need to sign in with your district email.

Select Grackle Slides from the “Extensions” menu and choose “Launch”. 

 

 

Using Grackle to check accessibility

Upon launch, Grackle Slides will open as a sidebar to the right of your presentation and beginning scanning automatically for accessibility.  Once completed it creates a report highlighting issues and concerns.  

Notice: Please note, larger presentations will take longer to scan and process.

 

 

What do the symbols represent?

  • Green check = Passed

  • Green check with exclamation = Passed with Warning 

  • Red X = Failed 

Remediating with Grackle

Clicking the red tags, will show the user what element needs to remediated or checked.  Users can then use Google's tools (see above) to make updates and fixes.

 

Presentation
  • Add a Title: Open Grackle and select Presentation title is required to edit the title.
  • Set Language: Go to File > Language to select your presentation's language.
Slides
  • Unique Titles: Right-click a slide and use Apply Layout to select a format with a title element. Ensure every title is unique.
  • No Empty Slides: Delete any slide that lacks content.
Tables
  • Tag Headers: select Tables should be tagged and described > TAG to mark header and column rows.
  • Avoid Cell Issues: Do not use empty or merged cells.
Elements
  • Alt Text: Select an image, go to Image Options > Alt Text, and enter a description.
  • Cleanup: Delete empty text boxes and use the toolbar buttons to format numbered or bulleted lists.
Contents
  • Readability: Use size 24+ sans-serif fonts and maintain high color contrast.
  • Fix Styles & Lines: Use Grackle to add alt text to in-line style changes, and press backspace to remove empty trailing lines.

 

Exporting as a PDF with Grackle

Once you have completed checking your presentation, you are ready as a PDF.  

  • You must use the Grackle "Export to PDF" feature to preserve your accessibility updates
  • Click "Start" to submit and process your file 
  • When completed, you will be given the option to "View" or "Download" your PDF.

 

 

Saving Google Slides to Microsoft PowerPoint

Simply download your Google Slide as a Microsoft PowerPoint (.pptx) file.  

  1. In the toolbar menu, select File > Download > Microsoft PowerPoint (.pptx).

     

 

  1. Open your file in Microsoft PowerPoint, run the Accessibility Checker, and address any accessibility issues before exporting to a PDF. 

 

Google Slides to PDF

To create an accessible PDF from a Google Slides, avoid exporting directly to PDF from Google Docs, as this will create an untagged, inaccessible PDF.  Instead, download the Google Slide as a Microsoft PowerPoint (.pptx) file, then open it in PowerPoint, make necessary accessibility edits, and save it as an accessible PDF

  1. In the toolbar menu, select File > Download > Microsoft Word (.docx).
  2. In Microsoft Word, run the Accessibility Checker, and address any accessibility issues before saving as a PDF.  Saving PowerPoint Presentations as a PDF

Additional Resources

Google - Make your document, presentation, sheets & videos more accessible

 

This document was created for Irvine Unified School District by the Information Technology Department.

If you have any questions, submit a new ticket or email us at helpdesk@iusd.org. 

last updated 04/26 (TT)

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