1. Create Structure with a Title, Headings, and Lists

Titles, Headings and Lists
Action Description Proactive Fix
Title Use a unique, meaningful file name that clearly describes the content (e.g., "Annual Report 2024 Summary"). Click the title field at the top and enter a descriptive name.
Language Set the document language to ensure accurate screen reader pronunciation. Go to File > Language.
Page Setup Review margins and orientation for a consistent, readable look. Go to File > Page Setup.
Headings Use the built-in Styles menu to create all headings (H1, H2, H3, etc.). Never use manual formatting (bold/size) alone. Select text, go to the Styles dropdown (or Format > Paragraph styles), and choose the correct Heading level.
Hierarchy Maintain a strict hierarchy: always follow H1 with H2, H2 with H3. Never skip levels (e.g., jump from H2 to H4). Check your outline (View > Show document outline) to verify nesting.
Lists

Use the built-in Bulleted List (unordered) and Numbered List (ordered) tools.

Bullet lists group items where order does not matter. Numbered lists group items where order does matter.

Lists should contain more than one item.

 Select text, click the corresponding list icon in the toolbar. Avoid using asterisks or manual numbers.
Paragraphs Keep the default Left Alignment. Avoid Justified Alignment. Chunk lengthy text blocks. Use Left Alignment. Use Insert > Break > Page break instead of repeated enters/spaces.

2. Describe Visual Content / Check for Readability

Visual Checks
Action Description Proactive Fix
Images / Charts Use descriptive Alternative Text (Alt Text) for all informative visuals to explain their purpose or content. Right-click the image/chart and select Alt Text. Enter a descriptive title and description.
Decorative Images Mark purely aesthetic images (e.g., background patterns, border art) as artifacts. Select Extensions > Grackle Docs > Launch, then Mark as artifact.
Hyperlinks Ensure link text is informative and descriptive, making sense out of context. Avoid "Click Here" or "Read More." Type descriptive text (e.g., "Texas A&M Accessibility Guide"), highlight it, and use Insert > Link.
Contrast Verify that all text has sufficient contrast against its background. Select Extensions > Grackle Docs > Launch, then check and fix low contrast in document text.
Font Size

Set all body text to 12pt or larger to avoid fine print.

 Adjust font size in the toolbar.

3. Check for Data Tables (Grackle Docs Critical Fix)

Data Tables
Action Description Proactive Fix
Table Purpose Utilize tables only for data organization, not for visual layout. If you need multiple columns of non-data text, use Format > Columns.
Complexity Keep tables simple by avoiding complex nesting, merged cells, or split cells. Use the Table Options (Format > Table > Table Options) to apply simple borders and visual styling.
Header Tagging (CRITICAL) Semantically tag the header row and/or column to associate it with the data cells. Select Extensions > Grackle Docs > Launch. Navigate to Tables, select the table, and check "Mark first row as header."

4. Review Using Final Checks

Final Checks
Action Description Proactive Fix
Footnotes Use the built-in tool for all citations and references, ensuring proper tagging of the links. Go to Insert > Footnote.
Table of Contents Add an automatic TOC based on your heading structure. Go to Insert > Page Elements > Table of Contents.
Page Numbers Always use the built-in tool, which correctly tags numbers for screen readers. Go to Insert > Page numbers.
Accessibility Check Always run a final check before sharing. Select Extensions > Grackle Docs > Launch.

Related Resources

How to add and edit heading styles in Google Docs

Learn how to change the default heading styles in Google Docs so that you can choose the font styles for different heading levels. You can define how these styles look and apply them as your default styles across documents.

Principles for Creating Accessible Documents

These accessibility principles apply regardless of the word editing software you are using to create your document.