Google Docs is a word processor hosted by Google. It is unique in that it is not based on software on a laptop or desktop – instead, it is a cloud-based application accessible from anywhere. It is also collaborative, meaning multiple people can work on the same document simultaneously. These features have made Google Docs popular in the workforce as a tool for group projects.
As a group tool, however, how can you ensure that Google Docs is accessible to all your employees? When many people work on the same document at once, it’s easy for concerns to get left behind, but it’s your job to ensure that accessibility concerns are not. What can you do to ensure everyone working on a Doc is seen, heard, and understood?
Google Docs accessibility features
There are a number of accessibility features that Google Docs has. Though it does not have an accessibility checker like Microsoft Word, that does not mean it is without features to make it more accessible to all users. Many of these features must be enabled, meaning that the users of Google Docs must be proactive in allowing these features to be used.
Screen readers, braille displays, voice typing, screen magnification, and keyboard shortcuts are some of the accessible features you can enable to make Google Docs more accessible to all users and create a more equitable collaborative atmosphere. These features are easy to enable and critical to ensure that your Google Docs usage is accessible to all.
Screen readers
Screen readers are “software programs that allow blind or visually impaired users to read the text on the computer screen.” Screen readers are critical for people with vision disabilities to have digital independence, allowing for Docs to be read aloud. Similar to braille displays, this provides the ability for text that would otherwise be inaccessible to be accessible without the need for human translators.
To turn on screen reading capacity in Google Docs, follow these steps:
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Open the Google Doc in question
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Go to Tools, then select Accessibility settings.
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Select Turn on screen reader support.
It may be necessary to adjust your screen reader settings depending on your employees' brand of screen reading software. Check the specifications on the software’s website, and follow any additional directions listed.
Braille displays
Braille displays “provide access to information on a computer screen by electronically raising and lowering different combinations of pins in braille cells.” Similarly to screen readers, braille displays give people with vision disabilities digital independence by allowing them to read the information on a screen without human translators independently. They are an important part of digital accessibility.
To turn on braille display compatibility settings, follow these steps:
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Open the Google Doc.
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Go to the Tools menu, then select Accessibility settings.
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Select Turn on screen reader support.
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Select Turn on braille support.
Voice typing
Voice typing, also known as speech-to-text, is a common accessibility feature. Multiple technology companies have released software for it, such as Dragon Anywhere, Braina, and IBM, but Google Docs also has voice typing built right into its software. The idea behind voice typing is simple – rather than utilizing a keyboard, which may be inaccessible to people with vision disabilities and/or mobility problems, voice typing types via spoken words.
To use Google Docs’ voice typing feature, follow these steps:
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Ensure that the user’s computer microphone is turned on. This is usually done in the Settings.
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Open the Google Doc in question.
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Go to the Tools menu, select Voice typing and wait for a microphone box to appear.
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Click the microphone.
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Speak at a normal volume and pace.
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Click the microphone again when finished.
You can add punctuation by saying things like ‘comma,’ ‘period,’ or ‘quotation mark.’ You can also use voice commands, like ‘new paragraph.’ For a complete list of voice commands and troubleshooting questions, click here.
Screen magnification
Screen magnification takes “a computer or mobile device’s visual output and enlarges it to allow for easier and more detailed viewing.” This is an important accessibility feature for people with low vision or vision difficulties who need larger visuals to see what is on a computer screen correctly. Many apps offer screen magnification, including ones built-in to computers like Windows Magnifier and Zoom for macOS.
To turn on screen magnification compatibility, follow these instructions:
- Open the Google Doc in question.
- Go to the Tools menu, then select Accessibility settings.
- Select Turn on screen magnifier support.
An individual’s computer settings may need to be adjusted if the magnifier does not follow where they are on screen. To do so, direct them to their computer’s accessibility settings and turn on screen magnification support.
Keyboard shortcuts
Keyboard shortcuts allow users to “run automated checks and turn on visual helpers without moving input focus away from the target page.” They are an accessibility feature for those who have trouble operating a mouse or a standard touch screen, and they enable accessibility of web pages despite these difficulties. They also enable the accessibility of Google Docs.
The exact keyboard shortcuts depend on the user’s computer. Ultimately, keyboard shortcuts will make it easier for individuals to participate in collaborative docs, which is the usual purpose of Google Docs. You can find a complete list of available keyboard shortcuts for both Macs and PCs. Nothing special needs to happen to enable them. They are automatically enabled in Google Docs.
Conclusion
Accessibility is critical in a collaborative environment like Google Docs. When many people work on a single document, some things can be left behind, but people with disabilities cannot be one of them. With a plethora of available accessibility features, there is no excuse not to enable all the ones you can to provide an equitable and accessible environment for everyone using Google Docs.
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