Grackle Docs

1 00:00:02,497 --> 00:04:58,867 [upbeat background music playing] 2 00:00:10,600 --> 00:00:13,800 Making Google Docs content accessible to all readers is easy 3 00:00:14,200 --> 00:00:19,280 with the help of Grackle Docs, an automated tool that scans and spots common accessibility issues. 4 00:00:19,840 --> 00:00:24,800 Let's go over seven simple steps to check and fix accessibility errors using Google Docs. 5 00:00:27,760 --> 00:00:31,480 Grackle Docs is built right into your UCSB Google Workspace account. 6 00:00:32,360 --> 00:00:39,120 Note: If you are working from a non-UCSB account, you will need to install Grackle Docs from the Google Workspace Marketplace. 7 00:00:41,200 --> 00:00:44,400 Step One: Launch Grackle, and review your scan results. 8 00:00:45,360 --> 00:00:51,200 To open the tool, click Extensions in your top menu, hover over Grackle Docs, and select Launch. 9 00:00:52,200 --> 00:00:56,000 The results of the Grackle scan will display along a column to the right of your document. 10 00:00:57,400 --> 00:01:02,620 Grackle categorizes checkpoints using color coded icons. Green checks mean you're good to go. 11 00:01:05,180 --> 00:01:10,060 Red exclamation marks are warnings. Red x's mean something needs correcting. 12 00:01:12,540 --> 00:01:19,660 Step Two: Set your document title and language. Screen readers announce the document title first so users know where they are. 13 00:01:20,300 --> 00:01:23,700 In the Grackle panel, expand the document section, and select edit. 14 00:01:25,980 --> 00:01:29,820 Type your title or select the checkmark labeled "Use the Google Doc name". 15 00:01:30,740 --> 00:01:38,100 Setting the primary language ensures that text is pronounced correctly. Select the document language from the dropdown and click on the Update button. 16 00:01:41,140 --> 00:01:47,300 Step Three: Establish Heading Hierarchy. Text that is only made bold or larger, 17 00:01:47,860 --> 00:01:51,340 like this "Demo Heading Three" text, is not recognized as a real heading. 18 00:01:52,060 --> 00:01:59,280 To fix this, highlight the line. Then, open the Google Doc Styles dropdown on the toolbar, and choose a structural style 19 00:01:59,840 --> 00:02:05,640 like Heading 3. And make sure that heading styles are in hierarchical order without skipping headings. 20 00:02:09,160 --> 00:02:15,880 Step Four: Correct Spacing & List Formatting. Let's fix two common formatting errors. For spacing, 21 00:02:16,600 --> 00:02:21,280 avoid using the enter or return key repeatedly to create blank space between paragraphs. 22 00:02:23,160 --> 00:02:28,160 Screen readers announce every empty line as "Blank", which disrupts the reading process. 23 00:02:29,000 --> 00:02:35,600 Instead, use Google Docs' custom spacing options to create vertical spacing as needed. 24 00:02:36,200 --> 00:02:41,440 For lists, avoid typing hyphens or numbers manually. Highlight your items and click Google Docs native, 25 00:02:41,720 --> 00:02:46,000 bulleted list or numbered list buttons so screen readers recognize them as structured lists. 26 00:02:47,840 --> 00:02:52,520 Step Five: Add image descriptions, also known as Alt Text. 27 00:02:53,440 --> 00:03:00,030 Users of assistive technology like screen readers use Alt Text for descriptions of images and graphics in a document. 28 00:03:01,390 --> 00:03:04,390 To add Alt Text, click any image error in the sidebar. 29 00:03:05,230 --> 00:03:08,790 Select the + Tag, and type a concise description of what the image conveys. 30 00:03:09,670 --> 00:03:14,790 In this case, I'll type "an aerial view of the UCSB campus on a clear day". 31 00:03:15,630 --> 00:03:23,230 You can also mark the artifact checkbox if the image serves a purely decorative purpose that does not convey any useful information for the reader. 32 00:03:25,070 --> 00:03:32,430 Remember to click on the Update button to save. 33 00:03:33,150 --> 00:03:40,430 Step Six: Format Tables, Links, and Set Color Contrast. Now let's resolve remaining visual elements. For tables, 34 00:03:41,070 --> 00:03:44,950 screen readers need to know where data headers are. To indicate table headers, 35 00:03:45,870 --> 00:03:51,630 click on the table alert, select the +Tag, check the box labeled Mark first row as header 36 00:03:51,870 --> 00:03:58,090 if your table's first row is a header, and if the table's first column is also a header, check that box as well. 37 00:04:02,570 --> 00:04:07,570 Generic and ambiguous links. Generic text like "Click here" provides no context. 38 00:04:08,770 --> 00:04:16,970 Highlight the link, and update the display text to clearly describe the destination, such as "UCSB Staff and Faculty Resources". 39 00:04:19,050 --> 00:04:24,810 Color Contrast. Light color text can be difficult to read for low vision or colorblind users. 40 00:04:25,890 --> 00:04:32,530 If Grackle flags a contrast issue, highlight the text and select a darker shade from the Google Docs text color toolbar. 41 00:04:34,290 --> 00:04:39,410 Step Seven: Share your accessible document. Once your document meets accessibility standards, 42 00:04:40,050 --> 00:04:44,090 you may share it by clicking on the "Share" button on the top right of your Google Doc screen. 43 00:04:44,890 --> 00:04:48,890 [upbeat background music playing] And that's it. Seven easy steps for getting started 44 00:04:48,890 --> 00:04:52,850 with accessible Google Docs using the Grackle Docs extension. 45 00:04:52,850 --> 00:04:56,810 Thank you for creating UCSB digital content that's inclusive for everyone.