Accessibility in Documents and Emails
Accessibility in Documents and Emails
Make your emails, Google Docs, and digital handouts usable for everyone.
Whether you’re writing an email to families, creating a class assignment in Google Docs, or sharing information with staff, the content you create needs to be accessible. That means screen reader users, people with low vision, and those using mobile devices or assistive tools must be able to read and navigate it without barriers.
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Gmail
- Click on the image in your email message
- Select "Edit Alt Text"
Google Docs / Slides
- Right-click the image
- Choose "Alt text"
- Fill in the description field
- Watch a 60-second Google Docs Alt Text demo video on YouTube
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- Don’t paste flyers or graphics with a lot of text into documents or emails—screen readers can’t read text that’s part of an image.
- Instead, use an attention grabbing graphic with only a few words and put the information from the flyer or graphic into your document as plain text.
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An In-Depth Look at the Plain Text Alternative to Flyers and PDFs
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Headings play a key role in making digital documents accessible and easy to navigate—for everyone, but especially for people using assistive technology like screen readers. They give structure to your content by organizing it into sections and signaling what each section is about.
Think of headings like a table of contents that screen readers and other tools use to help users jump to the parts they need. Without proper headings, a person using assistive technology may have to listen to the entire document in order to find what they’re looking for.
Here’s how to use headings effectively
- Use true headings, not just bolded or enlarged text. Heading styles (like Heading 1, Heading 2, etc.) are built-in tools that create a structural outline of your document behind the scenes. Just making text bold or bigger doesn’t do this.
- Start with Heading 1 for your main title. Each document should have only one Heading 1. This identifies the main topic or title.
- Use Heading 2 for main sections. These are the major parts of your document under the Heading 1 title.
- Use Heading 3 (and below) for subsections. These create a clear hierarchy under each Heading 2. Only go deeper (Heading 4, 5, etc.) if needed.
- Keep the order logical. Don’t skip heading levels (for example, jumping from Heading 2 to Heading 4). This helps all users, especially those using screen readers, follow the structure of your content.
- Be clear and consistent. Headings should briefly describe what the section contains and be styled consistently throughout the document.
Using headings well not only supports accessibility—it also makes your documents easier to read, scan, and understand for everyone.
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- Write in a straightforward, conversational tone.
- Avoid jargon or acronyms unless you explain them.
- Break up long paragraphs into shorter, scannable sections.
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Never rely on color alone to communicate meaning
If color is needed to convey meaning, ensure that there is a text alternative or other visual indicator for that meaning as well.Make sure text color contrasts clearly with the background.
Using strong color contrast ensures your content is readable by more people—including those with visual impairments—and helps us stay compliant with accessibility requirements.
An In-Depth Look at Using Color in an Accessible Way
Visit the color section of the district Brand Standards page for a guide on accessible pairings of our brand colors.
