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Grackle for Workspace

Grackle for Workspace

We Have a Tool to Help

Creating accessible content is now an important part of how we communicate with students, families, staff, and the community. To help make this process easier, KCKPS has subscribed to Grackle for Workspace.

Grackle works directly within Google Docs, Sheets, and Slides to identify accessibility issues, explain what needs to be fixed, and guide users through the process of making content more accessible.

Accessibility is important even if you are not creating a PDF. Shared Google Docs, Sheets, and Slides must also be accessible so that everyone can access and understand the information they contain.

What Grackle Can Do
Grackle helps you:

  • Identify accessibility issues in your content
  • Learn why issues need to be corrected
  • Receive step-by-step guidance for fixes
  • Check accessibility before sharing content
  • Export accessible PDFs from Google Workspace

Think of Grackle as an accessibility coach built directly into Google Workspace.

A Quick Note About PDFs

Whenever possible, create content directly in webpages, newsletters, emails, or other digital platforms rather than uploading a PDF.

Even when a PDF is accessible, it still has limitations:

PDFs are often more difficult to view on mobile devices.
PDFs do not automatically work with website translation tools.
Information in PDFs is generally harder for users to navigate.

However, there are situations where PDFs are necessary. For example, board agenda attachments, official forms, and certain reports may need to be distributed as PDFs. In those cases, Grackle can help you create an accessible PDF.

How to Use the Grackle Plug-in

  • Chrome Users
    Grackle has been automatically installed for KCKPS staff who use the Chrome browser. If you do not see Grackle in Google Docs, Sheets, or Slides, try completely closing and reopening your browser.

    Other Browsers
    If you use a browser other than Chrome, you will need to install Grackle manually.

    1. Open the Grackle installation guide.
    2. Follow the instructions to add the extension to your browser.
    3. Sign in using your KCKPS Google account if prompted.
    4. Open a Google Doc, Sheet, or Slide and launch Grackle from the Extensions menu.

    Need help?
    Watch the installation video below or contact the Communications Department for assistance.

    [Installation Video]

    Verify Installation
    Once installed, you should be able to:

    • Open a Google Doc, Sheet, or Slide
    • Select Extensions from the menu
    • See Grackle Docs, Grackle Sheets, or Grackle Slides listed
    • Launch Grackle and run an accessibility scan

    If you can see Grackle in the Extensions menu, you're ready to start creating more accessible content.

  • Common Issues Grackle Checks

    • Missing headings
    • Missing alt text on images
    • Improper list formatting
    • Missing document titles
    • Poor table structure
    • Reading order issues

    Getting Started

    1. Open your Google Doc.
    2. Launch Grackle from the Extensions menu.
    3. Select Scan Document.
    4. Review the list of issues identified by Grackle.
    5. Follow the guidance provided to correct each issue.
    6. Re-scan until no issues remain.

    Exporting an Accessible PDF
    Once all issues have been addressed:

    1. Open Grackle.
    2. Select Export PDF.
    3. Save the accessible PDF file.

  • Common Issues Grackle Checks

    • Missing sheet titles
    • Unclear table structures
    • Missing headers
    • Empty rows and columns that impact navigation
    • Accessibility concerns with charts and visual elements

    Getting Started

    1. Open your Google Sheet.
    2. Launch Grackle from the Extensions menu.
    3. Run an accessibility scan.
    4. Review recommendations and make corrections.
    5. Re-scan until all issues have been addressed.

    Tips for Accessible Spreadsheets

    • Use clear column and row headers.
    • Avoid complex merged cells when possible.
    • Keep data organized and easy to follow.
    • Provide context for charts and visualizations.

  • Common Issues Grackle Checks

    • Missing slide titles
    • Missing alt text on images
    • Incorrect reading order
    • Poor color contrast
    • Decorative elements that may confuse screen readers

    Getting Started

    1. Open your Google Slides presentation.
    2. Launch Grackle from the Extensions menu.
    3. Run an accessibility scan.
    4. Review each issue identified by Grackle.
    5. Follow the recommended fixes.
    6. Re-scan to verify accessibility improvements.

    Tips for Accessible Presentations

    • Give every slide a unique title.
    • Add alt text to meaningful images.
    • Use sufficient color contrast.
    • Limit the amount of text on each slide.
    • Keep layouts simple and consistent.

Need Help?

Accessibility can feel overwhelming at first, but Grackle is designed to guide you through the process one step at a time.

If you have questions about accessibility, Grackle, or creating accessible content, please contact the Communications Department for assistance.