Google Docs/Grackle

If developers need to export a PDF from Google Docs, they will do so using the Grackle Docs add-on instead of the native export options found in the File menu in Google Docs.

What is Grackle Docs?

Grackle Docs is an add-on that runs in Google Docs. When launched, it scans a Google document for accessibility issues. When the scan finishes, Grackle Docs arranges the document’s elements and structures into these categories.

• Document
• Images
• Headings
• Tables
• Landmarks
• Content

You can find the categories in the user interface panel on the right side of the screen.

Elements in each category are marked as either accessible or inaccessible. Changes are made by selecting and editing these elements in these categories. For example, a table does not have the header row specified with a tag. When an element is changed with Grackle Docs, it edits the tags for that element in the document. This edit is immediate, and no saving is required.

Why Use Grackle Docs?

Grackle Docs can help us render any Google Document more accessible whether it’s meant to be viewed online as a Google Doc or exported as a PDF.

Google Docs alone does not offer the kinds of robust accessibility features needed to render documents optimally accessible. As of the writing of this entry in the Style Guide, there is no Google Docs-native accessibility scanner that helps you check for mistakes or guides you to fix them. But the Grackle Docs add-on provides all these things in an easy-to-use interface.

Of particular interest are tables, which can be quite difficult for people using screen readers to navigate under even the best of circumstances.

When to Use Grackle Docs

Grackle must be used to scan for and fix accessibility issues on any Google Document that is meant for learner consumption. When the document’s content has been finalized and you’re ready to create the learner-facing version of it, always launch the Grackle Docs add-on and fix any issues (including but not limited to header tags, alt text for images, and document structure).

Depending on the type of project you’re working on, there may be a task outlined clearly in the related Wrike project that will ensure that this step isn’t forgotten. Your project team should determine who on the team is responsible to running Grackle Docs on documents you all produce.

How to Get Started with Grackle Docs

First, you’ll need to install the add-on. Learn how by watching this short video tutorial on how to install Grackle Docs.

Note: You must use your Michigan Virtual Google account to log in when prompted. Grackle Docs is a paid subscription, and everyone on the iPD team should have access to it. If you have problems accessing it, ask your supervisor about getting access.

Next, watch this Grackle Docs Demonstration video. It covers everything from how to launch the add-on to what each section of the interface checks for.

Note: A green checkmark means that a particular check has been passed. A green check with a small red exclamation point means that the check passed with a warning. Warnings are not required to be changed, only considered. A red X means that the check didn’t pass and must be manually fixed before the document is fully accessible.

Exporting PDFs from Grackle

Once your Google Doc has been scanned using Grackle, you can either:

• Share with learners via the share options native to Google
• Or export as a different type of document (e.g., Word Doc, PDF, plain text, etc.).

To export any file type except PDFs, simply go to File > Download > and choose the file type you wish to export.

To export a PDF, follow these steps:

1. Use Grackle to check for and fix any accessibility issues in the document.
2. Click the “Export to PDF” button (near the top of the Grackle panel, to the right of the blue “Re-Check” button).
3. Click the “Start” button in the new dialog box that appears.
4. Wait for the PDF to process.
5. When the PDF has been created, it will be automatically saved in Google Drive in the same folder as the Google Doc from which it was generated. You may also choose to download or view the PDF at this point.

• Youtube: How to install and launch Grackle Docs
• Youtube: Grackle Docs Demo
• NV Access: NVDA website
• NV Access: NVDA User Guide

Resources for NVDA

• NVDA User Guide
• NVDA Video Tutorial Series
• NVDA Shortcuts List