A review of Google Workspace from a screen readers perspective, The complete guide from Accessible Technology Solutions Enterprises.

Author: Sadam Category: Accessibility






An Expert Guide to Google Workspace for Screen Reader Users | Accessible Technology Solutions

An Expert Guide to Navigating Google Workspace with a Screen Reader

At Accessible Technology Solutions, we are dedicated to empowering individuals and organizations with the knowledge to use mainstream technology effectively. Google Workspace is one of the most prevalent productivity suites in modern workplaces and educational institutions. While it offers powerful tools for collaboration, navigating its complex web interfaces with a screen reader like NVDA or Windows Narrator can present unique challenges.

This guide provides our expert insights and recommended practices for using Google Workspace. We will cover the foundational accessibility settings, address significant changes like the discontinuation of Gmail’s HTML view, and provide essential keyboard shortcuts to ensure a productive and efficient user experience.

The Foundational Step: Enabling Screen Reader Support

Before attempting to use the suite, it is critical to enable Google’s dedicated accessibility features. This is the first step we advise all our clients to take, as it fundamentally changes the applications’ behaviour to work better with assistive technology.

  1. Open any Google Doc, Sheet, or Slide.
  2. Activate the “Tools” menu. The keyboard shortcut is Alt + t.
  3. Navigate down to “Accessibility” or “Accessibility settings” and press Enter.
  4. Locate and check the box labeled “Turn on screen reader support.”

This setting can also be toggled with the universal shortcut Ctrl + Alt + z. Enabling this feature in one application will activate it across Google Docs, Sheets, Slides, and Drawings, ensuring a consistent experience.

Gmail: Professional Strategies for a Post-HTML World

The official discontinuation of Gmail’s basic HTML view in early 2024 was a significant event in the accessibility community. That simplified interface was prized for its speed and straightforward keyboard navigation. The modern “Standard View,” while feature-rich, introduces a level of dynamic complexity that requires a new approach.

Our team has determined that productivity in the standard Gmail interface is entirely achievable with the right configuration and knowledge. We recommend all users enable keyboard shortcuts in the Gmail settings and master the commands below to efficiently manage their inbox.

An individual who is blind using a screen reader on their computer to read and send emails in Gmail. The image is a positive representation of technology use in a professional setting.
Efficiently managing professional communications in Gmail is a core skill.

Essential Gmail Keyboard Shortcuts

  • c – Compose a new message
  • / – Move focus to the search bar
  • k / j – Move to the newer/older conversation in the inbox list
  • o or Enter – Open the currently focused conversation
  • r – Reply to the sender
  • a – Reply to all recipients
  • f – Forward a message
  • e – Archive the selected conversation
  • # – Delete the selected conversation
  • g then i – Navigate to the inbox
  • g then s – Navigate to starred conversations
  • * then a – Select all conversations on the current page
  • * then n – Deselect all conversations

Expert Tip for NVDA Users: A key concept we teach is mastering the toggle between NVDA’s Browse Mode and Focus Mode using NVDA + Spacebar. If application shortcuts like ‘c’ for compose are not responding, it is almost always because the screen reader is in Browse Mode, which interprets key presses for navigation rather than application commands.

Google Docs: Professional Document Creation and Collaboration

Google Docs has evolved into a highly accessible platform for word processing. With screen reader support enabled, users can effectively write, edit, format, and collaborate on documents. Efficient navigation involves using commands that move the cursor by element, not just by line.

A person who is blind using a laptop with a screen reader and refreshable braille display to access Google Docs, focusing on their engagement with the technology.
Mastering Google Docs allows for seamless collaboration in any team environment.

High-Efficiency Navigation in Google Docs

  • Move to next/previous heading: Ctrl + Alt + n, then h / Ctrl + Alt + p, then h
  • Move to next/previous link: Ctrl + Alt + n, then l / Ctrl + Alt + p, then l
  • Move to next/previous comment: Ctrl + Alt + n, then c / Ctrl + Alt + p, then c
  • Move to next/previous table: Ctrl + Alt + n, then t / Ctrl + Alt + p, then t

Standard Formatting and Commenting Shortcuts

  • Bold / Italic / Underline: Ctrl + b / Ctrl + i / Ctrl + u
  • Insert a link: Ctrl + k
  • Insert a comment: Ctrl + Alt + m
  • Open comment history: Ctrl + Alt + Shift + a

Google Sheets: Demystifying the Spreadsheet

Spreadsheets are inherently visual, but Google has integrated the necessary ARIA support to make Sheets functional for screen reader users. The system can announce cell coordinates, row and column headers, and cell content, allowing for effective data analysis and entry.

A person who is blind navigating a spreadsheet in Google Sheets using a screen reader, focused on their interaction with the computer.
Data analysis and management in Google Sheets are accessible with keyboard commands.

Core Navigation and Interaction in Sheets

  • Move between cells: Arrow keys
  • Go to the start/end of the sheet: Ctrl + Home / Ctrl + End
  • Open a list of all sheets in the workbook: Alt + Shift + k
  • Read row header for the current cell: Ctrl + Alt + Shift + r
  • Read column header for the current cell: Ctrl + Alt + Shift + c
  • Edit the selected cell: F2
  • Access application menus (File, Edit, etc.): Alt + [Letter] (e.g., Alt + f for File)

Google Drive: Centralized File Management

Effective cloud file management is a cornerstone of modern productivity. The Google Drive interface is divided into distinct regions, and understanding how to move between them is essential for efficient operation.

A person with a visual impairment using a computer with a screen reader to manage their files in Google Drive, conveying a sense of organization.
Organizing and accessing cloud storage in Google Drive is vital for workflow.

Key Commands for Google Drive

  • Go to the main file list/view: g, then l
  • Go to the left-side navigation pane (My Drive, etc.): g, then n
  • Switch between List and Grid view for files: v
  • Open the “New” menu to create items: c
  • Open the selected file or folder: Enter
  • Rename the selected item: n
  • Share the selected item: . (period key)
  • Show the full keyboard shortcut reference: ? (question mark)

Conclusion: Empowering Users Through Expertise

While the digital landscape is constantly evolving, the principles of accessible design and user education remain constant. Mastering complex web applications like Google Workspace requires a strategic approach focused on understanding keyboard commands and assistive technology interaction models.

At Accessible Technology Solutions, our mission is to bridge the gap between technology’s potential and its practical accessibility. By equipping users with the right knowledge and techniques, we can help them overcome barriers and achieve their professional goals. If your organization requires personalized training, accessibility consulting, or support in creating an inclusive digital environment, please contact us. We are here to provide the solutions you need.