Workshop 305:
Using Google Docs with a Chromebook,
a Computer, or an IOS Device
Keith Christian and Bob and Sue Sweetman
Using Google Docs on an IOS device with
refreshable braille displays and bluetooth keyboards
Below are the steps to perform typical functions that we use on a regular basis.
This document will assume that you have Voice Over running. You can start Voice Over using Seri by pressing the home key until you hear a tone, then say, “Turn on Voice Over”. Otherwise, go to Settings, General, Accessibility, Vision, Voice Over and tap on Voice Over to turn it on.
It is important to have bluetooth keyboards and refreshable braille displays paired with the IOS device before beginning. Bluetooth keyboards are paired using the bluetooth settings. To get there, go to Settings, Bluetooth, and the bluetooth devices will be listed there. Tap on the device and you should be prompted with a pairing code to type on the keyboard and press enter.
If you don’t see the device in bluetooth settings, make sure the keyboard is on and ready to be paired. If the keyboard is not listed, lock the IOS device by pressing the power button, turn on the bluetooth keyboard and then unlock the IOS device by pressing the home key. Most pairing issues can be overcome by using this procedure; however, if that does not work, then shut down the IOS device by pressing the power button and choose to shut down the device and turn off the keyboard, and then turn the keyboard on again before turning on the IOS device. If you continue to have problems discovering the keyboard, turn off the keyboard and then press the home key on the IOS device and the power button at the same time until the device restarts. Then turn on the keyboard before the IOS device boots up. These are the procedures that I have used with success.
Paring a refreshable braille display is similar to paring a bluetooth keyboard, but it is paired in a different location. With Voice Over already loaded double tap with one finger on Settings, General, Accessibility, Vision, Voice Over, and then braille. This is the location of the settings to change the braille input, output, braille translation (UEB / EBAE), etc.
Look for your braille display at the bottom of the list of settings. Have Voice Over loaded and double tap with one finger on the display you want to pair and you will be prompted for a pairing code. The pairing codes are listed below for a couple popular displays used today. Most commonly, the codes are 0000 or 1234.
Apex 0000
Braille Sense U2 0000
Focus 40 0000
Brailliant automatically provides pairing information
RefreshaBraille 1234
Quick Navigation Mode
Quick Navigation mode, or "Quick Nav", is an important concept to understand when using Voice Over with keyboards and displays. With Quick Nav on, the right or left arrow keys moves focus from item to item which is the same function as swiping right or left with one finger. To turn on and off Quick Nav on a keyboard, press the right and left arrow keys at the same time. To turn on Quick Nav using a refreshable braille display, press spacebar-q. It is a toggle and pressing the command a second time turns it off. Turning off Quick Nav using a braille display is less reliable than using a bluetooth keyboard.
You want Quick Nav on when navigating to the options such as main menu, open file picker, create new, search for documents, sort by, etc. It is helpful to turn Quick Nav off when inserting text or deleting text.
Creating a Google Doc using a bluetooth keyboard
and refreshable braille display
When a braille display is paired to an IOS device, it is possible to request Siri to “Open Google Docs”, or it can be opened manually by swiping right or left with a single finger, using right or left arrows on the keyboard, or using the braille display (spacebar-dot 1 or spacebar-dot 4) to locate the app. Once Google Docs is announced, perform a double tap. A double tap can be performed with one finger (tapping twice), press the up and down arrow keys at the same time once on a keyboard, or spacebar-dots 36 one time on a braille display. On a refreshable braille display, it is also possible to perform a double tap by pressing one of the cursor routing keys above the braille display.
Once Google Docs is open, continue to arrow to the right until “Create New” is announced. Double tap using one of the above methods .
Next, select New Document or a template in the same way as outlined above. When you select “New Document” you will be presented with an “Untitled Document". It is possible to delete the “Untitled Document” name and give your new document a more meaningful name.
Now you are in an empty Google Document that is ready to use. You are able to do word processing as normal. However, when using a keyboard, it is helpful to turn off Quick Nav (press the left and right arrows at the same time) to ensure that you will stay in the document and not accidentally navigate to the menu options by pressing an arrow key. Once you are done editing, turn Quick Nav back on (by pressing the left and right arrow keys together again) so that you can navigate to the Done button and exit editing mode. Then you can access other options, such as Undo, Redo, Insert, More Actions, etc. The More Actions menu is where you can Change the file name, Find and Replace, get a Word Count, Format, and Share & Export. Double tapping on Share & Export allows you to share it with others via email, send a copy, print, copy a link to the clipboard, or save as a Word document.
Opening a Google Doc Using a Bluetooth Keyboard
or Refreshable Braille Display
Navigate to Google Docs and double tap on it. The app will load and present you with a list of your documents. Navigate to “Document Contents” and double tap on it. This will open a previously saved document that is shared with you or that you have created. Double tap on the document name.
Sharing Google Docs with Others
After you open the Google Doc you want to share, navigate to “Collaborators” and double tap on it. There will be a text field where you can insert the email address of whoever you want to share the document with. If you have previously shared a document with an email address, Google will autofill the email address as you begin typing it. After you choose who you would like to share the document with, you can now navigate to determine what kind of permissions others will have. They may be able to edit, view, and/or comment. You may also see who the document has already been shared with.
2