Button "Role mapping"

Table of contents

• What it does
• Use it for
• How to use it
• Structure: Master, layout and slide
• Reading order
  • Numbering
  • Change the reading order
  • Reading order in the exported PDF
• Role mapping
  • Change the role mapping
  • Roles at a glance
• Change role mappings and reading order for master and layout elements
  • Slide master view and slide layout view
  • Export master or layout elements at the start or end of a slide
  • Inheritance of roles for placeholders
• Add alt texts
• Change the display name of an element

What it does

The Role mapping button opens the axesSlide - Role mappings and reading order task pane.

Use it for

In this task pane, you can change the default role mapping of your slide elements, adjust the reading order, enter alternative texts and change the display name of the slide elements.

Use role mapping to control the document structure of your accessible PDF even more precisely and thus create PDFs with even richer and more precise semantics.

Change the default role mapping if you use elements in your presentation that are not covered by axesSlide's automatic PDF export, such as layout tables and captions.

How to use it

Quick guide (read more in the following sections):

1. Click on the Role mapping button to open the axesSlide - role mappings and reading order task pane.
2. Click on a slide element in your presentation or in the task pane and assign the appropriate role in the task pane.
3. Create a suitable alternative text for all elements that require this (figures and formulas). For tables, you can optionally enter a table summary.
4. Check the reading order of the slide elements and adjust it if necessary.
5. Done.

Structure: Master, layout and slide

In the axesSlide - role mappings and reading order task pane, there are the following five layers (provided you are in the slide view and not in the slide master view):

• Master (Slide start)
• Layout (Slide start)
• Slide
• Layout (Slide end)
• Master (Slide end)

All elements of the currently selected slide are located within these layers:

The elements that are located directly on the slide are displayed in the Slide layer.

Elements of the slide that have been inserted on the master can be found under the Master (Slide start) layer. Similarly, you will find elements that have been inserted on the layout of the slide under the Layout (Slide start). If you have not inserted any elements on the master or layout, these layers are empty.

The Master (Slide end) and Layout (Slide end) layers only contain elements if you have moved them there.

You can only change the role mappings and reading order of master or layout elements in the slide master view or slide layout view, see Change role mappings and reading order for master and layout elements.

Reading order

You can easily adjust the reading order of your slide elements via the axesSlide - role mappings and reading order task pane.

Numbering

Continuous numbering in front of the elements shows you the reading order in which the elements are currently arranged. If there are elements on the master or layout layer of the slide, these elements are also numbered consecutively in the corresponding layers, see Structure: Master, layout and slide.

Change the reading order

You have three different options for moving the element in the reading order:

• Using drag & drop: 
  Click on the drag & drop area and hold down the mouse button. Drag the element to the desired position. A blue line indicates the current position. Release the mouse button at the desired position.
  
• Using the arrow buttons: 
  Select the element in the task pane. Click on the arrow buttons in the top right-hand corner of the task pane to move the element in the reading order.
• Using the keyboard: 
  Select the element in the task pane. Press the key combination Alt + down arrow to move the element down in the reading order or Alt + up arrow to move the element up in the reading order.

To change the reading order of master and layout elements, please refer to the section Change role mappings and reading order for master and layout elements. For groups, please refer to the following note:

Note: Reading order of sub-elements of groups

To change the reading order of the sub-elements of a group, you must first ungroup the group. Then change the reading order of the elements and group them again. The reading order of the sub-elements of a group is only relevant for the PDF export if you export the group with the Group role, see also the following section Role mapping.

Reading order in the exported PDF

Only those elements are exported to the structure tree that are not marked as decorative and have not been assigned the role Artifact.

Master and layout elements are only exported to the structure tree if you have assigned them a corresponding role. Otherwise, they are marked as artifacts by default.

Each slide is exported according to the “onion principle”: If available, the structure tree of each slide begins with the master elements that were placed at the slide start. This is followed by the layout elements that were placed at the slide start, then the direct slide elements, followed by the layout elements at the slide end and finally the master elements at the slide end. As with an onion, the master elements are on the outside, the slide elements are in the middle and the layout elements are in between:

1. Master (Slide start)
2. Layout (Slide start)
3. Slide
4. Layout (Slide end)
5. Master (Slide end)

Role mapping

In order to achieve the best possible result in terms of accessibility when converting to PDF, the correct role must be assigned to each element in the PowerPoint presentation.

A role is already assigned by default for all elements of a presentation. axesSlide automatically recognizes the natural semantics of the elements and assigns the appropriate role. In most cases, this default role is already semantically correct.

You only need to change the default roles if the natural semantics are not suitable. This applies, for example, to layout tables, definition lists, labels, block quotes, formulas, artifacts or if you want to structure your presentation with additional headings or more outline levels.

Master and layout elements are only exported to the document structure if you have assigned them a corresponding role. Otherwise, they are marked as artifacts by default. You can read more about this in the section Change role mappings and reading order for master and layout elements.

Change the role mapping

To change the role of an element:

1. Select an element either directly on the slide or in the axesSlide - Role mappings and reading order task pane so that it is highlighted in green in the task pane.
2. In the drop-down menu for the role, select the desired role for the element.
   
3. To reset the role to the preset role, click on the red X.
   

Note: Elements must not be marked as decorative

To be able to change the role of a slide element with axesSlide, the element must not be marked as decorative.

If an element is marked as decorative, open the Alt text task pane of PowerPoint. You can also open this in the axesSlide - Role mappings and reading order task pane by clicking on the button to the right of the corresponding element:

Then deactivate the Mark as decorative checkbox in the Alt text task pane.

Roles at a glance

Here you will find an overview of the available roles. Different roles can be selected depending on the type of the slide element.

Tip: In the article Which axesSlide role mappings lead to which structure elements in the PDF? you will find an overview of the role mappings and the associated PDF tags.

A text element (slide title, text box or shape with text content) is selected:

In order to assign the correct role to a text element, you may need to separate different text types into separate text elements. This is because only one role can be assigned to each element.

Example: If a text box contains both a heading and a standard paragraph, you cannot assign the Heading role to this text box, as otherwise the standard paragraph will also be exported as a heading. Therefore, insert the heading into a separate text box. Then only assign the Heading role to this text box.

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. The output varies depending on the type of text element:
  • Slide title: For a slide title, this is usually the role Heading 1 (on the first slide or at the start of a section) or Heading 2.
  • Text box: For a text box, the text is converted depending on the formatting, i.e. usually as a paragraph or list.
  • Form with text content without alt text: For a form with text content without alt text, the text is converted depending on the formatting, i.e. usually as a paragraph or list.
  • Form with text content with alt text: In the case of a form with text content and alt text entered, this is usually the Figure role.
• Heading 1: 
  You should make this selection if you want to assign the Heading 1 role to the text element.
• Heading 2: 
  You should make this selection if you want to assign the Heading 2 role to the text element.
• Heading 3: 
  You should make this selection if you want to assign the Heading 3 role to the text element.
• Heading (n): 
  You should make this selection if you want to assign a higher outline level to the text element. To do this, enter the outline level in the input field of the same name.
• Title: 
  You should make this selection if the text element is the main title at the beginning of your presentation. Only assign this role once in your presentation.
• Subtitle: 
  You should make this selection if the text element is the subtitle of your presentation. Only assign this role once in your presentation.
• Caption: 
  You should make this selection if the text element contains the caption of a figure or table.
• Block quote: 
  You should make this selection if the text element contains a quote.
• Paragraph: 
  You should only make this selection if you want to force the content of the text element to be implemented as standard paragraphs. Please note that list structures will be lost as a result. This role is particularly useful if a standard paragraph is inadvertently placed in a placeholder for slide titles.
• Figure: 
  You should make this selection if the text element is to be marked as a figure. Do not forget to add an alt text.
• Formula: 
  You should make this selection if the text element contains a formula. Do not forget to add an alt text.
• Artifact: 
  You should make this selection if the text element is purely decorative or redundant.

A picture is selected:

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. In the case of a picture, this is usually the Figure role. Do not forget to enter an alt text.
• Figure: 
  You should make this selection if you want to assign the Figure role to a picture (the difference to the Default role is that this element is always converted as an image in the PDF, i.e. as a Figure structure element). Do not forget to add an alt text.
• Formula: 
  You should make this selection if the picture shows a formula. Do not forget to add an alt text.
• Artifact: 
  You should make this selection if the picture is purely decorative. An alt text is then not necessary.

A chart is selected:

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. In the case of a chart, this is usually the Figure role. Do not forget to enter an alt text.
• Figure: 
  You should make this selection if you want to assign the Figure role to a chart (the difference to the Default role is that this element is always converted as an image in the PDF, i.e. as a Figure structure element). Do not forget to add an alt text.
• Artifact: 
  You should make this selection if the chart is purely decorative. An alt text is then not necessary.

A shape without text content is selected:

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. In the case of a shape without text content, this is usually the Figure role. Do not forget to enter an alt text.
• Figure: 
  You should make this selection if you want to assign the Figure role to a shape without text content (the difference to the Default role is that this element is always converted as an image in the PDF, i.e. as a Figure structure element). Do not forget to add an alt text.
• Artifact: 
  You should make this selection if the shape without text content is purely decorative. An alt text is then not necessary.

A table is selected:

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. In the case of a table, this is usually the Table role. Optionally, you can enter a table summary.
• Table: 
  You should make this selection if you want to assign the Table role to a table (the difference to the Default role is that this element is always implemented as a table in the PDF, i.e. as a Table structure element). Optionally, you can enter a table summary.
• Layout table: 
  You should make this selection if the table is not a real table and you have only used the table grid for design purposes. Do not forget to specify the appropriate reading direction for the rows and columns. A table structure will then no longer appear in the PDF. The elements contained in the table are transferred to the document structure according to the defined direction.
• Definition list: 
  You should make this selection if your table is to be converted as a definition list - for example for a glossary or list of abbreviations (note: the entries in the left-hand column are converted to Lbl structure elements in the PDF, the entries in the column(s) on the right are converted to P structure elements in the corresponding LBody structure element).
• Artifact: 
  You should make this selection if the table is purely decorative.

A SmartArt is selected:

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. In the case of a SmartArt, this is usually the Figure role. Do not forget to enter an alt text.
• Figure: 
  You should make this selection if you want to assign the Figure role to a SmartArt (the difference to the Default role is that this element is always converted as an image in the PDF, i.e. as a Figure structure element). Do not forget to add an alt text.
• List: 
  You should make this selection if you want to transfer the list on which the SmartArt is based into the document structure instead of a figure. An alt text is then not necessary.
• Artifact: 
  You should make this selection if the SmartArt is purely decorative. An alt text is then not necessary.

A group is selected:

You can expand groups in the axesSlide - Role mappings and reading order task pane to display the sub-elements within them. If there are other subgroups within the group, only their sub-elements can be displayed by axesSlide, but not how they are grouped.

Nevertheless, you have the option of exporting the structure of the group and also of the subgroups to the document structure of your accessible PDF, see the role Group in the following list.

• Default: 
  This setting means that the element in question is converted according to the information supplied by PowerPoint. For groups, this depends on whether an alt text has been entered or not:
  • Group with alt text: A group with alt text is usually converted with the Figure role.
  • Group without alt text: A group without alt text is usually converted with the Group role. The sub-elements of the group are retained and are converted as separate structural elements depending on their type and role. The sub-elements are bundled in a Group structure element.
• Group: 
  You should make this selection if you want to retain the sub-elements of the group. You can choose whether you want to dissolve any existing subgroups or retain them in the document structure:
  • Dissolve subgroups: yes: Select this setting to dissolve the subgroups. The parent group is implemented as a Group structure element in which all sub-elements are bundled as separate structure elements on the same level. The sub-elements are exported according to their type and role.
  • Dissolve subgroups: no: Select this setting to retain the subgroups. The parent group and the subgroups are implemented as nested Group structure elements in which the respective sub-elements are bundled as separate structure elements. The sub-elements are exported according to their type and role.
• Figure: 
  You should make this selection if the entire group is to be converted into a figure. Do not forget to add an alt text.
• Artifact: 
  You should make this selection if the group is purely decorative. An alt text is then not necessary.

An element of a header or footer is selected:

• Artifact: 
  This is the default setting for elements of headers and footers, as these are usually redundant.
• Footer: 
  You should make this selection if you want to transfer an element of a header and footer to the document structure.

Change role mappings and reading order for master and layout elements

You can only change the role mappings and reading order of the elements on the master or layout if you are in the corresponding Slide Master View or Slide Layout View. (You can read more about slide masters and layouts and their uses in the article Slide Masters and Layouts).

Slide master view and slide layout view

Simply open the Slide Master View or Slide Layout View by clicking on the button next to a master or layout layer:

To close the slide master view or slide layout view and return to the slide, click on the button in the same place:

In the slide master view or slide layout view, you can then change the role mappings and reading order of the master or layout elements as described in the previous sections Change the reading order and Change the role mapping.

Export master or layout elements at the start or end of a slide

Elements on the master or layout are not transferred to the structure tree by default. They are marked as artifacts. However, you can use the role mapping to determine whether individual elements should be exported to the structure tree, see Role mapping. In this case, you can specify whether you want to transfer the elements at the start or end of the slide to the structure tree. To do this, simply move the element to the appropriate layer.

Inheritance of roles for placeholders

If you assign a role to a placeholder on a master or layout, this role is inherited by the corresponding element on the slide.

For example, you can already create several heading levels with placeholders in your layout and assign the corresponding roles. If you now apply the layout to a slide, the placeholders on the slide already have the correct heading roles and you simply have to fill the placeholders.

Add alt texts

The Alternativ text input field is displayed if the element requires an alt text and is selected in the axesSlide - Role mappings and reading order task pane. Enter a short description of the figure or the linearized form of the formula.

If an alt text is missing, axesSlide displays a red warning triangle in front of the corresponding element:

You can read more about alt texts in the article Add alternative text or Mark object as decorative.

Change the display name of an element

You can change the display name of an element. This can be helpful to keep track of your slide elements in the axesSlide - Role mappings and reading order task pane. The name has no effect on the PDF export.

To change the display name of an element, simply click in the field with the current name and change it as required.