"Document settings" button / dialog box

What it does

This button opens the Document settings dialog box.

Use it for

Here you can configure various settings that apply to the entire document.

The settings are organized into three tabs:

How to use it

1. Set role mappings for paragraph styles

Background Information

We distinguish between two types of paragraph styles:

1. Paragraph styles available by default in Word (e.g. “Heading 1” or “Caption”):
   axesWord automatically assigns the appropriate roles to these styles. Generally, you do not need to change anything here and can therefore leave the role set to “Default” This applies to:
   • Heading styles of levels 1-9 (based on outline levels)
   • Captions (based on the Word function Insert caption)
   • Tables of contents, tables of figures or tables (if these were created using the corresponding Word function)
   • Lists (if these were created using the Bullets, Numbering or Multilevel List buttons in Word or were created using correctly created paragraph styles)
   • Block quotations (if they have been assigned to the styles Quote or Intense Quote)
2. Custom paragraph styles:
   If necessary, the appropriate roles must be assigned to these styles. By default, the role is set to “Default” This is based on the natural semantics of the element. In many cases, this is the “Paragraph” role.
   The typical use cases in which you need to assign roles to custom paragraph styles are column and row headers in (complex) tables and list continuations. For example, a paragraph style for a column header in a complex table must be assigned the role “Header Cell (Complex Table)”. Typically, the person who created the document template has already taken care of this for you, as it requires specialized knowledge of PDF accessibility.
   The following roles can be assigned to a paragraph style:
   • Paragraph
   • Title
   • Subtitle
   • Heading (outline level 1-100)
   • List Continue (outline level 1-10)
   • Caption
   • BlockQuote
   • Header Cell (Simple Table)
   • Header Cell (Complex Table)
   • Form field label
   • Artifact

How to use it

1. Click on the Document settings button in the axesWord tab. 
2. The Document settings dialog box opens. You are automatically taken to the Role Mapping tab.
   

3. Select the style for which you want to change the role mapping from the list of styles on the left-hand side and select the corresponding role from the drop-down list on the right-hand side.
   

   If necessary, make further settings for outline levels or scopes.

4. Click on the OK button to save the settings.

2. Change settings for initial view after opening the PDF

In the Document settings dialog box, switch to the Initial View tab. The recommended settings for opening a PDF are already set. If required, you can make the desired changes here.

Click on the OK button to save the settings.

3. Define the position of footnotes/endnotes in the logical structure tree

In the Document settings dialog box, switch to the Advanced tab.

The default setting is that all footnotes/endnotes (i. e. all "Note" structure elements) are listed at the very end of the logical structure tree (setting At the end of the document).

If desired, you can change this setting - separately for footnotes and endnotes - so that the footnotes or endnotes are listed directly after the respective paragraph (choose the setting After the paragraph).

Click on the OK button to save the settings.

4. Choose fonts for the PDF export

Background Information

A font can be available on your computer in several versions:

• as a cloud font (provided by Microsoft 365)
• as a system font (installed in Windows for all users)
• as a user font (installed in Windows for your user account only)
• as an embedded font (embedded in the Word document)

In most cases, these versions are identical and this setting makes no difference. Occasionally, though, two versions have the same name but differ, for example in their character set or the shape of their characters. This setting determines which version axesWord prefers for the PDF export.

How to use it

In the Document settings dialog box, go to the Advanced tab, open the dropdown menu Fonts for export and select either the option Prefer installed fonts or Prefer cloud fonts.

Click on the OK button to save the settings.

In which order are the fonts used?

axesWord looks for the font in the following order and uses the first version that is available:

When to change this setting

If a font or individual characters look wrong in the exported PDF, axesWord has probably used the "wrong" version of the font. Switch to the other option and export the PDF again.