Preparing files for translation

PDF files are not suitable for translation, regardless of the language. This is because PDF files cannot be edited and the layout cannot be easily preserved during the translation process. They simply serve to provide a visual representation of the original document. This format is used for e-books, brochures, presentations, flyers, etc. and is intended to present to the reader exactly what the owner of the original document created. PDF files are therefore often created and distributed by designers, graphic agencies and publishers, for example.

Before submitting a PDF file for translation, you should always try to provide the original document. The best way to do this is to contact the author of the document and ask for the original to be made available to you for translation. In most cases, these will be Word or PowerPoint files or, in the case of graphically complex documents (e.g. flyers, brochures), InDesign files.

If the original cannot be provided or is a scanned print medium, then in many cases we can provide a plain text translation without any layout. Alternatively, we simply reproduce the layout true to the original as part of our DTP service and only translate the file afterwards.

Word files are the most frequently submitted files and there is a reason for that: they are perfectly editable and translate excellently.

Nevertheless, there are a few points you should bear in mind when submitting Word files:

(1) Should the entire document be translated, or only parts of it?

If only parts of the Word file are to be translated, you must first hide the text that isn’t to be translated:

– Mark the text that should not be translated
– Open the formatting window with CTRL+D (Windows) or Apple+D (Mac).
– Check the ‘Hidden’ box and click OK.
– Save the file and then submit it to us for translation

Hidden text is displayed underlined in Microsoft Word. This is the only way to exclude the text that do not need to be translated from the calculation. After receiving the translation, you can show all hidden texts again. If you think that the hidden text contains important content (wordings, explanations, similar translations) for the translator, simply attach a reference file of the full text, for example a PDF file, to your enquiry.

(2) Are Excel tables integrated?

If there are Excel tables integrated in the Word document that also need to be translated, please also submit the original Excel file. Please note that contents of embedded Excel tables cannot be translated otherwise.

(3) Are images with integrated text included?

Text contained in images cannot be picked out and thus cannot be translated. Please enter this text in a separate, editable file such as MS Word, RTF or TXT.

(1) In Excel tables, it happens very often that entire columns/rows do not have to be translated. This might include item numbers, proper nouns or column headings. Similar to Word files, rows and columns can also be hidden in Excel:

– Highlight the column or row that is not to be translated (e.g. column B).
– Right-click on the column/row to open the context menu
– Select ‘Hide’

Hidden cells, columns or rows are excluded from the calculation and are not translated. After receiving the translation, you can show all hidden elements again.

(2) If you want a bilingual structure in Excel, e.g. the original text in column A and the translation in column B, then please proceed as follows:

– Create a column with the source language, e.g. in column A
– Create another column for the target language, e.g. column B

You can extend this to include any language/column. We then translate the text from the original column into the column for the respective intended language.