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Best Way to Translate an Excel File Spreadsheet

The best way to translate a Excel file in 2022 is to use professional language translation software. Specifically if you’re translating entire Excel (XLS) files in large quantities on behalf of an organization.

According to a Microsoft Office’s help forum about how to translate an Excel document, you can only translate one cell at a time when you use their built-in translation tool.

translate entire excel file

Can you imagine what this would look like for translating a large Excel workbook with hundreds or thousands of rows? Forget about it. This would take countless hours of manual work and frustration.

This is why you need to consider translation software that specifically caters to enterprise needs and offers the best method for translating Excel files. Working on behalf of an organization, you don’t have time to put aside your normal daily tasks to translate a spreadsheet manually. This is laborious work that your manager likely has no idea will require staying late at the office every night of the week. And unfortunately, it’s probably not the last time you will be asked to produce a translated file.

best way to translate an excel spreadsheet

You need an Excel file translator tool that saves time, and in effect saves money for your organization. Below we discuss Pairaphrase, a web-based translation management system for enterprises. Pairaphrase is the best way to translate an Excel file spreadsheet, and you’re about to learn why.

translate excel documentWhy Pairaphrase is the Best Way to Translate an Excel File Spreadsheet

Pairaphrase is an online translation platform made specifically with business users like you in mind. It’s specially engineered to give you access to quick translations and cost-reducing features that improve your translation quality over time.

This is all without requiring you to spend time learning the software.

The majority of Pairaphrase users are business people who need to translate bulky documents and files such as Excel spreadsheets.

Here are some specific features that make Pairaphrase the best way to translate Excel files:

1. Batch Translation (Top XLS Translation Method for Multiple Entire Files)

Pairaphrase is the fastest way to translate a whole Excel spreadsheet into another language. It allows you to upload an Excel spreadsheet file and receive an entire first draft translation of the complete file (including all cells in all worksheets) within seconds or a couple minutes.

Even text within the tables and charts you create within Excel spreadsheet will be translated for you. Not only are all the Excel worksheets translated for you entirely in one go, but you also have the ability to translate other files or documents at the same time in a single batch.

This is particularly useful for a group of files that are related to a single project (explained in more detail in the Dynamic Machine Learning section). You can choose from any of 24 different file types to upload along with your Excel document.

2. Translate an Excel File and Keep the Formatting + Layout

File layout and formatting preservation is another feature that makes Pairaphrase the best Excel spreadsheet translator.

When you upload your Excel spreadsheet file through many other online translation tools, you will likely encounter total formatting loss and layout displacement. When you use Pairaphrase, much of your image placement, line breaks, paragraph breaks and font properties (size, font type, style, etc.) are retained. This means that you save hours of work because you won’t need to reformat an entire Excel spreadsheet or workbook.

**Please note Pairaphrase automatic formatting isn’t perfect, but it will save you some time.**

3. Dynamic Machine Learning

The integration of artificial intelligence into its back-end is one of the strongest arguments for Pairaphrase being the top way to translate a Excel spreadsheet.

After you receive that quick first draft translation of your Excel spreadsheet file from Pairaphrase, you can edit the translation segments within the Translation Editor to improve the translation. As you edit the file and save your changes, your text is stored in a bilingual central repository for future use as Translation Memories.

How Translation Memory Helps With Translating Excel Documents

Translation Memories are phrases that were previously either machine-translated and human-edited or human-translated, while simultaneously stored into the system. When you upload more documents for future translation work, the system separates your source text into segments and then searches for exact or fuzzy matches of those segments in your Translation Memories.

The system will present the most closely-related phrase from your Translation Memories to be used as the translation. You can then accept or modify those “matches” to be used as the translation for a segment. As you save translations in your Translation Memories, you get more matches and the system continuously improves translation quality. This also significantly reduces your translation time and costs.

It’s important to keep in mind that in order to reap the benefits of a Translation Memory system, human editing of machine translation is required.

Learn more about Translation Memory in this 2-minute video:

4. Excel Document Translation Collaboration

When you’re translating an Excel spreadsheet (or any other file for that matter), you could find yourself in need of a bilingual subject matter expert, depending on the content.

Whether this person is a colleague within your organization or a freelance translator, collaboration functionality is a must in your choice of translation software. Conveniently, Pairaphrase offers easy, real-time collaboration. You can quickly share translated files right from the online interface. What’s more, you can invite colleagues into the platform to work on edits without needing to upgrade your plan with more seats.

You can even track user edit history by segment. So that you can avoid the  second-guessing regarding whom changed what and when. Superior translation collaboration is another reason why Pairaphrase is the best way to translate an Excel spreadsheet.

5. Translation Data Security

Data breaches are increasing exponentially, and online translation services are not exempt. This makes data security non-negotiable when you are translating business documents such as Excel spreadsheets. Pairaphrase offers the highest standards in security when it comes to protecting your translation data.

Here is how Pairaphrase protects your translation data so that your company’s information doesn’t become compromised:

  • SHA-2 and 4096-bit encryption
  • 256-bit SSL certification
  • Encrypted file storage in transit, in use and at rest via AWS
  • “No Return” to machine translation providers
  • PCI-compliant payment processing via Stripe
  • HIPAA, SOC1 and ISO27001 compliant datacenters
  • Multi-Factor Authentication
  • TLS 1.2 (Transport Layer Security)
  • Last login date and time display in footer
  • Automatic session logoff if idle for more than 30 minutes
  • Password expires after one year
  • Auto-lock after 4 failed password attempts
  • Device Authentication
  • Compliant with GDPR & HIPAA
  • Single Sign-On
  • Supports secure browsers; Chrome, Firefox, Edge & Safari
  • Third-party security audit & assessment records

Recommended Excel File Translator

Now that you know that Pairaphrase is the best way to translate an Excel spreadsheet, why not give it a try?

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