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Best Way to Translate an Excel Spreadsheet

Posted on: Jul 13, 2018

If you’re looking for the best way to translate a Excel spreadsheet, you should strongly consider professional translation software.

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.

Can you imagine what this would look like for translating a hefty Excel workbook? Forget about it. This would take hours of manual work.

This is why you need to consider translation software that specifically caters to enterprise needs and offers the best way to translate an Excel spreadsheet.

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.

What you need is a 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 spreadsheet, and you’re about to learn why.

Why Pairaphrase is the Best Way to Translate an Excel Spreadsheet

Pairaphrase is the best way to translate a Excel spreadsheet–more than any other translation software system on the market.

This is because 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 an Excel spreadsheet:

Fast Batch File Translation

Pairaphrase is the fastest way to translate an Excel spreadsheet into another language. It allows you to upload an Excel spreadsheet file and receive a first draft translation of the entire file including 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 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.

File Layout & Format Preservation

File layout and formatting preservation is another feature that makes Pairaphrase the best way to translate an Excel spreadsheet.

When you upload your Excel spreadsheet file through many other online translation tools, you will likely encounter formatting loss and layout displacement. Not with Pairaphrase.

When you use Pairaphrase, 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.

Dynamic Machine Learning

The integration of artificial intelligence into its back-end is one of the strongest arguments for Pairaphrase being the best 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.

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. Simultaneously, your edits will apply across an entire file or across a batch of files that were uploaded together.

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.

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.

Translation Data Security

Data breaches are increasing exponentially, which 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:

  • Encrypts your source text and translations
  • Runs all translations over a secure connection (HTTPS protocol)
  • Provides encrypted storage for all your original and translated files
  • Uses data centers that are SSAE16 SOC1 and ISO27001 compliant
  • Offers a two-step authentication option
  • Compatible with Microsoft Single Sign-On
  • Never shares, indexes, publishes or repurposes your data in any way

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

Request a demo or subscribe to one of our plans and start using a more efficient translation process today.

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