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Category: Blog Document Translation Tutorials

How to Translate a Whole Word Document Online (2024)

Need an online Word document translator for your organization? Translating Word documents should be fast, efficient and secure. As it turns out, the best way to translate a Word document isn’t the Microsoft Word application’s translation feature. The same goes for free online doc translator tools.

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First, we’ll tell you some of the drawbacks of your current Word doc translation method. Then we’ll tell you how to translate a Word document more efficiently with the best Word document translator online.

As a result, you’ll translate Microsoft Office documents faster, smarter and easier.

Translating Whole Word Documents: Common Issues

1. You Can’t Translate Word Documents Because of Computer Problems

It’s easy to imagine the best way to translate Word document text is in the Word program on your desktop.

However, any desktop app can create obstacles to efficient translation. This is because it relies on your computer working properly. For instance, if you’re short on computer memory, Word might throw you an error or not translate a whole Word document.

word document translation

2. Free Online Word Document Translator Tools Limit Your File Size

Do you commonly translate Word files larger than 10MB? Unfortunately, many free document translator tools won’t let you.

For instance, Google Translate has a limit of 10MB. And it’s not the only tool that has restrictions on large Word doc translation. Therefore, if your organization needs to translate large Word documents, you need an alternative.

google translate file size limit

How Can I Translate a Whole Word Document?

To translate an entire Word document, use professional translation software for Word documents.

Our recommended solution is Pairaphrase. It’s enterprise-level Word document translation software. Pairaphrase allows you to translate whole Word documents larger than 10MB. Additionally, it provides full data security and allows you to edit/improve, save and reuse translations. It also allows you to translate a Word document and keep the formatting (much of it).

Here’s how to translate an entire word document, step-by-step:

  1. Register at Pairaphrase.com
  2. Log in to Pairaphrase
  3. Select the source language
  4. Select the target language(s)
  5. Choose your files
  6. Click “Translate File”
  7. Click the file name
  8. Make translation edits (optional)
  9. Click “Download”
  10. Select “Download Translation”


Get a comparison of the experience using Pairaphrase vs. Word for translation.

Why Pairaphrase is the Best Way to Translate a Word Document

translate word document


Pairaphrase is the best way to translate Word doc (.DOCX) out of any other translation software on the market. This is because Pairaphrase is the AI-powered  translation management system made specifically for teams who want to translate faster, smarter and safer in a web-based environment.

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 large documents and files such as MS Word.

Here are some specific features that make Pairaphrase the best software for translating Word documents: 

1. Batch Translation (Best Doc Translation Method for Multiple Files)

Pairaphrase is the fastest way to translate a Word document. It allows you to upload a full Word document file and receive a first draft translation of it within just seconds.

Not only are all the Word document pages translated for you at once, but you also have the ability to translate multiple documents simultaneously in a single batch upload. This is particularly useful when you have a group of files that are related to a single project (we’ll explain further in the Translation Memory section).

2. Translate Word Documents, Keep Formatting

File formatting preservation is another feature that makes Pairaphrase the best Word doc translator.

When you run your full Microsoft Word file through document translator tools online, many of them will lose all the formatting and layout. Pairaphrase will attempt to retain much of your image placement, line breaks, paragraph breaks, font properties, images and charts. Translate a document, keep formatting intact and save countless hours of work because you won’t need to reformat a whole Word document.

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

3. Reuse Translated Words & Phrases (Translation Memory)

One of the strongest arguments to use Pairaphrase as your online Word document translator is its use of Translation Memory technology.

After you receive that quick first draft translation of your Word 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 Word Documents

Translation memories are terms and phrases that were previously either machine-translated and human-edited or human-translated and saved within 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 translation memory software, human editing of machine translation or human translation is required.

4. Translation Collaboration

The best way to translate a Word document that requires expertise outside of your wheelhouse is by inviting subject matter expert to work with you on the translation project. Whether this person is a colleague within your organization or a professional translator outside of your organization, collaboration functionality is a must-have feature in Word document translation software.

Pairaphrase makes collaboration possible (and simple!). You can quickly share translated files and invite colleagues into the platform to work on edits in real time without needing to upgrade your plan. Additionally, you can even track user edit history by segment so there’s no second-guessing regarding who was responsible for a specific edit.

Fast & easy translation collaboration is another reason why Pairaphrase is the best way to translate a Word document.

5. Enterprise-Level Security

Data security is a non-negotiable when you are translating Word documents—especially on behalf of a business. And many translation platforms do not adequately support data security.

Pairaphrase offers the highest standards in security when it comes to protecting your translation data. Here is how Pairaphrase protects your organization’s translation data so that it remains secure and confidential:

  • 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
  • Password expires after one year
  • Auto-lock after 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

Try the Best Word Document Translator Online

Pairaphrase allows you to translate Word documents into more than 100 languages and 10,000+ language pairs.

Translate a word document into English, Spanish, French, German, Italian, Portuguese, Arabic, Hindi, Swedish, Dutch, Korean, Japanese, Polish, Chinese and more. Enjoy file translation for 24 file types.

Now that you know how to translate whole Word documents efficiently using Pairaphrase, experience it for yourself!

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