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Best Way to Translate a Word Document

Posted on: Feb 14, 2018

The best way to translate a Word document is to use translation software that helps you translate the file and keep the formatting. Fortunately, we can point your company in the right direction.

You need to consider translation software that specifically caters to business needs and offers the best way to translate a Word Document without messing up the formatting.

After all, re-formatting a 40-page document is probably not something you considered when you set out on your quest to find the best way to translate an Office document. This is another reason why it’s good you’ve arrived here, because we’re going to steer you away from translation platforms that will wipe out your formatting.

While you’re at it, you might as well be using what is called “translation memory” which remembers all your translation edits to save time and money in the long-run. More on that later!

Working on behalf of an organization, you don’t have time to put aside your normal daily tasks to translate a Word document manually. This a tedious undertaking, and it’s likely that whomever delegated this task to you has no idea how much this will slow down your productivity.

On top of that, this is likely 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, reduces costs for your organization. Below we discuss Pairaphrase, a web-based translation management system for enterprises.

Pairaphrase is the best way to translate a Word doc, and we are about to tell you why.

Why Pairaphrase is the Best Way to Translate a Word Document

Pairaphrase is the best way to translate a Word document out of any other enterprise translation software on the market.

Why? Pairaphrase is a translation management system for enterprises that lives in the cloud and is geared specifically toward business users like you. Pairaphrase is engineered to give you access to fast 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 like you who need to translate bulky documents and files such as Word documents.

Here are some specific features that make Pairaphrase the best way to translate a Word document:

Fast Multiple File (Batch) Translation

Pairaphrase is the fastest way to translate a Word document. It allows you to upload a 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 other files or 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).

File Formatting Preservation

File formatting preservation is another feature that makes Pairaphrase the best way to translate a Word document.

When you run your Word document file through online translation tools, many of them will lose the formatting of your document. Not Pairaphrase. When you use Pairaphrase, your line breaks, paragraph breaks, image placements and font properties all stay in place. As a result, you save hours of work.

Reuse Translated Words & Phrases (Translation Memory)

Another reason Pairaphrase is the best way to translate a Word document is the Translation Memory technology included in every account.

Once you receive that first draft translation of your Word document file, 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.”

What are Translation Memories?

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.

Next, the system presents 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.

Important Note

Please keep in mind that order to reap the benefits of a translation memory system, human editing of machine translation or human translation is required.

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 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. This is all without needing to upgrade your plan! You can even track user edit history by segment so there’s no second-guessing regarding whom changed what.

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

Translation Data 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 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-factor authentication option
  • Never shares, indexes, publishes or repurposes your data in any way
  • Displays last login date and time
  • Automatically logs off user if session idle for more than 30 minutes
  • Automatically expires user passwords after one year
  • Auto locks user accounts after 4 failed password attempts
  • Compatible with Microsoft Single Sign-On

Now that you know that Pairaphrase is the best way to translate a Word document, why not give it a try?

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