Translate Document & Keep Formatting! [How-To]
Need to translate a document and keep the formatting / layout in place for your company or organization? You’re not alone. One of the most tedious tasks involved in enterprise translation production is file formatting.
If you can’t seem to preserve the format of your translated file, this has to do with the technology used in your translation software. First, we’ll dive into this issue. Then we will recommend a document translator that keeps formatting and layout in place (most of it)!
How Can I Translate a File, Keep the Formatting?
In order to translate a document or PDF and keep formatting, layout, images, etc. (a good portion of it), the language translation software you are using must encode the file. These files need to be in a deliverable format matching the original source file. However, many translation tools don’t have the functionality in place to save you hours of time on re-formatting your translated document.
Consequently, you get displaced images, lost font properties and wacky paragraph breaks—or a lack thereof. This becomes especially problematic when you’re tasked with translating documents or PDF‘s on behalf of a business.
We’ll suggest an online solution that allows you to translate your document and retain much of the formatting.
Continue reading to learn the best way to translate a document and keep the formatting for your business. This will not only help you keep much of your file formatting, it will also make all future translation projects nearly painless.
Pairaphrase for Translation & Automatic File Formatting
When you need to translate a document and keep the formatting, we suggest you use Pairaphrase. A few of the reasons you should use Pairaphrase to translate Word document files, PDF’s (and more) are listed below.
**Please note: Pairaphrase’s automatic file formatting isn’t perfect, but it will save you a lot of time.**
1. Translate & Preserve Much of the Layout for 20+ Types of Documents
Pairaphrase gives you the power to translate any of 20+ compatible file types online and preserve most of the formatting—including the images. This means that whether you’re translating a PDF, InDesign file, PowerPoint slideshow or Excel spreadsheet, your formatting doesn’t change significantly.
Maybe today you’re tasked with translating a Word Document, but next week a branded PowerPoint might arrive in your inbox with 40 slides full of images, charts and specific font properties. This is why you should choose Pairaphrase.
For frequent translation projects, Pairaphrase is your best option because it’s compatible with many different file types. This means you can always count on Pairaphrase to translate the type of file you’re working with and preserve the formatting for much of the presentation.
2. Never Translate the Same Phrase Twice
When you translate a file using Pairaphrase, it uses machine translation and Translation Memory to produce a first draft translation of your file.
If you edit that first draft within Pairaphrase’s Translation Editor, it will save your words and phrases in your translation memories. This enables you reuse your human-translated words and phrases for future translation projects.
This not only improves the quality of your translations over time, but it also makes the human translation process faster and easier. In summary, using Pairaphrase to translate a file and keep the formatting will save you even more time.
3. Protect Your Company’s Data
You don’t only want your software to translate a file and keep the formatting — you also want it to protect your data. When you translate business documents, it’s easy to forget that the information contained within the file might be confidential or sensitive.
Any time you upload a business document to a translation tool, you should make sure that tool will protect your data. Unfortunately, this isn’t the case with most translation software or tools. Some of them even reserve the right to use your data in any way they wish.
When you use Pairaphrase, you benefit from the following security technology:
- 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
Ready to Translate a Document & Keep the Formatting?
When your organization needs to translate a document and keep the formatting, choose Pairaphrase. Translate into more than 100 languages and 10,000+ language pairs. This includes English, Spanish, French, German, Italian, Portuguese, Arabic, Hindi, Swedish, Dutch, Korean, Japanese, Chinese and more.
Now that you know how to preserve the layout of a translated document, experience it for yourself!
Schedule a demo or share this article with a colleague.
Translation Services 101: Your Guide to the Basics
Need translation services? First, learn the basics! This way, you can make an informed decision. Explore this guide to translation services.
Best Redokun Alternative for Enterprises (2023)
Want a secure enterprise alternative to Redokun? Learn why Pairaphrase is the best Redokun alternative for enterprises here »
Localization 101: Your Guide to the Basics
Curious about localization? Learn about localization vs translation, what it is, how it works, benefits & more in this guide to the basics!
Best Memsource Alternative for Enterprises (2023)
Want a secure enterprise alternative to Memsource? Learn why Pairaphrase is the best Memsource alternative for enterprises here »
How to Translate Entire Google Sheets (All Cells) 2023
Want to translate entire Google Sheets? Learn why you should use Pairaphrase as your Google Sheets translator.
How to Translate Entire Google Slides Presentation 
Want to translate Google Slides presentation text, notes & charts? Learn why you should use Pairaphrase as your Google Slides translator.
Fast Turnaround Translation: How to Get it
While fast translation turnaround and linguistic quality is a delicate balance, this post will tell you how to best use Pairaphrase to get fast translations.
Best English to Arabic Document Translation Software (2023)
Looking for English to Arabic translation software, but not sure what features you need? Access this buying guide.
Best OnlineDocTranslator.com Alternative (2023)
Considering an alternative to OnlineDocTranslator.com? Explore why Pairaphrase is the best OnlineDocTranslator.com alternative for enterprises.
How to Translate an IEP Document
Need to translate an IEP document? Learn how to translate IEP documents in the most efficient and secure way possible.
Machine Translation (MT): Your 2023 Guide to the Basics
Curious about Machine Translation (MT)? Learn about machine translation, how it works, benefits of machine translation & more.
How to Translate PDF Document Text to Another Language (2023)
Learn common issues involved with translating PDF documents and discover why Pairaphrase is the best PDF document translator.
How to Translate XML Files Online (2023)
Need to translate XML files online? Learn about the best features to use when translating XML files.
Best English to Italian Document Translation Software (2023)
Want the best English to Italian document translation software for business? Read about the 10 best English-Italian translator app features.
Learn all about terminology management in this comprehensive guide.
Smartling Alternative for Enterprises in 2023
Want a Smartling alternative? Explore 10 possible reasons you need one, and why Pairaphrase might be your best alternative.
How to Translate XLIFF Files Online Successfully (2023)
Need to translate XLIFF files online? Learn why Pairaphrase is the best way to translate an XLIFF file.
Best Japanese to English Document Translation Software (2023)
Looking for Japanese to English translation software, but not sure what features you need? Access this buying guide.
How to Translate SRT Files Effectively in 2023
Learn how to translate SRT files in 2022! Explore the reasons Pairaphrase is the best way to translate an SRT file effectively.
Best English to Japanese Document Translation Software (2023)
Looking for English to Japanese translation software, but not sure what features you need? Access this buying guide.
Brochure Translation Software Features to Look for
Need brochure translation? Look for these 10 top brochure translator features (before you buy).
Best Way to Translate Articulate Course Files
Need to translate Articulate course files? Learn why Pairaphrase is the best way to translate Articulate files (XLIFF 2.0).
Best Way to Translate Multiple Files Simultaneously Online
Need to translate multiple files simultaneously online? Learn why Pairaphrase is best for batch translation.
Using Pairaphrase Translation Software with Amazon Translate
Curious about translating with Amazon Translate (AWS)? Learn about using Amazon’s machine translation engine with Pairaphrase.
Best English to Hindi Document Translation Software (2023)
Looking for English to Hindi translation software, but not sure what features you need? Access this buying guide.
How to Translate Large Files with Ease
Need to translate large files? Learn about the best tools to use when translating large PDF’s, documents & more (10MB+).
Catalog Translation Software Features to Look for
Need catalog translation? Look for these 10 top catalog translator features (before you buy).
Best English to Vietnamese Document Translation Software (2023)
Looking for English to Vietnamese translation software, but not sure what features you need? Access this buying guide.
How to Create Effective Termbase Glossaries for Machine Translation
Need to create a termbase glossary? Get our top 5 tips for creating effective termbase glossaries for machine translation.
Best English to Korean Document Translation Software (2023)
Looking for English to Korean translation software, but not sure what features you need? Access this buying guide.
DeepL Alternative for Enterprises (2023)
Explore various DeepL drawbacks and user-specific needs you might identify with. This way, you can conclude whether alternatives to DeepL could fill these gaps.
Most Accurate Translator: How to Get it
While a 100% accurate translator does not yet exist, this post will tell you how to get the most accurate translator tailored to your company’s words and phrases.
Top 10 Translation Industry Trends in 2022
Explore 2022 translation industry trends! Learn about 10 translation industry trends 2022 will bring, according to our predictions »
Secure Transcription Software That Translates Languages
Need secure transcription software that translates languages? Learn what features to look for and how Pairaphrase will benefit you.
Best English to Portuguese Document Translation Software (2023)
Looking for English to Portuguese translation software, but not sure what features you need? Access this buying guide.
Translation KPIs for Translation Management Success
Establishing translation KPIs (Key Performance Indicators)? Here are the 5 Most Important KPIs for translation management success.
5 Things Pairaphrase Cannot Do For You
Pairaphrase is a powerful tool, but it is not a replacement for the human translation and post-editing review process. Read this before you buy.
Subscribe to our Blog
Get expert translation tips straight to your inbox, and get more from Pairaphrase. Subscribe to the Pairaphrase Blog today.