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Category: Document Translation How to's

How to Translate Large Files with Ease

Translating large files online is oftentimes challenging, especially when you’re trying to find language translation software that translates files larger than 10MB (or long PDF’s more than 300 pages). Using enterprise-level translation software for large files is the secret to translating large amounts of text with consistency, efficiency and with a high quality standard. 

This applies whether your organization needs to translate large Excel files, Word documents, long PDF’s, or any other big text file. While the must-haves in a large file translator can vary based on the organization, there are some non-negotiable features that companies should always look for when choosing translation software that can handle large files and texts.

We’ll give you a recommended solution at the end of this post. First, here are the top 10 features that will help you translate large files with ease.

Top 10 Software Features for Translating Large Files

1. Translates files larger than 10MB and 300 pages

Many online translation tools place restrictions on file size or page volume. Oftentimes, this reason alone is why someone wants to learn how to translate large files. That being said, file translators that accept files more than 10MB and (300 pages for PDF’s) are hands down the best way to translate a large file. Yes, they do exist (see the bottom of this post)!

2. Plans and packages for large quantities of words

Translating files with large amounts of words requires translation software with flexible subscription tiers. Don’t choose a translation tool that puts a limit on the amount of words you can translate. Otherwise, it will be difficult to scale and grow your multilingual communications (and therefore, your business).

3. Terminology Management

If you wish to maintain consistency while translating large files, you should seek a strong Terminology Management component in a translator tool. 

First, create a termbase glossary to use during the translation process. It will help you ensure consistent use of terminology related to the services, products or branding associated with your organization. Termbases typically include product names, company names, brand names, acronyms and other repetitive terminology. 

Once your glossary has been imported to a translation management system, you can look up terms while you are editing and reviewing translations. Some systems will automatically replace terms in the translation for you. This enhances productivity within the human translation workflow while improving the quality and consistency of translations.

4. Translation Memory

The best way to translate large files with repetitive text is with translation software that has Translation Memory.

A translation memory is a bilingual repository that consists of sentences, phrases and segments that have been translated from one language into another. Translation Memories can deliver nearly-instant quality improvements and reduce translation costs and effort, especially for large files. 

Watch the 2-minute video below to get a better understanding of translation memory.

5. Dynamic Spellcheck

The larger the file, the more likely you are to have typos. That’s why you should choose translation software with a dynamic spellchecker. Not only will it find typos for you and call them to your attention, but it will also automatically find and replace all repetitions of an error across a file when you correct just one instance of it.

6. Translates Large Files Online

In today’s world, opting for software with web-based access is vital to working productively and with ease. There are simply too many obstacles you can encounter when using a desktop-based solution. Add large files to the mix, and working on a desktop becomes too cumbersome. That’s why we highly recommend seeking a web-based translation solution for large file translation. 

7. Encrypted File Storage

Everyone knows that large files take up a great amount of space on a desktop. While storing them on your desktop might seem like a good way to safeguard them, there are other options that will make your work life easier and minimize use of your computer’s local storage capacity. 

Find a translation solution that offers encrypted file storage online. This will help you to translate a large file online and securely store the original and translated document in the cloud. As a result, you eliminate confusion over which file version is the most current while creating a centralized space for your authorized colleagues to access it. 

8. Batch File Translation

If you want to know how to translate large groups of files simultaneously, look for batch translation in your software’s features list. Batch file translation allows you to simultaneously run groups of files through machine translation to quickly translate large documents––regardless of file type.

9. Translation Software API

If your company likes to integrate its software systems with each other, opt for a translation app that gives you robust API access. Share the app’s translation API documentation with your IT team to connect the large file translator to your company’s CMS and more to deliver real-time translations.

10.  Automatic File Formatting

The best way to translate large files with graphics, images or special layouts is to use a translation tool with automatic file formatting capabilities. 

This is technology that keeps your file’s formatting when parsing your original file so that when you download the translated version from your software, it will keep as much of the original layout, font, spacing, styles and image placement as possible. It’s not perfect, but it will help you save hours spent reformatting large files.

Bonus: OCR for Translating Large PDF Files (Scanned)

Large-size file translation is a difficult enough process without professional software. Throw a scanned document into the mix, and translating a big PDF becomes one of the most difficult tasks of your week.

To translate large PDF files, you should always look for a large PDF translator that will translate scanned documents because you’ll need OCR (Optical Character Recognition) functionality if your PDF reads as an image.

Reminder: Make sure it will translate a PDF more than 300 pages, a common limit for online PDF translators.

Wondering how to find the best large file translation software online with all these capabilities? Try Pairaphrase. It’s web-based enterprise translation software for organizations who value safer, smarter and faster translation.

Pairaphrase supports more than 100 languages and 10,000+ language pairs. Translate large files into English, Spanish, French, German, Italian, Portuguese, Arabic, Hindi, Swedish, Dutch, Korean, Japanese, Chinese and more. 

Schedule a demo or share this article with a colleague.

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