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Category: Blog Document Translation Tips

Best Way to Translate Multiple Files Simultaneously Online

Translating multiple files simultaneously (also known as “batch translation”) is oftentimes challenging and time-consuming. Especially when you’re trying to find machine translation software that translates large files

Using enterprise translation software with batch translation is the secret to translating multiple files at once with consistency, efficiency and with a high quality standard. 

This applies whether you translate multiple Word Documents, Excel Workbooks, PDF’s, or any other combination of files. While the must-haves in a batch file translator depends on your organization’s needs, there are some non-negotiable features you should seek when choosing language translation software that can translate multiple documents at once.

Here are the top 10 features that will help you to easily translate multiple files simultaneously.

Want to batch translate a group of files ASAP? Check out the AI file translator Pairaphrase.

Top 11 Batch Translation Software Features (for Translating Multiple Files Simultaneously)

1. Translates Multiple File Types at Once

If you’re translating multiple files simultaneously for business purposes, it’s likely you’ll eventually translate more than one file type in a batch. For instance, you might need to translate a PowerPoint deck, an Excel spreadsheet and a Word Document at the same time.

That being said, batch translation apps that accept multiple file types at once are desirable tools for translating groups of files. Yes, they do exist (see the bottom of this post)! Look for “batch translation” in a software’s features list.

2. Translates Multiple Files into Multiple Languages at the Same Time

Not only do you want to be able to translate groups of files together, you also want to be able to translate these files into multiple languages at the same time. This will save you even more hours worked.

3. Plans and Packages for Large Quantities of Words

Translating multiple files requires translation software with flexible subscription tiers, because you will likely need to translate large amounts of text. 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).

4. Terminology Management

If you wish to maintain consistency while translating multiple files simultaneously, 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 across documents.

5. Translation Memory

The best way to translate multiple files simultaneously with repetitive text is with translation software that offers translation memory.

You might be wondering, “what is 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 multiple files simultaneously. When you translate batches of files and post-edit them, it can help you build your translation memory faster.

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

6. Dynamic Spellcheck

The larger the batch of files, 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.

7. Web-Based Access

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 multiple files to the mix, and working on a desktop becomes too cumbersome.

That’s why we highly recommend seeking web-based batch translation software.

8. Encrypted File Storage

Everyone knows that multiple file translation takes up a great amount of space and memory 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 multiple files online and securely store the originals and translated documents in the cloud. As a result, you eliminate confusion over which file version is the most current while creating a secure centralized space for your authorized colleagues to access it. 

9. Translates Files Over 10MB

If you want to know how to translate groups of files simultaneously, make sure your translator tool translates files bigger than 10MB. This is a common limitation in online translation tools. Enough said.

10. 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 API documentation with your IT team to connect the batch file translator to your company’s CMS and more to deliver real-time translations.

11.  Automatic File Formatting

The best way to translate multiple files simultaneously 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 multiple files.

How to Translate Multiple Files, Step-By-Step:

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

Get Started

Wondering how to find the best batch translation software online with all these capabilities? Try Pairaphrase. It’s the AI-powered translation management system for teams who value safer, smarter and faster translation.

Schedule a demo or share this article with a colleague.

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