Having PDF translation problems? There’s nothing more frustrating than needing to translate a PDF into another language, only to run into unexpected hurdles. Whether you’re dealing with troubles related to scanned PDF documents, unreadable text, errors, or complex formatting issues, it’s easy to feel stuck.

As translation industry veterans, we’ve had first-hand experiences with troubleshooting all these PDF translation issues. That being said, we want to share the solutions with you to save you time on translation. 

So today, we’ll review everything from common PDF translation problems to tips on how to overcome them. At the end, we’ll also recommend our favorite PDF translation solution, Pairaphrase. 

Pairaphrase will help to solve most of the common problems we review below. So don’t worry, we have you covered! Let’s dive into those solutions that will get your team back on track and headache-free. 

18 Common PDF Document Translation Problems & Solutions 

PDFs are often notoriously difficult to work with, especially when it comes to translation. Do any of the following sound familiar? 

• Unreadable/uneditable text that won’t get recognized
• Gibberish translations
• Complex layouts that get scrambled
• Too many words (language growth issues)
• Your PDF is rejected by your translator tool
• Translating files is taking too long and you need to translate the PDF file quickly

Each of these issues can derail a translation project, but with the right tools and methods, they’re all solvable. 

1. Your PDF document size is too large to translate online

Does your organization want to translate a PDF document online, but the file is larger than 10MB (or 300 pages – DeepL and Google Translate’s PDF size limits, respectively)? 

Many online translation tools place restrictions on file size. Oftentimes, this reason alone is why an organization begins to explore how to translate PDF files with a better approach. You need to translate PDF documents with an enterprise translation platform.

Solution: Translate PDF documents with an enterprise translation platform.

2. Your scanned PDF file is translated into gibberish

If your PDF is a scanned document (which is essentially an image), you need to optimize it for OCR (Optical Character Recognition). Otherwise, your translated PDF text will look like gibberish. Common culprits of this issue include text obstructions and low-resolution. 

Other common issues to finding “gibberish” characters post-translation is due to the encoding of the original document. 

Solution: Try different formats like .txt or .docx to help re-encode the text properly. 

3. Your translated PDF is overlaid or misaligned

When using Google Translate to translate PDFs, especially those made searchable by an OCR tool, you may encounter issues where the translated text overlays the original images due to text expansion issues (see #16), making the content unreadable. This happens because free translation tools like Google Translate do not always handle the layout and image positioning correctly after translation.

Solutions:

One workaround is to use an approach such as this one, which extracts the translated text into a separate text file. However, this method does not always preserve the layout.

If maintaining the original formatting and positioning is crucial, consider using professional translation software like Pairaphrase, which can handle complex PDF formatting and ensure that the translated text fits seamlessly without overlaying images.

Learn more on how to optimize your scanned document PDF for OCR.

We’ll talk about formatting next. 

4. You translate a PDF document and can’t keep the formatting

If you translate a PDF document and it loses most of its layout or formatting, you need to look for a solution that parses your original file. This is especially problematic with PDFs containing tables, images, or specific fonts that don’t transfer smoothly. 

Solution:

Parsing the file will preserve much of the original layout, font, spacing, styles and image placement as possible. 

“Automatic File Formatting” is the feature to look for when you need to translate a document and keep the formatting. It’s not perfect, but it will save you a lot of time and effort. 

Note: For scanned PDF documents, you will need to create a layout from scratch in your translated file that matches the original scanned document as closely as possible.

5. Your file contains too many words or characters

If your current translation tool limits the amount of words or characters you can translate, it will disrupt your PDF translation workflow. Unfortunately, this won’t be the last time it happens unless you look for a premium solution.

Solution: Translating PDF files with large amounts of text requires translation software with flexible subscription tiers or unlimited words.

6. You can’t edit translations with your current PDF tool

So you love the idea of machine translation, but your current PDF file translation tool isn’t allowing you to edit the translated text for better quality translations. If this sounds like you…

Solution: Use a PDF translator that allows you to edit machine translations after the translation is complete.

7. You want to save & reuse translations

Do you put a ton of work into editing machine translations, but your current system doesn’t allow you to save and reuse them? 

Solutions: AI-Powered Machine Translation (Translation Memory & Dynamic Machine Learning) will work hand-in-hand to deliver continuous quality improvements for future translations.

This way, you can translate a PDF document and never need to edit the same translated segment more than once.

8. You don’t know how to convert a PDF 

Sometimes it’s easier to translate a PDF document when you convert it to a Word Document for translation. 

Solution: To convert a PDF to Word in Adobe Acrobat, follow these steps:

1. Open your PDF in Adobe Acrobat
2. Find “Tools” in the menu
3. Select “Export PDF”
4. Select Word (.DOCX) as the export format
5. Click “Export”
6. Name the file
7. Click “Save”

Afterward, you might choose to change it back to a PDF. To convert a document to a PDF file in Adobe Acrobat, follow these steps:

1. Open Adobe Acrobat
2. Find “Tools” in the menu
3. Select “Create PDF”
4. Choose your document
5. Click “Create”
6. Save the converted PDF

9. You want to translate more than one PDF at once

If you want to know how to translate multiple PDF documents simultaneously… 

Solution: 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 multiple files at once––regardless of file type.

10. You need collaborative PDF translation

translations? You’ll want features that help your team work together efficiently. 

Solution: Look for a solution with functionality such as translation history tracking, instant messaging, file sharing, bookmarking and user permission controls.

11. You’re concerned about security

If translating a PDF document with Google Translate or another free online translation tool makes you think twice about security, it’s time for an alternative. 

Solution: We recommend you translate PDF documents with a translation solution that has enterprise-level security.

12. You can’t translate a scanned PDF in Google, and it’s giving you an error

Are you getting the “Can’t translate scanned PDFs” error using the “file translation” function? Many people try to upload scanned PDFs to Google Translate and run into errors. This is a frequent problem that users discuss in forums, and it’s because Google Translate doesn’t have built-in OCR capabilities.

Solution: You’ll need to use OCR software before translating your document. Tools like Adobe Acrobat or third-party OCR programs can convert your scanned PDF into editable text, making it possible for Google Translate to process the content.

13. Your PDF is exported from InDesign

Similar to scanned documents, translating InDesign documents – often used for event programs, sales brochures, press kits, marketing brochures, etc. – can present unique challenges. These documents often contain intricate layouts and designs that can be difficult to maintain if you’re working directly with the PDF file. 

Solution: Work with the InDesign file itself rather than the PDF. 

InDesign offers a special file type called .idml (InDesign Markup Language), which is essentially an export of the document’s text content. While the .indd file itself cannot be translated, the .idml file can be easily processed using CAT (computer-assisted translation) tools.

Once the .idml file is translated, it can be reinserted back into the original InDesign file. Some platforms, like Pairaphrase, can handle the .idml file, while preserving the original formatting as closely as possible. 

Using the .idml file allows you to maintain the original document’s layout and design integrity while ensuring a smooth translation process.

Why PDF translation is essential for marketing teams

If your organization is expanding into international markets, translating all marketing materials into the target audience’s language is crucial. According to a 2020 global survey, 76% of consumers prefer purchasing products with information in their own language. Therefore, multilingual marketing is an essential investment for your growth. 

Learn more about content localization and translating your marketing materials 

14. There are errors in your translations from free translation tools

If you’re relying on free translation tools like Google Translate, you might notice issues with accuracy, especially when dealing with nuanced text or industry-specific terminology. Although there are more than 133 languages, there are limitations. 

Oftentimes, free translation tools only offer a limited amount of languages or dialects, particularly for more localized or rare languages. Unfortunately, studies show that text tailoring (localization) is one of the best solutions for translating academic journals and technical terminology. 

Solution:

For important documents, always consider using professional translation services or software like Pairaphrase, which is optimized for PDF document translation and can handle industry-specific jargon more reliably.

Use specialized tools with a human translator to ensure your translation is also localized appropriately. 

15. You have to translate your PDF document into multiple languages

When translating a PDF to multiple languages, most software might struggle to handle the content correctly. 

Solution: Segment the document and translate sections individually based on your translation needs. Alternatively, use translation software with OpenAI ChatGPT integration, which can streamline the process.

If you need to translate big documents into multiple languages, also look for translation tools that support batch processing to manage multiple translations efficiently.

16. Your translated text is too long for your PDF file 

When translating PDFs, you might encounter a common issue known as text expansion—where the translated text expands, causing it to no longer fit within the original layout. 

Languages like French, German, and Spanish often require 25-35% more space than English, which can disrupt the layout, causing awkward line breaks, misaligned text, or even spilling over into adjacent areas.

Solution: Take a thoughtful approach to managing text expansion issues.

How to Manage Text Expansion Issues

To manage text expansion, you can take several approaches: 

• Plan for Text Expansion: Prepare for longer translations early by designing flexible layouts that can accommodate text expansion without disrupting the document’s flow.
• Use Character Count Tools: Tools like Pairaphrase offer character count features to flag segments that may cause layout issues. You can adjust the translation manually or request one that fits within a set character limit.
• Request Alternative Translations: If needed, use a translation tool that has an OpenAI integration to generate shorter translations by specifying character limits, ensuring the text fits within the layout.
• Adjust the Layout: If shortening the translation isn’t enough, manually adjust the PDF layout by resizing text boxes or tweaking font sizes to maintain a professional look.

To get a visual overview of text expansion issues, watch the video below.

17. You need a FAST PDF translation solution

If time is of the essence and you need to translate PDFs quickly without sacrificing quality or formatting, some free tools like Google Translate may be too slow and unreliable. Manually adjusting layouts and formatting can be time-consuming.

Solution: Find an option that has a streamlined interface and automation features for quick translation and collaboration. 

One of the fastest and most reliable tools for preserving formatting while translating PDFs is Pairaphrase. Not only does it maintain layout integrity, but it also allows you to quickly translate large documents with minimal manual effort.

This saves both time and effort, making it a great tool for projects with tight deadlines. 

18. ChatGPT can’t translate your scanned PDF document

ChatGPT cannot directly translate scanned PDFs since PDFs are typically image-based, and it requires text input for translation. 

Solution: To use ChatGPT for this task, first extract the text using OCR (Optical Character Recognition) software like Adobe Acrobat or Google Drive. Then, copy the extracted text and paste it into ChatGPT for translation.

For a more streamlined process, consider using Pairaphrase, which integrates OpenAI’s ChatGPT-4. This integration allows you to prompt ChatGPT directly within the platform, simplifying your workflow by eliminating the need to switch between applications.

Learn more about how translation tools with OpenAI integration can help your translation process. 

8 Key Tips for Successfully Translating PDF Documents

Translating a PDF can be tricky, especially when dealing with complex layouts, images, and various file formats. To ensure a smooth translation process and minimize issues, follow these 8 tips:

1. Start with the Original File (if possible)

Whenever you can, work with the original file format instead of the PDF. Whether it’s an InDesign (.indd) file, Microsoft Word, or another source document, these formats are easier to translate and preserve formatting better than a converted PDF.

2. Use OCR for Scanned PDFs

Remember, if you’re working with a scanned PDF, you’ll need to extract the text using Optical Character Recognition (OCR) software before starting the translation. This converts the scanned image into editable text, which can then be translated more efficiently. 

Tools like Adobe Acrobat might offer this, but also find a translation tool that uses ABBYY OCR integration.

3. Preserve Formatting with CAT Tools

Many computer-assisted translation (CAT) tools offer features that help preserve the formatting of your PDF. Use “Automatic File Formatting” to retain as much of the original layout, font, spacing, and images as possible. While it may not be perfect, it can save a significant amount of time in post-editing.

4. Always Proofread the Layout

Even when using the best tools, the formatting might not be perfectly preserved after translation. Make sure to carefully review the final document to ensure that images, text wrapping, and other layout elements are properly aligned. Pay special attention to tables, charts, and headings.

5. Use High-Quality Translation Tools

Free tools like Google Translate are convenient but often struggle with complex PDFs, leading to translation errors or poor formatting. For important documents, consider using professional tools like Pairaphrase or hiring a specialized translation service to ensure high quality translations.

6. Avoid “Hardcoding” Text into Images

If your PDF includes text embedded into images (such as logos or diagrams), this text won’t be automatically translated. For best results, avoid embedding text into images and instead keep it as editable content.

7. Break Down Larger Files

For very large PDFs, it’s a good idea to break them down into smaller, more manageable sections before translating. This also applies to multi-language files. This makes it easier to maintain formatting and reduces the likelihood of errors or crashes during the translation process.

8. Back Up Your Original File

Before beginning any translation, always make sure to save a backup of the original PDF or source file. This ensures you can revert to the original if any issues arise during the translation or formatting process.

Discover more helpful PDF translation tips. 

Recommended PDF Translation Solution

Wondering how to find the best PDF file 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.

Pairaphrase supports 140+ languages and 20,000+ language pairs including Spanish, French, German, Arabic, Hindi, Chinese, Japanese and more. Not to mention, it performs file translation for 24 file types.

7 Easy Steps to Translate a PDF Document with Pairaphrase

1. Register at Pairaphrase.com
2. Log in to Pairaphrase
3. Select a source language
4. Select a target language or languages
5. Click on “Upload File” or the Google Drive icon
6. Select the file or files from your computer or Google Drive
7. Click on the “Translate” button

Get a visual overview of this process in our video on PDF translation:

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