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Benefits of TransTools suite

TransTools includes tools that should be useful for every translator. Below, you will find a list of key TransTools functionality broken down by stages of the translation process and the type of file you are translating. It will help you design a custom process that will allow you to perform your work better and faster.

Fitting TransTools into your translation process

  Pre-formatting
Pre-translation
* Translation * Post-formatting
Proofreading
* Clean-up (CAT software)
Word - Document Cleaner
- Unbreaker
- Dual-Language Document Assistant
- Hide / Unhide Text
- Find & Replace Excessive Spaces
- Collect all graphics from Document
- Localisation
- Bookmark commands
- To-Do
- Correctomatic
- Quotation Magic
- Non-breaking Space Checker
- Language Check
- Find Multiple Text
- Spellcheck Assistant
- Segmented Text Coloring Tool
- Check for clean document
- Quick-clean document
- Configure clean-up/restore rule
Excel - Merge cell contents
- Remove spaces
- Glossary Search
- Extract Text & Translate
- Check Translation
- Cell Resize Wizard
 
PowerPoint - Tag Cleaner
- Unbreaker
- Change Language
  - Unbreaker
- Change Language
 
Visio   Extract Text & Translate    
AutoCAD   Extract Text & Translate    
TransTools Utilities   Paste Unformatted Text, Insert Symbol    
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Move the mouse over the name of a command to see its description

 

Summary of TransTools functionality

Below you will find a brief description of key commands and how they can benefit your translation work.

TransTools for Word

Command Description Scenarios / benefits
Document Cleaner
Clean up badly formatted documents (e.g., produced by OCR software like Nuance OmniPage, ABBYY FineReader, etc) to make them easier to translate and reduce tags in CAT software.
  1. Format badly formatted documents or documents produced by OCR tools: apply consistent text spacing, remove text and paragraph shading, remove hyphenation, align vertical borders in joined tables, remove elusive vertical/horizontal lines, remove frames, clean up unnecessary bookmarks;
  2. Prepare documents for translation in CAT software to minimize the amount of so-called 'rogue', or excessive, tags.
Unbreaker
Remove incorrect paragraph and/or line breaks.
Remove incorrect paragraph and line breaks to avoid segmentation problems in CAT tools. Paragraph breaks in the middle of sentences can create a nightmare, since most CAT tools do not support joining segments across paragraphs. Even if your CAT tool supports this, unless you remove these incorrect breaks, you will have to remove these breaks in the translated document because they will cause incorrect wrapping.
Correctomatic
Check a document for incorrect words and phrases and correct them.
Correctomatic searches a document for words/phrases defined in correction lists, and allows you to correct them quickly and efficiently. You can use it to perform the following:
  • Check documents for consistency with a style guide.
  • Use a specific dialect of a language throughout a document.
  • Find potential errors that are difficult to detect with the spellchecker.
  • Find potential translation errors.
Quotation Magic
Check document for typographically correct quotation marks, apostrophes and similar symbols.
A common problem in translated documents is the use of incorrect quotation marks, apostrophes and similar symbols. For example, US English uses curly double quotes for outer quotation marks and curly single quotes for inner quotation marks. For apostrophes, should be used instead of ' (straight apostrophe). For feet and inches, and should be used instead of straight quotation marks (' and "). Quotation Magic command will help you quickly check and correct the document in accordance with the target language.
Language Check
Checks that the document is fully translated from source language to target language.

Note: the command works only when you are translating between languages that have entirely different alphabets (e.g. Cyrillic, Western, Greek, etc.)

You can use it to find text that was missed during translation:

  1. Overlooked text;
  2. Segments accidentally skipped during translation in CAT software;
  3. Text in headers / footers (they may not always be visible to a translator or there may be more than one header/footer);
  4. Text in comments, footnotes, textboxes which can be hidden in certain document view modes (e.g. Normal view).
Non-breaking Space Checker
Replace regular spaces with non-breaking spaces in a number of common situations in order to prevent wrapping to a new line and thus avoid confusion
  1. Change regular spaces into non-breaking spaces in phrases that should stay on the same line, e.g. “The New York Times”.
  2. Ensure that specific phrases, e.g. units of measurements, stay on the same line as the preceding number, e.g. “5 m”.
  3. Ensure that specific phrases, e.g. words like “Figure” or “Table”, stay on the same line as the following number, as in “Table 1” or “ISO 9001”.
  4. Insert non-breaking spaces instead of regular spaces used as thousand separators (digit grouping symbol) in numbers.
  5. Insert non-breaking spaces instead of regular spaces or no space after opening guillemets and before closing guillemets in French and its variants.
  6. Insert non-breaking spaces instead of regular spaces or no space before two-part punctuation (:;?!) in French and its variants.
Localisation
Localizes numbers (adapts the decimal point and thousand separator symbols for the target language)
Quickly localize numbers in tables, reports, etc. You can use it to complement your CAT software as it allows one to process numbers which are not segmented by CAT software.
Find Multiple Text
Accelerates proofreading by searching a document for common mistakes, misspellings, etc.
This command is especially effective if you are proofreading a lot of similar documents. You can also develop and maintain a single list of common mistakes and check each document for them.
Hide / Unhide Text
Hide specific portions of a document so that you can translate only the text you need using your CAT software. Unhide all content in the document after the translated document is generated.

Use this command:

  1. To hide colored text or everything except colored text. Colored text may indicate text that requires translation, or text that must not be translated, e.g., in a dual-language file;
  2. To unhide everything after the target document is exported from your CAT software.
Dual-Language Document Assistant
Format selected paragraphs using one of two basic formats: as a dual-column table, or as dual-language text separated by a slash, backslash, line break or paragraph mark. Text on the left or right side may be highlighted for hiding it with Hide/Unhide Text command before importing into a CAT tool.
Use this command to save time pre-formatting the source document for dual-language format before manual translation or prior to importing into your CAT tool.
Spellcheck Assistant
Tool for more productive spellchecking
This tool extends Microsoft Word's built-in spellchecking functionality with several very useful functions:
  • quickly look through all spellchecking errors in the document
  • add selected errors to one or several custom dictionaries
  • create special lists of spelling errors for external programs
  • assign a language to the entire document or parts of it
  • change custom dictionaries and re-check document
Segmented Text Coloring Tool
Colors tag-delimited segmented text for easier proofreading (for documents in Trados Tag-delimited DOC format)
This tool is designed for Wordfast Classic and SDL Trados 2007 users as well as those who need to proofread or translate segmented documents in Trados Tag-delimited DOC format.
It re-colors the current document to simplify proofreading / translation as follows:
  1. it changes highlight color of delimiters depending on match percentage, making it easier to concentrate more on lower-percentage segments, especially when you trust higher percentage matches
  2. it changes font color of source text, making it easier to distinguish it from target text
Check for clean document
Checks that the document is fully cleaned from all SDL Trados 2007 / Wordfast Classic formatting, including tags and hidden text

This command can be used in the following cases:

  1. There was an error cleaning the document and you would like to quickly find the offending segment.
  2. Sometimes hidden text may appear in cleaned documents because it was copied from other segments. Most of the time, such text will not appear in print copies or will not be seen by your client. The command identifies such text and allows you to make it visible.
Quick-clean document
Produces a cleaned-up version of a document quickly
  1. Use it to clean up translation of small documents, emails, etc (without saving to the Translation Memory);
  2. Clean a document that cannot be cleaned using traditional means (e.g. an error occurs during clean-up)
Configure clean-up/restore rule
Clean up, restore and otherwise manipulate uncleaned tagged SDL Trados 2007 / Wordfast Classic text

For those who use Wordfast Classic or SDL Trados directly in Microsoft Word (using the Word Add-in), this command allows a lot of flexibility:

  1. Restore source text easily. If you lost the original document or translated over the original text, you can easily restore the original.
  2. Swap source and target. If you have a habit of keeping segmented BAK files after clean-up, you can now create a file which you can clean up into a reverse Translation Memory in order to translate text in a different language direction.
  3. Advanced Clean-up makes it possible to create bilingual documents from segmented text.
Find & Replace Excessive Spaces
Some documents contain excessive spaces used instead of line or paragraph breaks, tab characters, etc. This command allows you to find and replace such excessive spaces with characters of your choice.

Pre-format documents prior to translating with CAT tools:

  1. fix excessive spaces used instead of tabulation, line or paragraph breaks, etc.
    For example, one can use a lot of spaces to wrap text to a new line inside a cell, or to align text to a particular 'tab stop'.
    By replacing these with a single line break or tab character, you will be able to create a well formatted document which will not have to be formatted after clean-up.
  2. allow segmentation in text copied from emails or the Internet by replacing 'non breaking space + regular space' with a single space between sentences.
    For example, the following text cannot be segmented, although these are 2 sentences:
    "This is a pen.<non-breaking-space/><space>The pen is red."
Bookmark commands
Bookmark a position within a document and return to it at a later time.
  1. Return to the exact location where you left off;
  2. Jump between two locations within a document for reference purposes.
Collect all graphics from Document
Collect graphics and embedded objects from a document
  1. Estimate the amount of translation of graphics and embedded objects;
  2. Extract graphics into a separate document to be sent to a translator.
To-Do
Keep any information related to the current document: notes, unresolved translation issues, reminders, etc.
Keep all your thoughts in the To-Do list so that you can easily address them during the proofreading / checking stage.
Quick Workspaces
Easily save and restore visual settings of Microsoft Word.
When you perform translation-related tasks in Microsoft Word, such as formatting before translation, translation, proofreading, terminology extraction, etc., you may prefer to change the visual settings of Word (visibility of non-printing marks, ruler, ribbon / toolbars; window size and position, etc.) to suit the task at hand. Quick Workspaces is a series of commands designed to make it easy to save the visual settings of Microsoft Word under “profiles”, and restore these profiles when needed.
Document Format Converter
Convert many Word documents to another format (DOCX, PDF, DOC, RTF, TXT) without having to save each individual document
This command can save you time in one of the following situations:
  1. You receive a number of Word documents in various formats and wish to convert them to DOCX format for better experience in your CAT tool – DOCX documents are better integrated into common CAT tools than DOC / RTF files (there are more options when you import these documents, text has less tags, etc.).
  2. You receive a number of Word documents in various formats and need to convert them for translation in a CAT tool that does not support RTF / DOC files, such as OmegaT, CafeTran, etc.
  3. You normally supply your client with PDF versions of all translated documents and wish to convert all translated documents to PDF format.

TransTools for Excel

Command Description Scenarios / benefits
Glossary Search
Easy and powerful glossary searching capabilities to help you leverage your terminology during the translation process.

With Glossary Search, searching in Excel glossaries become very easy and powerful. The benefits include:

  1. Search-as-you-type functionality, very much like in modern search engines;
  2. Ability to find partial matches;
  3. Ability to filter the list of glossaries to be searched;
  4. Configurable entry format for each glossary;
  5. Wildcard and fuzzy search functionality is coming soon.
Check Translation
Checks that the spreadsheet is fully translated from source language to target language.

Note: the command works only when you are translating between languages that have entirely different alphabets (e.g. Cyrillic, Western, Greek, etc.)

You can use it to find text that was accidentally skipped during translation because of the following:

  1. Oversight;
  2. Text hidden from view due to cell formatting;
  3. Formulas that produce untranslated text.
Extract Translatable Text & Translate Using Translation Table
In combination, these two commands serve as a very good alternative translation method.

Using the first command, one generates a translation table (dual-language table with original text in the first column and translation in the second column) containing unique text extracted from individual cells and text shapes. When translation is added to the translation table, one uses the second command to replace original text inside the spreadsheet with its translated version.

For those who translate Excel spreadsheets manually (i.e. do not use CAT software), this method provides the following benefits:

  1. Translate unique cell text and text shape only once;
  2. Better quality control since one can see the original text alongside the translated text;

If you use CAT software, you can still use these commands in a number of scenarios:

  1. You are dealing with large or complex Excel spreadsheets and it takes a lot of time to open them or generate a target document. By contrast, Extract Translatable Text & Translate Using Translation Table commands are very fast.
  2. There are many repetitions in your Excel spreadsheets. Translating such spreadsheets in some CAT software can be a pain because you would need to confirm each segment;
  3. There are many text segments which have to be skipped (e.g. equipment numbers, etc). You can easily delete them from the translation table if you use Extract Text & Translate commands.
  4. A spreadsheet fails to open in your CAT software. You can still use your CAT software to translate the translation table, so these commands will come to your rescue.
Merge cell contents
In some spreadsheets, sentences may be split over several cells. This command merges the contents of cells to form a single complete cell.
This command is especially useful for those who use CAT software, since it ensures cleanliness of your Translation Memory and more accurate translation. If you don't use CAT tools, you still have the benefit of ensuring a professional looking translated spreadsheet which can be reformatted without affecting appearance of the translated document.
Remove spaces
Quite often, long sequences of spaces are used instead of new line characters to wrap text within cells. This command replaces such space sequences with a single new line character.

This command has a number of benefits:

  • If you use CAT software, you will ensure proper segmentation and cleanliness of your Translation Memory;
  • By reformatting the spreadsheet with this command, you will make sure that column resizing, font size changes, etc will not affect the look and feel of your translated document.
Cell Resize Wizard
Make the text fit within cells of your translated spreadsheets.
Automate the strenuous process of post-formatting Excel spreadsheets after translation (esp. in CAT software). The command includes a number of powerful options that will allow you to resize cells interactively (by jumping from one small cell to the next and making a decision whether to resize them), highlight all cells that require resizing, or resize all cells automatically.
Find duplicates
Removes duplicate entries from your glossary files.
If you maintain glossary files in Excel format, this command will help you to find duplicate entries and decide whether they need to be merged, removed, etc.

TransTools for PowerPoint

Command Description Scenarios / benefits
Tag Cleaner
Clean up tags from PowerPoint presentations produced by OCR and PDF conversion software.

Tag Cleaner removes invisible or hard-to-see formatting from PowerPoint presentations created by PDF conversion tools, minimizing the amount of tags in CAT tools.

Unbreaker
Remove incorrect paragraph and line breaks in a PowerPoint presentation before it is imported into a CAT tool.

Incorrect paragraph and line breaks cause segmentation problems and/or additional tags in CAT tools. Unbreaker makes it very easy to remove incorrect paragraph and line breaks from an entire presentation.

Change Language
Apply a specific spellchecking language to an entire presentation or in selected slides, textboxes or text.

A common requirement for Microsoft PowerPoint presentations is to change the spellchecking language of a presentation in order to check spelling or prevent red squiggly underlines in text marked with a wrong language. In contrast to Set Proofing Language command integrated in PowerPoint, Change Language tool makes it easy to apply a specific spellchecking language to an entire presentation or in selected slides, textboxes or text.

TransTools for Visio

Command Description Scenarios / benefits
Extract Translatable Text & Translate Using Translation Table
In combination, these two commands serve as a very good alternative translation method.

Using the first command, one generates a translation table (dual-language table with original text in the first column and translation in the second column) containing unique text extracted from shapes of your Visio drawing. When translation is added to the translation table, one uses the second command to replace original text inside the Visio drawing with its translated version.

These commands provide the following benefits:

  1. You can use CAT software to translate Visio drawings, since most CAT software does not open such files;
  2. If a Visio drawing contains repetitions, you will cut down the translation time;
  3. If you don't use CAT software, you can maintain a single translation table as a sort of Translation Memory;
  4. Better quality control since you can consult the original text.

TransTools for AutoCAD

Command Description Scenarios / benefits
Extract Translatable Text & Translate Using Translation Table
In combination, these two commands serve as a very good alternative translation method.

Using the first command, one generates a translation table (dual-language table with original text in the first column and translation in the second column) containing unique text extracted from your AutoCAD drawing. When translation is added to the translation table, one uses the second command to replace original text inside the AutoCAD drawing with its translated version.

These commands provide the following benefits:

  1. You can use CAT software to translate AutoCAD drawings, since most CAT software does not open such files;
  2. If an AutoCAD drawing contains repetitions, you will cut down the translation time;
  3. If you don't use CAT software, you can maintain a single translation table as a sort of Translation Memory;
  4. Better quality control since you can consult the original text.

TransTools Utilities

Command Description Scenarios / benefits
Paste Unformatted Text, Insert Symbol
These commands will enhance applications that translators use on a regular basis.

These commands provide the following benefits:

  1. Paste text from the clipboard without preserving any formatting. This is very useful whenever you copy text from one program to another, since most programs with text processing capabilities do not offer a simple way to insert simple text, instead pasting the text with all formatting;
  2. Insert a custom symbol in any text editing program. Technical translators will especially appreciate this as they often need to insert special symbols.
Developed by Stanislav Okhvat, 2007–2017

Microsoft Word®, Excel®, PowerPoint® and Visio® are registered trademarks of Microsoft Corporation.
Autocad© is copyright of Autodesk, Inc.
SDL Trados® (including SDL Trados Studio, Trados Workbench, TagEditor and Microsoft Word Addin) is a registered trademark of SDL plc.
memoQ is copyright of Kilgray Translation Technologies.
Wordfast© is copyright of Yves Champollion.

Software disclaimer