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Glossary Configuration

Excel
Category: Glossaries Back to Glossary Manager

This command is used to enable a specific Excel workbook for use with Glossary Search and other (future) Glossary Manager commands. Once you configure specific sheet(s) as glossaries, the configuration settings are stored in a hidden worksheet inside the workbook. After saving the workbook, you can use it with Glossary Search and future Glossary Manager commands at any time.

Glossary structure basics

In terminology management lingo, each glossary contains three levels:

  • the entry level containing general information about each entry (e.g. Comments, Source, Subject / theme, etc);
  • the index levels (also called language levels) containing information that corresponds to a particular language in the entry. For example, if you have two languages in your glossary, English and German, you may have one Definition column for English (containing a definition from English Wikipedia, for instance), and one Definition column for German (with a definition from a German-language source);
  • term levels containing information specific to each term in a specific entry. For example, you may have two English terms in your glossary: 'alternating current' and 'AC'. You can specify that 'AC' should be used after a numerical value, as in '220 V AC', while 'alternating current' should be used in general contexts involving descriptions of the phenomenon.

A typical entry may look like this:

ID: 245    
Language - English
  alternating current
    Notes: use in general contexts involving the phenomenon, not after a number
  AC
    Notes: use after numerical value, e.g. 220 VAC
  Definition: In alternating current (AC, also ac), the movement of electric charge periodically reverses direction.
Language: German
  Wechselstrom
  AC
    Notes: use after numerical value, e.g. 220 VAC
Subject: Electrical
Source: Wikipedia

In the table above, Definition is an index-level column, Notes is a term-level column, Subject and Source are entry-level columns.

Glossary Manager supports two levels: entry level and index (language) level. Term level is not supported due to the fact that it is rarely if ever used in Excel glossaries.

Each glossary may contain two types of columns:

  • Term columns (containing full terms or known acronyms / abbreviations). Each term column must be associated with a particular language;
  • Auxiliary columns: containing definitions, subject / theme, comment, source, etc.
    Auxiliary columns may correspond to the entire entry (entry level columns), or to a single language (index level columns, i.e. their information is specific to a particular language ).

Glossary workbook requirements

Before you can configure your glossary for use with Glossary Manager tools, you should note the following:

  • The name of the sheet containing the glossary must not change after the glossary is configured. If you need to change the sheet's name, you will have to reconfigure the glossary sheet again (takes 1-2 minutes);
  • Each glossary sheet must have a header row containing the titles of each column. Column titles do not need to be unique, however you do have to have them;
  • You may have any additional non-entry rows before or after the header row as long as column headings are written in a single row. The header row number may be configured in the Glossary Configuration dialogue;
  • If you store several alternative terms in the same cell, you must separate them with ";" (semicolon) followed by a space;
  • Because the term level is not supported, you cannot show term-specific information (e.g. part of speech, gender, etc.) next to each term. If your glossary contains such columns, you can still show such information in the entry view pane, but they should be displayed in the index or entry level instead.

Glossary Configuration dialogue

The user interface of the Glossary Configuration dialogue along with a description of each section is presented below:

Screenshot: Glossary Configuration dialogue

  1. Worksheet List: This list contains all worksheets that the current workbook contains. When you drop down the list, you can also see additional information about a worksheet: [OK] if it is already configured as a glossary, [NOT CONFIGURED] if it is not yet configured, [INCORRECT CONFIGURATION] if a worksheet by the same name was previously configured, but now the column headings are different.
  2. Sheet Contains a Glossary: Check this box if you want to configure the selected worksheet as a glossary.
  3. General Glossary Parameters : In this area, you should configure general information about the glossary:
    Header row index: number of the row which contains column headings. To make a correct choice, look at the column list and the column data preview list;
    Start row index: enter the number of the row where entries start;
    Term separator: this is a character that separates individual terms inside a cell in a term column. For now, only two separators, semicolon (;) and pipe symbol (|), can be configured.
  4. General Column Parameters: In this pane, you should select each column in the list on the left and configure its parameters.

    Searching: in this field, you specify the main attribute of the column that allows it to be indexed - whether it is a term or non-term. Terms are searchable, and they appear directly below the name of a language when an entry is displayed. Non-terms are either entry-level general attributes, or index-level (language-specific) attributes.
    If you select 'Term', you must also specify the language that this term column belongs to.
    If you select 'Non-term, not searchable', then you must specify display level.

    Display level: in this field, you tell Glossary Manager which level this attribute should appear under.
    'Applies to entire entry' means that this column contains entry-level information that should appear below index levels when an entry is displayed. A good example is Project, Subject / theme, Domain, Client, Notes columns.
    'Applies to a single language' means that this column is index-level and hence its value should appear inside a particular language. 'English Definition' or 'English example' are good column name examples.
    When you specify 'Applies to a single language', you must also specify the language.

    Language: If you specify 'Term' under Searching or 'Applies to a single language' under Display Level, you must specify the language. By default, the list contains only generic language names (e.g. English), without language cultures (e.g. English (United Kingdom)). If it is important to make such a distinction, uncheck the 'Generic languages only' box. ss

    Note: If you don't select a language for Term or Index-level columns, or specify that an index-level column has a language different from any language of term columns in the same glossary, an exclamation mark will appear near the language list, the glossary selection list and in the column list. You will not be able to save the configuration unless you fix the error.
  5. Column Data Preview: When you select a column in the column list, the first 50 values in the column will be displayed in this list. The preview is generated based on your choice of Entry Start Row under General Glossary Parameters.
  6. Entry View Parameters: Under this tab, you specify parameters that affect the way an entry is displayed on the Glossary Search dialogue.

    Show in Entry Viewer: specify whether or not this column's value should be shown when an entry is displayed.

    Display an Empty Line Before
    : to display an empty line before this attribute, check this box.

    Caption
    : this is label that should precede the value of this attribute in the entry view pane of Glossary Search. A colon will be added to this label, so do not add a colon. You can leave this field blank, but an entry will be more readable if you set it.

    Display order
    : By default, all attributes that appear at the same level (entry level or index level) of the entry view are arranged in the same order they appear in the glossary worksheet. To change the order, click Change... and modify the order of the column against other columns by using Up/Down buttons, clicking OK to save your choice.
  7. Entry Edit Parameters: Under this tab, you can specify parameters for the future Glossary Add and Glossary Edit commands which will enable you to edit glossary entries in a more structured way:

    Screenshot: Term Edit tab of Glossary Configuration dialogue

    Field Type: Specify what type of data the column contains. This may in some cases determine how the column will be represented on the entry editor. This list is by no means exhaustive and will be expanded in the future. The choices are: Term (full), Term (abbreviated) - for term columns; Identification number, Definition, Subject (theme), Project, Client, Context, Image, Other - for non-term columns.

    Field Caption: type the caption which will appear next to the entry editor input box for this column.

    Multiline Field: specify whether to display a multiline input box for this column (valid for certain field types only).
  8. Entry Preview: To see how entries from the current glossary will be formatted on the Glossary Search dialogue, click Entry Preview button. This will open the following dialogue, allowing you to see the format of each entry in the order of their appearance in the glossary.

    Screenshot: Entry Preview dialogue
  9. Searching Options: This tab contains some options that affect the way all glossaries are loaded and indexed.

    Screenshot: Searching options tab of Glossary Configuration dialogue

    Load terms only: When this box is checked, Glossary Search will load terms only, and other entry information (e.g. Definition, Theme, Client, etc) will be read from the glossary worksheet when an entry is displayed. This option is recommended for very big glossaries (>10,000 entries), slow machines or low memory. By default, this option is turned off.

    Minimum match percent in fuzzy search: this is the minimum similarity percentage for the Fuzzy Search option in Glossary Search. For those of you familiar with CAT (TEnT) tools like SDL Trados or memoQ, this is similar to the match percentage.
  10. System integration: With this tab, you can configure a global key combination that will initiate Glossary Search whenever you select a word or phrase in any Windows application. Additional options are also provided.
    Screenshot: System Integration options tab of Glossary Configuration dialogue
    Activate Glossary Search: Check this option if you want Glossary Search to be activated whenever you select a word or phrase in any Windows application and press a special key combination.

    Key Combination: using the two drop-down lists, select a control key combination and a regular key, which, when pressed together, should activate Glossary Search.

    Default glossary workbook : if you activate Glossary Search by pressing the key combination, Glossary Search will use the active glossary workbook or another recently used glossary workbook which is open. However, when Excel is not running, no glossary workbook is activated, or no glossary workbooks were recently used, Glossary Search will open the default glossary workbook which you configure under this option. Click Select file... to select an Excel workbook (must be a glossary-enabled workbook), or click No default if you do not want to set a default workbook.
  11. Help / OK / Cancel Buttons: Click ? to read on-line reference (this page), OK to save the configuration, or Cancel to cancel the changes.

Glossary configuration example

Let us imagine that you have a glossary with the following structure:

  • Glossary header is in row 1;
  • Glossary entries start in row 2;
  • The glossary contains the following columns:
    • ID
    • Type (supporting column)
    • English
    • German
    • French
    • English Definition
    • German Definition
    • French Definition
    • Notes
    • Subject
    • Client
    • Project

Here are the suggested settings for the glossary:

  • Headers are in row: 1;
  • Entries start in row: 2;
  • Columns:
    • ID - Non-term, Applies to entire entry, Show in entry viewer - Yes, Caption 'ID';
    • Type - Show in entry viewer - No;
    • English - Term, Language - English;
    • German - Term, Language - German;
    • French - Term, Language - French;
    • English Definition - Non-term, Applies to a single language, Language - English, Show in entry viewer - Yes, Caption - 'Definition';
    • German Definition - Non-term, Applies to a single language, Language - German, Show in entry viewer - Yes, Caption - 'Definition';
    • French Definition - Non-term, Applies to a single language, Language - French, Show in entry viewer - Yes, Caption - 'Definition';
    • Notes - Non-term, Applies to entire entry, Show in entry viewer - Yes, Caption - 'Notes';
    • Subject - Non-term, Applies to entire entry, Show in entry viewer - Yes, Caption - 'Subject';
    • Client - Non-term, Applies to entire entry, Show in entry viewer - Yes, Caption - 'Client';
    • Project - Non-term, Applies to entire entry, Show in entry viewer - Yes, Caption - 'Project'.

    To show ID at the very bottom, change its Order.

Here is how an entry will look like:


[Glossary 'EN-FR-DE']

English:
    alternating current
    AC

    Definition: In alternating current (AC, also ac), the movement of electric charge periodically reverses direction. In direct current (DC, also dc), the flow of electric charge is only in one direction.
--------------------------------------------------
German:
    Wechselstrom

    Definition: Wechselstrom bezeichnet elektrischen Strom, der seine Richtung (Polung) in regelmäßiger Wiederholung ändert und bei dem sich positive und negative Augenblickswerte so ergänzen, dass der Strom im zeitlichen Mittel null ist. Abzugrenzen ist der Wechselstrom von Gleichstrom, der sich (abgesehen von Schaltvorgangen oder Einflusseffekten) zeitlich nicht ändert, und von Mischstrom als einer Überlagerung von beiden.
--------------------------------------------------
French:
    Courant alternatif

    Definition: Le courant alternatif (qui peut être abrégé par CA) est un courant électrique, généralement sinusoïdal sans composante continue.
--------------------------------------------------

Notes: Use 'AC' after value
Subject: Electrical
Client: -
Project: -
ID: 0001

 

Developed by Stanislav Okhvat, 2007–2017

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