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Hide / Unhide Text tool

Word
This tool is part of TransTools+, a new set of plug-ins for professional translators, editors, copyeditors and DTP specialists. If you are interested in the old version of this tool with limited features, go here.

Overview

Most CAT tools provide a way to skip non-translatable text in Word documents or display it as tags if this text is marked with ‘hidden’ formatting. By using this feature, you can skip original text in dual-language documents where two languages should appear side by side, translate new text added in a previously translated document, skip non-translatable text in various text-based documents such as subtitles or scripts, or convert various placeholders into tags in localization documents.

Hidden text in MS Word

How hidden text is displayed inside Microsoft Word

Hide / Unhide Text tool offers many ways and options to mark text as hidden prior to importing documents into CAT tools, or to 'unhide' all text in a document after the translated document is generated.

How to use Hide / Unhide Text tool

To run Hide / Unhide Text tool, click Hide / Unhide Text button on TransTools+ ribbon:

Hide / Unhide Text button on TransTools+ ribbon

This will open Hide / Unhide Text pane to the right of the current document:

Hide / Unhide Text tool
Hide / Unhide Text tool

Scope: Select Entire Document to process the entire document, including headers / footers, comments, footnotes, etc. Select Selection to process selected text only.

What do you want to do? – the tool provides 3 ways to process a document:

  • Hide everything except specific text – when this option is selected, the tool leaves the found text visible, but hides everything else. This option is commonly used to translate text formatted with a certain color.
  • Hide specific text only – when this option is selected, the tool hides all found text and leaves everything else visible. Use this option if the customer marked non-translatable text with a specific color, or if you want to skip specific parts of the document or convert them into tags in your CAT tool.
  • Unhide everything – use this option after the translated document is generated to unhide all the text in the document.

Hide text using... / Text was hidden using...: While most CAT tools consider hidden text as non-translatable, some CAT tools do not. In addition to hidden text attribute, you can choose “Marching Red Ants” and “Double Strikethrough” formatting, which are supported by Wordfast Classic as non-translatable text attribute.

Hiding options – the tool can find the text that needs to be hidden in 3 different ways: by text color, by text or regular expression, and by type of content.

Hide Text / Unhide Text – this button hides the text in the document based on the options, or unhides all text in the current scope, depending on the selected action.

Hiding options – By text color

To hide text based on its color, select Hide By Color from the Hiding Options dropdown list:

Hide by color options

If the text to be hidden / translated has color highlighting, select Highlight Color and then choose Any Color for any highlight color or pick a specific color from the dropdown list.

If the text to be hidden / translated has a specific font color, select Font Color and then choose the specific font color from the list.

If the color is not in the list or it is difficult to find the right color inside the list, you can select the text that has the right color inside the document and then choose Selection Color from the dropdown list. This will copy the color from the document.

If the text that needs to be hidden or translated is marked in several different colors, you can select multiple colors. To do this, first select a specific color in the dropdown list and then check Use Multiple Colors checkbox. When you do this, you will be able to add colors to the list using Add button, or remove individual colors using Remove button. Uncheck this checkbox if you want to use a single color or leave a single color in the list.

How can you use this feature?

  • Translate text added in a previously translated document: sometimes the customer provides a document where the text to be translated is inserted among existing text and marked with a specific color. Such text is often scattered around the document and it is difficult to extract it into a new document for translation. In order to translate this text and ignore all the other text, choose Hide everything except specific text, select Highlight Color or Font Color depending on the type of color used to mark translatable text, and choose the specific color from the dropdown list.
  • Create a dual-language document: if you need to deliver a dual-language document where the original text is next to its translation, the easiest method is to place a copy of the original text next to the original (by using a two-column table or a special delimiter like “/”), mark the copy with a specific color, and then hide the original using Hide everything except specific text option of Hide / Unhide Text tool. To prepare documents for dual-language translation quickly, you can use Dual-Language Document Assistant tool.
  • Ignore specific parts of the document: sometimes you don't need to translate the entire document. For example, you may need to translate only specific sections while the remaining sections are still being revised. It is also common to skip standard sections which are identical in all customer documents. In this case mark all non-translatable parts with a certain highlight color or font color, choose Hide specific text only option, select the right color, and click Hide Text button.

Hiding options – By text or regular expressions

To hide text based on specific text matches found inside the document, select By text or regular expressions from the Hiding Options dropdown list:

Hide by text or regular expression options

In this mode, the tool finds the text that matches the search items in the list. There are two types of search items: standard text items (Text search) and regular expression items (Regular expression search):

Editing the search entries: Click Add button to add a new entry to the current list. Edit button allows you to edit the selected entry. Remove button removes entries which were selected in the list. Clear button removes all entries currently displayed in the list. You need to click Save button in order to record these changes in the file where the appropriate list is stored.

To create a new list, make sure that [New List] is selected in the dropdown list, then add entries using Add button or import entries from another list, external file or clipboard by using Import button. Then save the changes using Save button or export the search entries by clicking Export button. An alternative method is to click Create New List button located to the right of the dropdown list, assign a name to the new list, and then add entries to it.

To use search entries from an existing list, select the list from the dropdown list, or click the right-most button (Open) to open a list stored in an external file. If you need to use several search entries only, simply remove the unneeded entries using Remove button. The changes will not be recorded in the appropriate list file unless you click Save button.

To make changes to an existing list, simply select the list from the dropdown list or click Open File button on the right-hand side to load an external file. Make the appropriate changes and then click Save button to update the corresponding file on disk.

In order to copy search entries from one list to another or from / to external applications like Microsoft Excel, you can use Import and Export buttons:

  • Import button loads search entries from a named list file, external file or clipboard and places them at the end of the list:
    Load list dialogue
    If you choose Import from clipboard option, you need to make sure that the text located on the clipboard is in the correct format (you can save an existing list to clipboard to see the expected format).
  • Export button copies the current search entries to a named list file, external file or clipboard:
    Save list dialogue
    If you export to an existing list in the tool's internal configuration file, the contents of the file will be overwritten with current search entries.

You can test whether the tool can find correct text by clicking Find Next Match button. The tool will find the first match after the current selection point, wrapping to the beginning of the document if it reaches the end of the document.

You can also highlight found text in order to see which text was found during the hiding operation or to manipulate this text later. To do this, check Also Highlight Found Text checkbox and then select the highlight color from the dropdown list:
Highlight found text option

If there is an overlap between two matches for different search items, the earlier match is kept and the later match is discarded.

Predefined lists: Hide / Unhide Text tool is provided with several pre-defined lists of search expressions which you can use to prepare documents for translation. The following lists are provided:

  • SRT (SubRip Text) files – this list uses a number of regular expressions to hide non-translatable text (time codes and formatting codes) in SRT subtitles. To translate such subtitles, copy the text from an SRT file or open it inside Microsoft Word, load this list, then select Hide specific text only option and click Hide text button.
  • HTML and HTML - Translatable attributes – these lists use several regular expressions to hide non-translatable text in HTML files. If you want to translate HTML files, you will need to follow these steps to make sure that all non-translatable text is hidden correctly:
    1. Select Hide specific text only option. Clear the item list, load pre-defined HTML list by clicking Load... button, check Also Highlight Found Text checkbox and select Red highlight color. Click Hide Text button to highlight and hide the found text. This action will highlight HTML tags and entities using Red color.
    2. Select Hide specific text only option. Clear the item list, load pre-defined HTML - Translatable attributes list by clicking Load... button, check Also Highlight Found Text checkbox and select Bright green highlight color. Click Hide Text button to highlight and hide the found text. When you see Hidden Formatting Warning dialogue, leave the first option selected and click Continue. This action will highlight translatable text inside HTML tags using Bright Green color.
    3. Go through the document and mark additional non-translatable text using Red highlight color. For example, you will need to mark all text from <head> up to </head> at the top of the document, leaving existing Bright Green text untouched.
    4. At this point, all non-translatable text will be hightlighted in red. Select Hide specific text only option and select Hide by color from Hiding Options dropdown list. Choose Highlight Color option and select Red from the dropdown list. Click Hide Text button. When you see Hidden Formatting Warning dialogue, leave the first option selected and click Continue.
    5. Now all non-translatable text will be hidden and the document will be ready for CAT tool import. NOTE: This procedure hides HTML entities such as &nbsp; (non-breaking space), &rdquo; (”), etc., turning these sequences into tags in your CAT tool. It is better to replace these characters with the actual symbols as the very first step, and convert them back to HTML entities when the translation is finished.
  • XML – this list uses a number of regular expressions to hide non-translatable text in XML files. To translate such files, copy the text from an XML file or open it inside Microsoft Word, load this list, then select Hide specific text only option and click Hide text button. NOTE: Translatable attributes inside XML tags will be hidden, so if you want to translate them, you can use a multi-step procedure similar to the above procedure for HTML files.
  • Non-translatable paragraphs – this simple list allows you hide paragraphs that consist entirely of non-translatable text such as numbers without decimal point or thousand separators. Naturally, such paragraphs will hinder translation, especially if there are a lot of them, so it is a good idea to hide them. You can extend this list with your own custom expressions. To hide non-translatable paragraphs, load this list, then select Hide specific text only option and click Hide text button.

How can you use this feature?

  • Translate complex text-based formats containing non-translatable text: There are a lot of different pure-text formats which contain special non-translatable content. Some of this content is outside the translatable lines and should be completely hidden from the CAT tool, while other elements may appear on the same line as the translatable text and should be converted into tags inside the CAT tool. Such formats include SRT (SubRip Text) subtitles, STL subtitles, HTML, XML, RESX, C#, Javascript, Markdown, etc. If your CAT tool has a built-in filter for this format, it is highly recommended to use this filter. However, if there is no built-in filter for this format or the existing filter has its shortcomings, you can create a list of search expressions to find all non-translatable text and then hide this content in order to ignore it or convert into tags inside the CAT tool. In order to do this, choose Hide specific text only, add relevant search items to the list, and optionally choose to highlight the found text using Also highlight found text checkbox in order to identify this text easily. Hide / Unhide Text tool already contains several predefined lists for processing SRT, HTML and XML files (see the section above).
  • Hide sensitive parts of the document: you can hide specific names and numbers and then import the document into your CAT tool. The hidden text will be converted into tags. Some CAT tools do not display the content of these tags to the translator, and it is also possible to export the file to XLIFF format and import it into another CAT tool which will hide the content of these tags. You can use this workflow with some CAT tools only, so you should test it beforehand.

Hiding options – By type of content

To hide text based on type of content, select Hide by type of content from the Hiding Options dropdown list:

Hide by type of content

The tool supports 6 types of content in Microsoft Word documents: document body (where almost all text is normally placed), comments (comment balloons next to commented text), footnotes, headers and footers, textboxes, and endnotes.

How can you use this feature?

  • Skip specific parts of a document – sometimes the customer does not want to translate textboxes, comments, headers/footers, etc. In this case you can select Hide specific text only option and choose these content types in order to hide them from the CAT tool.
Developed by Stanislav Okhvat, 2007–2018

Microsoft Word®, Excel®, PowerPoint® and Visio® are registered trademarks of Microsoft Corporation.
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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.

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