SDL Trados Studio 2019

Getting Started Part Two:

Working with the supply
chain and pre-production
Training Course
 Table of Contents

TABLE OF CONTENTS

Chapter 1: Introduction
About this Training Workbook ... 1-2

Chapter 2: User Defined Settings

Customization ... 2-2
Setting the Font Size for the Editor ... 2-2
Selecting your Preferred Language Pair ... 2-4
Changing the Colors in the Translation Results Window ... 2-5

Chapter 3: Project Packages

What are Project Packages? ... 3-2
Opening a Project Package ... 3-2
Viewing the Analyze Files Report ... 3-5
Analyze Files Results ... 3-6
Viewing the Files in the Package ... 3-7
Selecting a Document for Translation ... 3-7
Context Matches ... 3-7
Choosing from Several TM Matches ... 3-8
Active Terminology Recognition ... 3-9
Displaying the Full Termbase Entry ... 3-11
Adding Terms on the Fly ... 3-12
Inserting Tags ... 3-14
Interactive Tag Verification ... 3-14
Adding Comments ... 3-15
Copy Source to Target ... 3-18
Display Filtering ... 3-18
Running Tag Verification on the Whole Document ... 3-20
Selecting the Second File in the Package ... 3-21
Creating and Sending the Return Package ... 3-22
Marking the Project as Complete ... 3-26
Summary ... 3-26

Chapter 4: SDL WorldServer Packages

What is SDL WorldServer? ... 4-2
Opening the SDL WorldServer Package ... 4-2
Translating the Package Files ... 4-5
PerfectMatch Segments ... 4-5
Handling Tags ... 4-6
Work in Progress (WIP) Report ... 4-7
Creating the Return Package ... 4-9
Summary ... 4-10

Chapter 5: Aligning Legacy Files

What is Alignment? ... 5-2

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Aligning a Single File pair ... 5-2

Creating a new Translation Memory ... 5-3
Adding the Documents to Align ... 5-7
Viewing the Alignment Result ... 5-8
Confirming Segment Pairs ... 5-9
Editing Segments ... 5-10
n:n Alignments ... 5-10
Splitting Segments ... 5-11
Correcting Misalignments ... 5-12
Adding New Segments ... 5-14
Saving the Alignment Result ... 5-15
Importing the Alignment Result into the Selected TM ... 5-15
Viewing the TM Content ... 5-18
Aligning Multiple File Pairs ... 5-19
Importing the Alignment Result into the TM ... 5-24
Browsing the TM Content ... 5-26
Viewing the TU Count ... 5-27
Summary ... 5-28

Chapter 6: Generating AutoSuggest Dictionaries

Generating an AutoSuggest Dictionary ... 6-2

Chapter 7: Creating Termbases from Excel Glossaries

About Converting Excel Glossaries ... 7-2
Preparing your Glossary for Conversion ... 7-2
Converting the Microsoft Excel File ... 7-2
Specifying the Input Format and File ... 7-2
Specifying the Termbase Fields ... 7-4
Specifying the Entry Structure ... 7-6
Starting the Conversion ... 7-7
Creating a New Termbase ... 7-7
Loading the Termbase Definition ... 7-7
Naming the Termbase ... 7-8
Languages and Descriptive Fields ... 7-9
Importing the Glossary Content ... 7-10
Summary ... 7-12

Chapter 8: Leveraging Legacy Resources

About this Exercise ... 8-2
Opening the File For Translation ... 8-2
The Alignment Penalty ... 8-2
Analyzing the File ... 8-3
Summary ... 8-5

Chapter 9: Fuzzy Match Repair

About Fuzzy Match Repair ... 9-2
Using Fuzzy Match Repair ... 9-2
Opening the Sample File, TM, and Termbase ... 9-2

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Fuzzy Match Repair in Action ... 9-3

Summary ... 9-5

Chapter 10: SDL GroupShare

About SDL GroupShare ... 10-2
Logging In to a GroupShare Server ... 10-2
Opening a Project from the Server ... 10-5
Checking out Files ... 10-6
Checking In Files ... 10-7
Summary ... 10-7

Chapter 11: The SDL AppStore

Navigating to the SDL AppStore ... 11-2
Downloading an App ... 11-2
Installing a Plugin ... 11-3
Managing Plugins ... 11-5
Summary ... 11-5

Chapter 12: Intermediate Topics - Overview

SDL Trados Studio Intermediate for Translators - Overview ... 12-2

Copyright 2018 SDL plc.

All rights reserved. No part of this documentation may be duplicated in whole or in part or reproduced in any form without the express written
permission of SDL plc.
MultiTerm, SDL PhraseFinder, SDL TermBase, SDLX, Trados, TranslationZone and Translator's Workbench are registered trademarks of
and AutoSuggest, QuickPlace, TagEditor and Trados Studio are trademarks of SDL plc. All other trademarks are the property of their
respective owners. The names of other companies and products mentioned herein may be the trademarks of their respective owners. Unless
stated to the contrary, no association with any other company or product is intended or should be inferred.
Although SDL takes all reasonable measures to provide accurate and comprehensive information about the product, this documentation is
provided as-is and all warranties, conditions or other terms concerning the documentation whether express or implied by statute, common
law or otherwise (including those relating to satisfactory quality and fitness for purposes) are excluded to the extent permitted by law.
Information in this documentation, including any URL and other Internet Web site references, is subject to change without notice. Without
limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or
transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the
express written permission of SDL plc.

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INTRODUCTION

Chapter

1
 Introduction
1

ABOUT THIS TRAINING WORKBOOK

The scope of this workbook is to expand on the knowledge that you acquired in the training course SDL
Trados Studio Getting Started Part 1. It contains practical, real-life examples of how to leverage SDL Trados
Studio to streamline your translation processes. This document provides the following:
C Exercises that explain how you work in SDL Trados Studio- and SDL WorldServer-based supply
chains
C An example of how to convert source and target legacy files into TM content to be used for
upcoming translation projects (alignment)
C Instructions on how to create your own AutoSuggest dictionaries
C A sample glossary in MS Excel format to convert into a termbase

The main focus of this training guide is on practical life examples, for which training sample files are
available.

We recommend that you copy the sample files to your Desktop, so that you can find them easily.

For further product documentation please refer to the SDL Documentation Center.

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USER DEFINED SETTINGS

This chapter provides some information on customization

options, like setting your preferred language pair or specific
fonts. for viewing your translation.

You will learn how to:

C Customize the font size for viewing files in the editor.
C Set the default language pair, so that whenever you open
a file for translation, the language pair is already set
correctly.
C Select the colors used in the translation results window
for marking differences between match from the TM and
segment in the editor.
Chapter

2
 User Defined Settings
2

CUSTOMIZATION
As you can customize the layout of the windows in SDL Trados Studio, you can also customize how text
is shown in the editor or how differences between a match from the TM and the segment in the editor are
marked.

Setting the Font Size for the Editor

1. Switch to the File tab, then click Options to access to the general settings for SDL Trados Studio.

2. This will open the Options window. Select Editor and click on the small plus symbol to
expand the list of options for the editor.

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3. Select Font Adaptation from the list to view the available settings.

4. Activate the Adapt Font sizes checkbox and select for example the minimum font size for
text in the source column.

5. Changing the font size might become necessary, if the text in the source document is not
readily readable with a font size of 8 point.

6. Set the minimum font size to 12 for both the source and target language.

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7. Set the maximum font size to 18. The maximum font size is useful when the source
document uses very large font sizes in the source text (e.g. 120 points), which would take an
unreasonable amount of space on your screen.

Selecting your Preferred Language Pair

Select Language on the left-hand list and set the default source and target language you want to use
whenever you translate a single document.

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Changing the Colors in the Translation Results Window

Select Translation Results Window on the left-hand side and choose the colors that should be used to mark
added or deleted words in the TM matches.

NOTE
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If you change the setting in the Options dialog, SDL Trados Studio will remember this setting until
you change them again, i.e. for every project you work on after customizing you settings, this settings
will be applied.

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PROJECT PACKAGES

This chapter provides an example of how to translate files

contained in a project package that has been sent to you by your
client or agency. You will learn how to:
C Open a project package
C View an analysis report
C Use active term recognition
C Add comments
C Verify tags
C Deliver a return package

Chapter

3
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WHAT ARE PROJECT PACKAGES?

Project packages are created by project managers using SDL Trados Studio. Packages are compressed
archives that contain the documents and resources required by translators, editors, proofreaders, etc. to
complete a task, e.g.
C Source documents to translate (edit, proofread, etc.)
C Reference files
C Translation memories
C Termbases
C AutoSuggest dictionaries

Upon opening a project package the files contained therein are automatically extracted, and added to your
SDL Trados Studio environment. The content of the package will appear as a new project in your list of
projects. A project package file carries the extension *.sdlppx.

OPENING A PROJECT PACKAGE

To open our sample project package take the following steps:

1. Switch to the File tab of the application ribbon.

2. Then select Open -> Open Package.

3. In the Open Package window, browse to the sample files location and select the package file
for your source/target language combination by double-clicking it, e.g. ..\Sample
Files\Packages\Sample_Package_English-German.sdlppx.

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4. This will open the Open Package window:

5. This window displays, for example, project name, the due date (if any), the total and the
untranslated number of words, the source files to translate contained in the package, etc.

6. After taking a look at the information in this window, click Finish to extract and import the
package content.

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The package content is usually extracted into the default project folder, i.e. C:\Users\<User
Name>\Documents\Studio 2019\Projects. Upon extraction of the package, the application creates a
new sub-folder that has the name of the project. If this folder already happens to exist, you will need
to select a different folder, which must be empty.

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7. Once the import is complete, click the Close button at the bottom right corner of the Open
Package window.

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8. After importing the package content SDL Trados Studio switches to the Projects view.
The project that you have just imported from the package is shown in the Projects list.

VIEWING THE ANALYZE FILES REPORT

The sample project package contains an Analyze Files report. This report provides useful information on
the scope of the project, e.g. the total number of words, the number of repeated segments, the number of
segments for which matches have been found in the TM, etc.

To view the report:

1. Click the Reports button on the bottom of the Navigation pane.

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2. The Analyze Files report is now displayed on the right-hand side. Take a look at the table
with the heading Totals. This section of the report gives you an overview of all the files
contained in the package.

Analyze Files Results

Read the Totals from bottom to top:
C The last (Total) row in the above example displays the total number of segments (22) and words
(233).
C The row New shows the number of segments and words for which no TM matches have been
found.
C In the rows above New you find the number of segments and words for which fuzzy matches have
been identified.
C The row 100% shows the number of exact matches.
C The row Context Match shows the number of segments for which so called context matches have
been found in the TM. These are segments for which a 100% match has been found in the TM and
which are preceded by the same segment as the segment from the TM. This is why context matches
are considered even more reliable than 100% matches.
C Repetitions shows the number of segments for which no 100% TM match has been found, but
which are repeated within the document(s).

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VIEWING THE FILES IN THE PACKAGE

Click the Files button on the Navigation pane.

The package that you have just imported contains two files, an MS Word and an MS PowerPoint
document, which have already been saved to the Studio-internal SDL XLIFF format.

For each file the total number of words is shown in the column Words. A Progress bar indicates whether
a file has pre-translated content. In the above example, the MS PowerPoint document has been 22% pre-
translated by the person who sent you the package.

SELECTING A DOCUMENT FOR TRANSLATION

To start translating the document SamplePhotoPrinter.doc.sdlxliff double-click the file name. This will
open the document in the Editor view.

In addition to the files to translate the sample project package also contains a TM, a termbase, and an
AutoSuggest dictionary. These databases have been automatically added to the project upon opening the
package, and will be used when you translate the files.

Context Matches
Click inside the first segment, which will insert a translation from the TM. This time you get a so-called
context match, which is indicated with a green CM icon in the translation status column. You can also see
that the translation is confirmed.

A context match is better than a 100% match. To be a context match, the translation memory segment
must be a 100% match for the document segment and the two segments must have the same document
context. For the document segment and the translation memory segment to have the same context, they
must both have been preceded by the same segment.

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In the example a Context Match is retrieved, as the TM ’knows’ that in a previously translated document
this segment was also found at the beginning of the document.

Choosing from Several TM Matches

Move down to the next segment. For this segment, a 91% fuzzy match has been found in the TM. Take a
close look at the Translation Results window. You will notice that there are actually two possible TM
matches, i.e. a 91% and an 86% match:

By default, SDL Trados Studio always suggests the highest match. You can switch between the TM
matches by clicking the Select Next Match and Select Previous Match buttons. This will highlight the
selected match in the Translation Results window and insert the corresponding target segment into the
target cell.

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Modify the selected translation to fit the current source segment, then confirm it with Ctrl+Enter to move
to the next segment. For the next segment, the TM has suggested a high fuzzy match. Linguistically the
suggested translation is correct, but it lacks some character formatting. Apply the required character
formatting (bold and italics) by marking the text in the target segment that needs the formatting, pressing
the shortcut key Ctrl+, and selecting the appropriate formatting from the QuickPlace list.

Then confirm the modified translation and move to the next segment.

Active Terminology Recognition

Some words in the source segments are highlighted with red bracketed lines to indicate that they have
been found in the termbase (i.e. photo printer and color cartridge). Note that the termbase is part of our
sample project package, and was deployed to your PC when you opened the package.

1. Start translating the current segment, for which no TM match has been found.

2. As soon as you start typing the first letters of the target term for photo printer, a list opens,
and suggests possible translations, e.g. Fotodrucker for photo printer.

In the above example the same translation is suggested from the AutoSuggest dictionary
(the suggestion marked by the green/yellow icon) and from the termbase (the suggestion
marked by the gray icon).

3. You can click any of the suggestions to insert the target term into your translation.

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4. You may also use another way of inserting the target terms from the termbase: the second
recognized term in the current segment is color cartridge. To insert the target term into your
translation use the shortcut key combination Ctrl+Shift+L.

5. This will open a list with all termbase suggestions (and only termbase suggestions) relevant
for the current segment. Click the target term for color cartridge in the list (i.e. Farbpatrone) to
insert it into your translation.

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Displaying the Full Termbase Entry

Sometimes it can be useful to view the entire termbase entry rather than only the source and target term.
To do this take the following steps:

1. In the Term Recognition window select one of the displayed source or target terms.

2. Right-click the selected term and select View term details from the context menu.

3. This will slide in the Termbase Viewer window, which displays the full entry and an
alphabetically sorted list of some other terms on the left-hand side.

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4. A termbase entry can contain a lot more information than just the terms in the different
languages. Click the term ContraPLUS to view the full entry content.

5. This is an example of a termbase entry that includes additional information such as

definitions, graphics, etc.

6. Move the mouse pointer out of the Termbase Viewer window, which will cause it to hide
automatically.

Adding Terms on the Fly

Besides inserting terms from the termbase into your target segments, you can also add new terms from
the document to the termbase. Example: the word paper has not been found in the termbase. To add it to
the termbase, take the following steps:

1. Highlight the word paper in the source segment by double-clicking it.

2. Highlight its equivalent in the target segment (e.g. Papier).

3. While both words are highlighted click the right mouse button on one of the highlighted
terms.

4. Select Add New Term from the context menu.

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5. A draft entry is now displayed in the Termbase Viewer window. Click the Save this Entry
button to save the new entry in the termbase.

Move the mouse pointer out of the Termbase Viewer window, which will cause it to auto-hide. Confirm
the finished target segment with Ctrl+Enter. When you move to the following segment note that the term
paper is now highlighted with a red bracketed line. This means that you can click the shortcut key
combination Ctrl+Shift+L to open a list of available target terms, among which you will find the translation
for the newly-added term paper.

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Inserting Tags
Now we translate segment number 5, for which there is no TM match. It contains a string enclosed in a
bookmark start and end tag pair.

To insert the tags using the keyboard, take the following steps:

1. For this exercise it is useful to display the full tag text. To do this click the Full Tag Text button on the
View tab. Afterwards, go back to the Home tab.

2. Start translating the segment and stop just before you translate the English word clearance,
which is enclosed in bookmark start/end tags.

3. Press the Ctrl+, on your keyboard. This opens a list of possible tags to place at the current
cursor position.

4. Select the entry <bookmarkstart name=“clearance“/> from the list.

5. Type the target equivalent for clearance, press Ctrl+, again and select the <bookmarkend
name=“clearance“/> tag from the list to insert the second tag into your translation by
pressing the Enter key.

6. Finish translating the segment and confirm it with Ctrl+Enter to continue.

Interactive Tag Verification

The next segment also contains a bookmark start/end tag pair:

Intentionally leave out both tags, and confirm with Ctrl+Enter to see what happens.

As soon as you confirm the translation a red Error icon will be displayed between the source and target
segment.

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Move the mouse pointer over the icon. This will display the reason for the error in a tooltip. In the above
example, you are being warned that you left out both bookmark tags.

Go back to the segment (e.g. with the Up Arrow key on your keyboard) and insert the tags using the Ctrl+,
keyboard shortcut. Then confirm the segment again.

The interactive tag verification is triggered when you confirm a segment. How does SDL Trados Studio
react when you neglect to insert tags, and you do not confirm the segment? Give it a try with the next
segment, which contains a field tag:

Translate the segment without inserting the tag. Then move to the following segment without confirming
it, i.e. simply use the Down key to continue. Observe that although you left out the tag, no warning icon
appears when moving to the next segment, i.e. the interactive tag verification is only triggered when you
confirm a translation.

You can also run a tag verification on the entire document, i.e. also on unconfirmed segments. We will
have a look at this type of verification later, when you have finished translating the document.

For now, translate and confirm the next segment, which consists of a single word (i.e. ventilation). Then
go to the following segment (Connecting and turning on the power).

Adding Comments
You can add comments to particular segments or expressions/words in your translation (not to the source
language segments). This is useful e.g. when you want to:
C Flag a translation that you need to check on later
C Provide information for the reviewer, proofread, project manager, etc.

To add a comment, take the following steps:

1. Translate segment 9, i.e. Connecting and turning on the power.

2. Select a word in your translation, e.g. by double-clicking it.

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3. Right-click the highlighted word. From the context menu select Add Comment.

4. In the text area of the Add Comment window enter the comment text, e.g. Ask Dave whether
this is correct. Then click OK.

5. After adding the comment the selected word is highlighted. When you move the mouse
pointer over the highlighted string, the comment text (including the name of the user who
added the comment as well as the date/time) is displayed in a tooltip.

Confirm the segment with Ctrl+Enter, and continue translating the following segments. Let us add
another comment, this time not to a particular string, but to the segment as a whole:

1. After translating the segment, make sure that no particular word is selected.

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2. Right-click anywhere inside the segment and select Add Comment from the context menu.

3. Enter the comment text into the Add Comment window, then click OK.

4. This time the whole segment content is highlighted.

You can also edit existing comments by right-clicking the commented expression/word or segment. Select
Edit Comment from the context menu. In the Edit Comment window click Edit to edit an existing
comment text. With Add you can add another comment to the same segment or expression/word.

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If a comment applies to the whole document rather than to a particular string or segment, select
Current File from the Scope dropdown list before adding the comment.

Commented segments and expression/words are highlighted and therefore easy to spot. However, if you
want to see all comments in a document (or several open documents), click the Comments tab.

For each comment you will see the comment text, the name of the document the comment was found in,
the date/time, etc.

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Copy Source to Target

Continue translating the remaining segments, i.e. segments 12 - 21. The last segment (21) says:
• 2009 SDL International. This segment actually does not need to be translated. It can be pasted into the
target cell. Rather than relying on the Windows clipboard (i.e. copy/paste), you can use the Copy Source
to Target button located at the top of the Translation Results window.

Click this button to duplicate the source segment into the target cell. (The default keyboard shortcut is
Ctrl+Ins.) Then confirm the segment with Ctrl+Enter.

The Copy Source to Target function is highly useful for target segments that are identical or very similar
to their source-language counterparts, e.g. sentences that contain a lot of untranslatable product names.

Display Filtering
Suppose you have finished translating the entire document, and you would like to take a particular look at
all segments that have comments. To show only specific segments, take the following steps:

1. Switch to the Review tab of the application ribbon.

2. By default, the display filter is set to display all segments. Click All segments (i.e. the filter
button) to show the numerous display options.

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3. From the available options select Segment Review -> With comments.

4. The Editor now displays only segments with comments, regardless of whether the
comments were added to a selection or to the whole segment. This is useful, for example, if
you want to focus on the commented segments during proofreading.

5. Note that the status bar on the bottom of the application also shows the currently selected
display filter option. Even when the Review tab of the ribbon is not selected, you can
ascertain at a glance which display filter is currently active. Clicking the display filter option
in the status bar opens the display filter list and switches to the Review tab.

When you have checked on a commented segment and found it to be correct, you will certainly want to
delete the comment:

1. Select the comment to delete in the Comments window.

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2. Click the Delete Comment button.

3. This removes the comment from the list and, of course, also from the corresponding
segment.

To display all segments again, go to the display filter dropdown list (on the Review tab) and select General
-> All segments. Make sure all segments in the current document are translated and confirmed. Save the
document with Ctrl+S.

NOTE
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Comments that were added to a document rather than a word/phrase or segment can only be viewed
in the comments window.

Running Tag Verification on the Whole Document

After translating a document you should run a tag verification on the entire text. To start a tag verification
on the entire document take the following steps:

1. In the Review tab click the Verify button (or press F8).

2. If tag errors are found, they will be listed in the Messages window, which will be displayed
instead of Translation Results.
In the above example a missing field tag has caused an Error message.

3. Double-click the message to jump to the segment in which the problem has been found.

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There are three different message types:
Errors (red) are serious problems, which can in a worst-case scenario even prevent you from saving
the translation back in its native format.
Warnings (yellow) point to problems that might, for example, lead to a loss of formatting,
bookmarks, etc., however, that usually do not prevent you from saving the translation in its native
format.
Notes (white) usually point to cosmetic issues such as missing spaces around tags.

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4. Insert the missing tag into the highlighted segment, and confirm it with Ctrl+Enter, which
will remove the Error message from the list.

5. Save the file again. For this you can also use the keyboard shortcut Ctrl+S.

Selecting the Second File in the Package

Remember that the project packages also contains a small MS PowerPoint file. To switch to the second
document take the following steps:

1. Click the Files View button in the Navigation pane.

2. Note that in the file list the progress for the Microsoft Word document is at 100%, (provided
that you translated and confirmed all segments). Double-click the file
SamplePresentation.ppt.sdlxliff to open it in the Editor view.

The sample presentation is very easy to translate, as it contains only two segments, which are both context
matches. This is because they occur in exactly the same order in the Microsoft Word document that you
previously translated.

Note that as you did not close the previous document, its name is still being shown in a tab in the Editor
view. You can quickly switch back to the first document by clicking the corresponding tab.

In SDL Trados Studio you can have several documents open at the same time. This can be useful, for
example, if you want to quickly check on the translation in a previous document.

Save the sample presentation by pressing Ctrl+S.

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CREATING AND SENDING THE RETURN PACKAGE

After finishing the translation you send back the package to the project manager (or customer) in the form
of a return package. Return packages (like project packages) are compressed archives that contain the
translated, edited, or proofread documents. To create the return package, take the following steps:

1. Click the Projects View button to open the Projects view.

2. Right-click the PhotoPrinter Manual project and select Create Return Package from the
context menu.

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3. The Progress bars in the Create Return Package window show the translation progress for
each file. They should be at 100%. Click Next to continue.

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4. Click Browse and select the location for the return package and the file name. Enter
Photo_Printer_target.sdlprx as return package name. Note that return packages have the
extension *.sdlrpx, which is added automatically to the file name. In the Comment text field
you can enter an optional message for the recipient of the package (i.e. the customer or
project manager).

5. When the return package has been created you can send the return package by clicking the
Send Package by Email button.

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6. This will automatically create an email using Microsoft Outlook (if available), and add the
return package as an attachment.

7. You can also choose to click the Open Target Folder button. This will launch Windows
Explorer, where you can view the file, attach it to an email, upload it to an FTP server, etc.

8. Last, click Close to close the Create Return Package window.

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Marking the Project as Complete

Make sure that you are still in the Project view. Note that the project, which you initially imported from
the project package, is still shown as In Progress in the Status column.

For good measure, mark the project as complete. When you are dealing with multiple projects this will
help you see at a glance which projects are completed, and which ones are still in progress.

1. Right-click the project name in the Projects view, and select Mark as Complete from the context
menu.

2. Confirm by clicking Yes.

Note that the Status column now shows Completed for the sample project.

SUMMARY
C Project packages contain the translatable files, project translation memories and possibly further
elements such as reference files, termbases, etc.
C When opening a project package in Studio the package content needs to be extracted to an empty
folder.
C The project package contains a file analysis reports, which gives an overview of the total number of
words, the repetition and the TM leverage rate, etc.
C You can view the translatable project files in the Files view. From there you can open the files for
translation by double-clicking them.
C After finishing the translation you create a return package, which contains the translated files, and
which can then, for example, be e-mailed to the customer/project manager.

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SDL WORLDSERVER PACKAGES

This chapter contains an example of how to process project

packages that come from SDL WorldServer. You will learn how
to:
C Open an SDL WorldServer package
C Handle locked segments and PerfectMatches
C Create a Work in Progress (WIP) report
C Create the return package for delivery to SDL
WorldServer

Chapter

4
 SDL WorldServer Packages
4

WHAT IS SDL WORLDSERVER?

SDL WorldServer is a sophisticated online workflow management system. It can generate project
packages, which are similar to the packages that you have seen in the previous chapter. SDL WorldServer
packages can be downloaded through your Web browser. After opening and translating the package
content with SDL Trados Studio, you can create a return package and upload it to SDL WorldServer.

In this chapter you will see how to open a sample package, which has downloaded from SDL WorldServer.
The process of opening the package is identical to opening SDL Trados Studio packages (see previous
chapter).

Opening the SDL WorldServer Package

To open our sample SDL WorldServer package take the following steps:

1. Switch to the File tab of the application ribbon.

2. Then select Open -> Open Package.

3. In the Open Package window, browse to the folder that contains the sample packages, i.e.
..\Sample Files\Packages.

4. If you prefer to open a sample package that goes from English into German, then select the
file tasks_Sample_WorldServer_Project_1037_de_DE_xliff. For English into French, select
tasks_Sample_WorldServer_Project_1038_fr_FR_xliff.

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5. This opens the Open Package wizard. Click Next to continue.

6. Wait until the package has been prepared for import, and then click Next again.

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7. The following screen shows an overview of the package content, e.g. the total numbers of
words, the files and their respective progress, etc. Click Finish to unpack the project files.

NOTE
D
The package content is usually extracted into the default project folder, i.e. C:\Users\<User
Name>\Documents\Studio 2019\Projects. Upon extraction of the package, the application creates a
new sub-folder that has the name of the project. If this folder already happens to exist, you will need
to select a different folder, which must be empty.

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8. Once the import is complete, click the Close button at the bottom right corner of the Open
Package window.

9. After importing the package content SDL Trados Studio switches to the Projects view.
The project that you have just imported from the package is shown in the Projects list.

Translating the Package Files

Double-click the project name to switch to the Files view. Here, you double-click the file
sample2129241384607501759.sdlxliff (i.e. the file with the MS Word icon) to open it in the Editor.

NOTE
D
Names of files have been downloaded from SDL WorldServer typically contain a sequence of
numbers. This ensures uniqueness of all files in the SDL WorldServer system.

PerfectMatch Segments
The sample file will look as shown below:

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Note that segments 1 through 3 are marked with a PM icon, which stands for PerfectMatch. PM matches
are considered highly reliable (even more reliable than context matches), as PerfectMatch takes the context
of a segment into consideration even more than CM matches. For this reason, they are often locked, i.e.
they usually are not supposed to be edited.

However, let us assume that you would like to make a change in segment 3, for example, you would like
to exchange the word weiteres with anderes. Take the following steps:

1. Try to edit target segment 3 accordingly. Note that this is not possible, and a popup message will
inform you that the current segment is locked.

2. However, you can unlock this segment by clicking the Lock Segment - > Unlock segments
command on the Advanced tab. Note that the yellow lock icon has disappeared, and that the
segment text is no longer grayed out. The segment is now available for editing.

3. Edit the segment as required, and then confirm it.

4. To restore the lock for the edited segment, click inside segment 3, then click the Lock
Segment -> Lock Segments command. Note that the yellow lock icon has re-appeared next to
the segment and that the segment text is grayed out.

TIP
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You can also unlock and lock segments by pressing Ctrl+L.

Handling Tags
Continue by translating and confirming 4 and 5. Note that after confirming segment 5, segments 6 and 7
are skipped, as they are already confirmed. Now translate segments 8 through 11. This is mostly a revision
exercise from the Getting Started Part 1 training course.

The sample document contains a few tags, which you should handle as outlined below:

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1. Note that segment 12 contains one placeholder tag, which has already been inserted into the target
cell. Files that are pre-processed in SDL WorldServer typically have all tags pre-inserted into the
target segment if no match has been found, as is the case for segment 12.

2. When you get inside segment 12, a translation suggestion will be inserted, and the tag will
be removed. The reason for this is the fact that you have already translated this segment
before, but without the tag. Consequently, a 99% fuzzy match will be automatically inserted.

3. However, you still need to decide where the tag needs to be placed in the target segment.
This is not done automatically, as the position of the tag can be different in the target
language. Use Ctrl+, (i.e. QuickPlace), to insert the tag where it is required to be, and then
confirm the segment.

4. Continue by translating and confirming segment 13.

5. Segment 14 contains a number of tags. Here, it turns out quite useful that SDL WorldServer
has populated empty target cells with the tags. All you need to do is to enter your translation
between the tags.

6. Confirm segments 14 and 15.

Finally, you can save the document (by pressing Ctrl+S) and close it (by pressing Ctrl+F4).

Work in Progress (WIP) Report

After closing the document you should be back in the Files view. Being in the middle of the project, you
may now want to get an overview of how much work still has to be done, e.g. how many segments still
need to be translated or reviewed. For this, you can create a so-called WIP (Work in Progress) report. This
report gives you a concrete idea of the work that still has to be done. For example, untranslated segments
remain to be translated, draft segments need to be edited, translated segments usually need to be reviewed,
etc. To create a WIP report for the current project, take the following steps:

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1. Make sure that both files in the package are selected, then click Batch Tasks -> WIP Report.

2. On the first screen of the Batch Processing wizard, click Next.

3. The Settings page lists the confirmation levels, match types, and the required type of work.
For example, untranslated segments require translation (of course), while translated
segments require review, and locked segments do not require any type of work. Just take a
look at these settings, as they cannot be changed anyway. Then click Finish.

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4. When the report creation has finished, click Close.

5. In the Navigation pane click Reports to switch to the Reports view.

6. Make sure WIP Report under Multiple Languages is selected. This will display the WIP
report. Scroll down to the section Total in order to view the WIP statistics for the whole
project. As you can see, 13 segments remain to be translated, while 10 translated segments
require review.

7. Let us assume that you are not the one doing the review. Your job is just to finish the
translation. Therefore, switch back to the Files view, and double-click the file
sample_answering_machine8320977215196477423.sdlxliff to open it in the Editor.

Translate the second document, which also contains a number of PerfectMatches. Again, this is largely a
revision exercise, and you can use all the features that you learned in the Getting Started Part 1 training
course.

Creating the Return Package

After having saved and closed the second sample files, you should be back in the Files view. As both files
have been fully translated, you will want to deliver them back to SDL WorldServer. To do this take the
following steps:

1. Select both files, and then click the right mouse button.

2. Select Create Return Package from the context menu.

3. On the first screen of the Create Return Package wizard click Next.

4. There are two ways of delivering your translated files to SDL WorldServer:

C The translations are either uploaded directly to SDL WorldServer from SDL Trados Studio, if
you have a live connection, or ...
C You create a return package file, which you then upload later to SDL WorldServer through the
Web browser.

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5. Let us assume that for the moment we have no live connection to SDL WorldServer.
Therefore, we go for the latter option, and create a return package (like we did for the SDL
Trados Studio package in the previous chapter). To do this click the File radio button. This
enables the corresponding text field in which you see the return package file path and name.

NOTE
D
In this training course, we are using a generic package with no live connection to an SLD WorldServer
system. In a real-life scenario, the address of the corresponding SDL WorldServer would be visible in
the Server field, and you could upload your translation directly.

6. SDL Trados Studio creates the packages at a default location, i.e. at

C:\Users\<UserName>\Documents\Studio 2019\Projects. Click Finish to create the return
package.

7. After the package has been created click Close.

Open the folder in which the return package has been stored in Windows Explorer, i.e.
C:\Users\<UserName>\Documents\Studio 2019\Projects.

There you will find the package file to upload to SDL WorldServer.

TIP
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The suggested return package names can also be changed.

SUMMARY
C SDL WorldServer creates project packages, which are very similar to the SDL Trados Studio project
packages, and which can be opened in exactly the same way.
C Files that have been processed in SDL WorldServer can also be translated the same way as files that
have been directly opened in SDL Trados Studio. The only difference is that SDL WorldServer
automatically copies any tags into the target cells if no TM match has been found for a particular
segment.

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C To deliver your translations you can either create a return package or upload directly to SDL
WorldServer, if a live connection is available. Otherwise, you need to manually upload the return
package to SDL WorldServer using the Web browser.
C PerfectMatches are considered highly reliable translation suggestions, as they fit the current
context.
C You cannot edit locked segments unless you unlock the with the keyboard shortcut Ctrl+L or the
corresponding button.

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ALIGNING LEGACY FILES

This chapter provides an example of how to align source

documents with their existing translations. An alignment
allows you to import translated legacy content into a translation
memory for use in future translation projects. You will learn
how to:
C Align a single file pair
C Review and edit the alignment result
C Import the alignment result into a translation memory
C Align multiple file pairs

Chapter

5
 Aligning Legacy Files
5

WHAT IS ALIGNMENT?
Alignment is a process that allows you import existing translations into a TM. Imagine that you have an
English source file and the corresponding target document, but the content is not stored in a translation
memory database, as the translation was done without a TM system. Alignment allows you to pre-process
both the source and the target file(s), so that you can import the legacy content into a TM.

The main challenge during alignment is to determine whether segments or entire paragraphs were left
out during translation. Sometimes content is left out, because it is not relevant for the target audience.
Also, translators often change the segmentation, e.g. by translating two source segments with just one
target segment. SDL Trados Studio uses a sophisticated algorithm to detect such discrepancies between
the source and the target content.

The exercises in this chapter involve two scenarios in which English source documents needs to be aligned
with their translations. The sample files for this exercise can be found in your sample files folder, i.e.
..\Sample Files\Alignment.

ALIGNING A SINGLE FILE PAIR

In the first exercise we are going to align an English legacy source file with its translation.

To set up the alignment project take the following steps:

1. On the Welcome screen of SDL Trados Studio select Align Documents -> Align Single File Pair.

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2. This opens the Align Documents page.

Creating a new Translation Memory

Let us assume that you would like to import the alignment result into a new TM. Therefore, set up an
empty TM by taking the following steps:

1. Click the Create button, and select New File-based Translation Memory.

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2. This will open the New Translation Memory wizard. Enter the name for your TM into the
Name text field, e.g. Alignment TM En-De. Note that the sample files to align are English to
German. Make certain that the correct source and target language pair is selected.

TIP
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The TM file will be stored at the path that is shown in the Location text field. You may change the TM
location by clicking Browse and selecting another path.

3. Click Next to continue. This will lead you to the Fields and Settings page. It is possible to
store additional meta information in a TM. For example, for each segment pair you can store
the name of the project that it relates to, the customer name, etc. Let us assume that you
would like to add the name of the project to each segment pair that will later be imported
from the alignment into the new TM.

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4. To enable your new TM to store the project name, click into the empty field under Name and
enter the field name, i.e. Project.

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5. Fields can be of different types, e.g. free text fields, list fields, etc. Let us assume that the
project name should be a free text field. Click into the empty field under Type and select the
option Text.

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6. To create the TM click Finish, then Close. The TM name and path is now shown in the Align
Documents window.

Adding the Documents to Align

To select the file pair take the following steps:

1. Click the Browse button below the Source File text field and select the English sample file, i.e.
..\Sample Files\Alignment\English.docx.

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2. Repeat the above step for the target file, i.e. ..\Sample Files\Alignment\German.docx.

3. Click Finish to start the alignment.

Viewing the Alignment Result

After a few seconds you will find yourself in the Alignment view, which shows the alignment result in a
side-by-side view:

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The column on the left-hand side shows the source segments, the column on the right-hand side lists the
corresponding target segments. The column between source and target segment visualizes the
connections that have been made between source and target content during the alignment process.

You might have noticed that some segment pairs are connected using a green dotted line, while others
show a yellow or red line. The colors indicate how reliable a particular segment pair is considered to be by
the alignment algorithm.

Move the mouse pointer over the id (i.e. 2) of the second segment pair, which has a green line. A tooltip
shows that this particular alignment pair is considered to be of good quality with a trust score of 92.

If you move your mouse pointer over the id of source segment 10, which is connected to target segment
9 with a yellow line, you will see that this segment pair is considered of average alignment quality with a
trust score of 90.

Source segment number 11, which is connected to target segment 10 using a red line, is even considered
of low alignment quality with a trust score of only 50.

NOTE
D
Alignments of average or low quality are not necessarily incorrect. The dotted line color and the trust
score are just indications of how reliable the alignment algorithm is considering a particular segment
pair alignment to be.

Confirming Segment Pairs

All segment pairs are by default unconfirmed. When you review an alignment result, you can confirm the
segment pairs and re-connect segments if required.

To confirm segment pairs that are correct, take the following steps:

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1. As you can see, the first segment pair has been aligned correctly. Therefore, click the Confirm
button or press Ctrl+Shift+F.

2. Note that after confirming the first segment pair, a full green line is drawn between the
source and the target segment. Also, the tooltip shows that the segment pair is confirmed
with a trust score of 100.

3. Use the Arrow Down key to move to the second segment pair, which you confirm as well.
Repeat this procedure for segments 3 through 5.

Editing Segments
You can edit the content of source and target segments if necessary. Let us assume that in segment 6 you
would like to replace Preparing Microsoft Word with Setting Up Microsoft Word. All you have to do is
overwrite the source text as required. Make the corresponding change in the target cell, then confirm the
segment pair by pressing Ctrl+Shift+F.

n:n Alignments
Up to this point you have only had clean 1:1 alignments. However, different segmentation between source
and target segments can also lead to, for example, 2:1 alignments, which is the case for source segments
7 and 8, which have both been linked to target segment 7.

In this case, the 2:1 alignment is correct, and you can therefore confirm it. You can also confirm source
segments 9 through 24, as these are all correct alignments.

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Splitting Segments
Segment 9 has been correctly linked to segment 8. The segments actually contain two sentences each, as
the semicolon is not regarded as a segment delimiter. Imagine that you would like to replace the
semicolon with a full stop in both languages.

To do this, just edit the source and target segment as required, e.g.:

After editing the segments as shown above, you should split the segments alongside the full stop character
to have the correct segmentation in the TM.

To do this, take the following steps:

1. First, click the Disconnect button, which will remove the connection between the source and target
segment.

2. Place the cursor behind the full stop, then click the right mouse button, and select the
command Split Segment from the context menu.

3. Repeat the above step for the target segment.

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4. The split segments should all be disconnected. Click on the segment number 9 of the
source segment, then click the segment number 8. Please make sure to click on the segment
numbers, not on the text.

5. Now click the Connect button to connect the segment pair. Repeat this procedure to connect
source segment 10 to target segment 9.

The result should look like this:

Most of the remaining segments (down to segment 27) should have been aligned correctly, therefore you
can simply confirm them.

Correcting Misalignments
It can happen that segment pairs are not correctly aligned. This is the case, for example, for source
segment number 28. Click inside source segment 28, which will highlight the target segments to which
it has been linked, i.e. 27 and 28. As you can see, the alignment is not entirely correct. Actually, source
segment 28 should be linked only to target segment 27.

This misalignment has caused a subsequent problem: Source segment 29 has been linked to target
segment 29. However, it should have been linked to target segments 28 and 29.

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From segment 30 onwards, the alignment is again correct, see the example below:

NOTE
D
Misalignments can lead to consecutive faults, but usually these remain limited to a specific part of
the text. I.e. a single misalignment does not have an impact on the entire rest of the document.

To correct the misalignments take the following steps:

1. Make sure that you are inside source segment 28, then click the Disconnect button or press
Ctrl+Alt+D.

2. Note that this has removed the connections between source segment 28 and target
segments 27 and 28. Disconnect source segment 29 in the same way. The segment pairs
should now look as shown below:

3. Click the segment number 28 on the source and 27 on the target side. The segments should
now be highlighted with a yellow background:

4. Now click the Connect button.

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5. Note that this turns the selected segment pair into a confirmed alignment.

6. Source segment 29 needs to be connected to target segments 28 and 29 through a 1:2

alignment. Therefore, select the segment number 29 on the source and numbers 28 and 29
on the target side. Keep the Ctrl key pressed while selecting segment numbers 28 and 29.

7. To create the 1:2 connection click the Connect button.

8. Note that the 1:2 connection has been confirmed between source segment 29 and target
segments 28 and 29.

9. Confirm segments 30 - 33, which have all been aligned correctly.

Adding New Segments

Take a look at segments 34 and 35, which have both been connected to target segment 34. This alignment
is not entirely correct, as there is no equivalent in the target for All rights reserved.

Take the following steps:

1. Disconnect the segments.

2. Then connect source segment 34 to target segment 34.

3. As there is no target equivalent for the last source segment, you need to manually insert the
translation into the empty target segment. To do this, right-click inside segment 34. From
the context menu select the command Insert After.

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4. Type the target segment into the newly-inserted empty line, then connect segment 35 on the
source side to segment 35 on the target side.

Saving the Alignment Result

To save your work take the following steps:

1. Click Save -> Save in the application ribbon.

2. You will now be prompted to save the alignment result as an *.sdlalign file. Click Save to
confirm.

Importing the Alignment Result into the Selected TM

To import the alignment result into your translation memory take the following steps:

1. In the application ribbon select Import into Translation Memory -> Advanced Import.

NOTE
D
The Quick Import option will import the alignment result directly into the TM with a single click. The
Advanced Import allows you to set a number of options before the import is performed.

2. On the first page of the Translation Memory Import wizard click Next.

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3. You will now see a few import settings that you can configure. One example is the
Alignment quality value, which is by default set to 0. If you want to have only confirmed
segment pairs to be imported into your TM, you should set this value to 100. If you want to
have segment pairs with an average or low trust score to be imported, then select a value
lower than 100. For this exercise let us keep the alignment quality value unchanged.

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4. Remember that we have set up our TM with a Project text field. Let us assume that you would
like each segment pair to feature the name of the project that the aligned documents belong
to, e.g. Alignment Sample. To make sure that this piece of meta information is added to the
imported segment pairs, click the Edit button, which will open the Field Values window.

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5. Click inside the empty field below Value, and enter Alignment Sample. Then confirm with
OK.

6. Finally, click Finish to start the import. After a few seconds a message box appears to inform
you how many segment pairs have been added to your TM. Click OK to close the message
box.

Viewing the TM Content

To view the TM content take the following steps:

1. Click the Translation Memories View button in the Navigation pane to switch to the Translation
Memories view.

2. Click the Open button in the application ribbon.

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3. Browse to the location where you created your TM, and select the TM file by double-clicking
it.

4. The TM content (i.e. the alignment result) is now displayed as shown below:

The segment pairs are shown in a side-by-side view. Take a look at the column on the right-hand side. This
column contains the meta information that has been added to each imported translation unit, i.e.: the
alignment document name, and the Project field value.

ALIGNING MULTIPLE FILE PAIRS

In addition to aligning one source with one target file, you can also align multiple files at the same time.
These files can also be stored in various sub-folders. To do this take the following steps:

1. Switch to the Welcome screen, and select Align Documents -> Align Multiple Files from the
application ribbon.

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2. On the first page of the Align Documents wizard click Add -> File-based Translation
Memory.

3. Browse for the TM that you created in the previous section when you aligned the single
document pair, and select it by double-clicking the TM file.

NOTE
D
The alignment results will be stored in a folder, e.g. ..\Studio 2019\Alignment Results. You may select a
different folder by clicking the Browse for folder button.

4. Click Next to continue.

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1. Click the Add button, then select Source Files by Folder.

2. Browse to your sample files location and select the folder ..\Sample Files\Alignment\English.

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3. Now select the target folder by clicking the Add button, then select Target Files by Folder.

4. Browse to your sample files location and select the folder ..\Sample Files\Alignment\German.

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5. The source and target folders contain various sub-folders. Drill down to
..\English\Desktop\Common. This will reveal the corresponding source and target files.

NOTE
D
The source and target files do not necessarily have to have identical names for the alignment to work.

6. Click Finish to start the alignment process.

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7. Wait until all documents have been processed, then click Close.

8. You will now be prompted whether to open the folder that contains the alignment result
files. Choose Yes.

9. This will open the folder that contains the alignment results in the form of *.sdlalign files.
For each aligned file pair a bilingual *.sdlalign file has been created, which contains the
actual alignment result.

NOTE
D
You could review each alignment result in Studio, by double-clicking the corresponding *.sdlalign file,
and then confirm and modify the results as required. However, to keep this exercise simple, let us
assume that this time we want to import all alignment result files without reviewing them.

Importing the Alignment Result into the TM

To import all alignment result files into the TM take the following steps:

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1. Click the Translation Memories View button in the Navigation pane to switch to the Translation
Memories view.

2. The TM from the previous exercise should still be open. Click the Import button in the
application ribbon.

3. In the Import window click Add Folder, and select that folder that contains your alignment
result. All *.sdlalign files will then be listed under Files.

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4. Now click the Next button.

5. The following pages display a number of advanced options, which we leave unchanged.
Therefore, just click Next twice to continue.

6. On the last page of the import wizard click Finish to start the import.

7. Wait a few seconds for the import to finish, then click Close.

Browsing the TM Content

You should now see the content of your TM. Note that all segment pairs are sorted chronologically, i.e. the
units that were first imported are shown first. By default only 50 segment pairs are displayed on one page.
To navigate to the next 50 units take the following steps:

1. Make sure that the Home tab of the application ribbon is selected. Then click the Next Page button.

2. This shows the next 50 segment pairs. Click the Next Page button two or three more times to
browse further in your TM.

3. To move back to the previous page click the Previous Page button.

4. Now move back to the first page by clicking the First Page button.

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Viewing the TU Count

To ascertain how many segment pairs have been imported in your TM, right-click the TM name, then
select Settings from the context menu.

On the bottom of the Translation Memory Settings window you can see the number of translation units:

Click OK to close the window.

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SUMMARY
C SDL Trados Studio offers an alignment feature through which you can import the content of legacy
source and target documents into a translation memory.
C You can add single file pairs as well as folder structures that contain multiple source and target
documents.
C You can review the alignment result to correct any misalignments. During review you can confirm,
disconnect, and reconnect segment pairs, edit the source and target content, split segments and
insert new, empty segments, which is useful, for example, when the source text contains segments
that are missing in the target language.
C Studio uses different colors (green, yellow and red) to visualize whether a particular segment pair
alignment is considered of good, average or low quality.
C The alignment supports one-to-one as well as one-to-many connections for cases in which, for
example, one source segment has been translated with two target segments.
C After reviewing the alignment result you can import it into the selected TM. When importing you
can choose to apply TM field values, import the alignment result as plain text, set the alignment
quality value, etc.
C You can also import the alignment result (i.e. the *.sdlalign files) directly into the TM without
reviewing it.

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GENERATING AUTOSUGGEST
DICTIONARIES

In this chapter you will learn how to:

C Create an AutoSuggest dictionary from a TM export file
in TMX format

Chapter

6
 Generating AutoSuggest Dictionaries
6

GENERATING AN AUTOSUGGEST DICTIONARY

AutoSuggest dictionaries offer for segment fragment matching for increasing translation productivity.
AutoSuggest dictionaries intelligently suggest segment fragments that fit the current context while you
are typing.

AutoSuggest dictionaries are created from existing translation memories. The TM input files can be in one
of the following formats:
C *.sdltm
C *.tmx (Translation Memory Exchange)
C *.tmx.gz (compressed TMX format)

For this exercise we provide a TMX sample file, which you can find in your sample files folder. i.e.
..\Sample Files\Generating AutoSuggest Dictionaries.

To create an AutoSuggest dictionary from an existing TMX file, take the following steps:

FREELANCE
T
AutoSuggest dictionaries can only be created with the SDL Trados Studio Professional or the
Freelance Edition with the AutoSuggest dictionary creator add-on. If you have the Freelance Edition
without the add-on, you can use AutoSuggest dictionaries, but you can only create them within the
first 30 days after installation of the product.

1. Switch to the Welcome view.

2. Make sure that the Home tab is selected. Then click the Create AutoSuggest Dictionary
button.

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3. This opens the New AutoSuggest Dictionary window. Here, click the Browse button to select
the TMX input file.

4. In the Open File-based Translation Memory window, make sure that the file type TMX
Translation Memories (*.tmx;*.tmx.gz) is selected in the file type dropdown list.

5. Browse for the sample TMX file from which the AutoSuggest dictionary is to be created, i.e.
Sample EN-GB_DE-DE.tmx.

NOTE
D
The sample file is an English-German TM in TMX format that contains approx. 40,000 TUs.

6. Click Next and wait a few seconds for the TMX file to load.

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7. On the next page you can see the language pair of the AutoSuggest dictionary
(i.e. English - > German). Just click Next to continue.

8. On the page AutoSuggest Dictionary Creation Memory Usage the total number of units to
process is displayed. The sample TMX file contains over 40,000 units. You may decide to
reduce the number of units to process. Reducing the number of units to process can be
helpful when processing very large TMs, which could help avoid memory issues. However,
for our sample input file this is not required, as it is relatively small. Therefore, just click
Next to continue.

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9. On the following page click Browse and select the location in which the AutoSuggest
dictionary is to be created. Select a location that you can find easily, e.g. your desktop, and
enter a name for the AutoSuggest dictionary file, e.g. EN-DE.

NOTE
D
AutoSuggest dictionary files have the extension *.bpm (for bilingual phrase mapping).

10. Click Finish to start the creation of your AutoSuggest dictionary. Depending on the size of
the TMX file, generation of the AutoSuggest dictionary takes some time (for the sample file
about 3 minutes).

NOTE
D
The AutoSuggest dictionary can only be generated, if your input TM contains 10,000 translation units
or more. TMs with less units do not provide a sufficient basis for reliable phrase extraction.

11. When the generation process is complete, click Close. Open Windows Explorer to view the
newly-created AutoSuggest dictionary file, e.g. EN-DE.bpm.

SUMMARY
C AutoSuggest dictionaries support the translation process by interactively suggesting relevant words
and expressions while you are typing.
C AutoSuggest dictionaries can be generated from a TM or a TM in TMX export format.
C The source TM needs to contain at least 10,000 units (i.e. pairs of source and target segments) for
meaningful phrase extraction.

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CREATING TERMBASES FROM
EXCEL GLOSSARIES

In this chapter you will learn how to:

C Convert a glossary file in Excel format into an SDL
MultiTerm termbase

Chapter

7
 Creating Termbases from Excel Glossaries
7

ABOUT CONVERTING EXCEL GLOSSARIES

SDL MultiTerm comes with an additional product called SDL MultiTerm Convert, which allows you to
convert, for example, Excel glossaries to SDL MultiTerm XML format. This XML format then be imported
into a termbase.

PREPARING YOUR GLOSSARY FOR CONVERSION

In your sample files folder, i.e. ..\Sample Files\Converting_Glossaries, you find the glossary.xlsx sample file.
When opened in Microsoft Excel the glossary looks as shown below:

Note that this file already fits the requirements for converting into SDL MultiTerm XML format, i.e.:
C The terms for each language and the values of the descriptive field (i.e. Subject) are listed in separate
columns.
C The column headers contain the label of each language field and the descriptive field. It is
important that the column headers match the names that the fields will have in the SDL MultiTerm
termbase.

CONVERTING THE MICROSOFT EXCEL FILE

Specifying the Input Format and File

To convert the Microsoft Excel glossary take the following steps:

1. First, make sure that the file to convert is NOT open in Microsoft Excel.

2. Launch SDL MultiTerm Convert through Start -> All Programs -> SDL MultiTerm 2019.
Then click the SDL MultiTerm 2019 Convert application icon.

3. This will open SDL MultiTerm Convert, which is a wizard application. On the first page of
the wizard, click Next to continue. On the following page click Next again.

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4. On the Available conversion options page select Microsoft Excel format from the available
input formats, then click Next.

5. On the Specify Files page you select the file to convert. Click the Browse button and select
the file glossary.xlsx from your sample files location (i.e. ..\Sample Files\Converting_Glossaries)
by double-clicking it. Then click Next.

NOTE
D
The other text fields will be filled in automatically. These contain the names of the output file paths,
most importantly the XML output file, which we will later import into a termbase.

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Specifying the Termbase Fields

1. On the Specify Column Header page, the field names from the column headers in the selected Excel
file are shown in the Available column header fields list. On this page you need define which
column headers should be processed as language fields, and which ones contain additional
(descriptive) information.

2. Start with the Subject field. Make sure that this field is highlighted in the Available column
header fields list.

3. The Subject column contains descriptive information (i.e. no terms), therefore the
Descriptive fields radio button, which is already pre-selected, applies here. Just change the
value in the dropdown list below from Text to Picklist.

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NOTE
D
The data type Text is used for fields that allow for free text, e.g. a definition, note, example, etc. When
you have a limited number of values (e.g. only a limited number of clients), then use the data type
Picklist. This is the likely data type for Subject, as a Subject is usually associated with a limited set of
values, e.g. general, politics, science, etc.

4. Continue with the other columns, i.e. English and German. Let us assume that the terms
listed in the English column should be stored as English (United Kingdom) in the termbase.
To do this make sure that English is selected in the Available column header fields list.

5. Then click the Language field radio button, as English is language, not descriptive
information.

6. From the dropdown list below Language field select English (United Kingdom).

7. Repeat the above step for German, which needs to be assigned to German (Germany).

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8. Click Next to continue.

Specifying the Entry Structure

1. Descriptive information can be assigned to the entry level (i.e. the top level), if they refer to the entry
as a whole, i.e. to all terms contained in the entry. Descriptive fields can also be assigned to the term
level, if they refer only to a particular term. Let us assume that the Subject field value should always
refer to the whole entry.

2. Highlight Subject in the Available descriptive fields list and select Entry level in the Entry
structure box. Then click the Add button.

3. Note that the Subject field has now been added under Entry level and therefore above the
languages. Click Next to continue.

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Starting the Conversion

1. On the Conversion settings summary page click Next.

2. This will start the conversion. Wait for the progress bar to indicate that the conversion is
finished.

3. Proceed by clicking Next and then click Finish.

4. Take a quick look at the sample folder that contains your glossary.xslx file.
SDL MultiTerm Convert has created the following files:

C glossary.xdt: this is the termbase definition file from which we will create a new (empty)
termbase
C glossary.mtf.xml: this is the termbase content, which we will import into the termbase (which
we are going to create in the next step)

CREATING A NEW TERMBASE

Start SDL MultiTerm if it is not running through Start -> All Programs -> SDL MultiTerm 2019 -> SDL
MultiTerm 2019 Desktop.

Creating the Termbase File

To start creating the new termbase take the following steps:

1. Switch to the File tab, and then select the New -> Create Termbase.

2. This opens the Save New Termbase window, in which a location and a default name for the
new termbase is already suggested, i.e. New Termbase.sdltlb.

3. Replace the suggested termbase file name with glossary.sdltb, then click Save.

Loading the Termbase Definition

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1. This opens the Termbase Wizard. On the first screen of the wizard just click Next to continue.

2. We will now create the new termbase based on the glossary.xdt termbase definition, which
SDL MultiTerm Convert has created. To select this termbase definition click the Load an
existing termbase definition file radio button.

3. Click the Browse button and select the file glossary.xdt from your sample files location.

4. Then click Next to continue.

Naming the Termbase

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1. On the Termbase Name page, enter a name for your termbase into the Friendly Name text field, e.g.
User Interface Glossary.

2. Then click Next to continue.

Languages and Descriptive Fields

1. The Language Fields page lists the languages taken over from the Excel file. Here you just need to
click Next to continue.

2. You can also skip the next two pages, i.e. Descriptive Fields and Entry Structure by clicking
Next twice.

3. On the Wizard Complete page click Finish to create the termbase.

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4. Wait a few seconds for the new termbase to be created. Note that the termbase name is
shown in the application title bar.

Importing the Glossary Content

Note that the newly created termbase is still empty. You need to import the content that you converted
from the Excel glossary into the termbase. To do this take the following steps:

1. Click the Termbase Management button on the bottom of the Navigation pane.

2. Right-click Import and then select Process from the context menu.

3. On the first page of the Import Wizard click Browse and select the file glossary.mtf.xml,
which has been created by SDL MultiTerm Convert, from your sample files folder.

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4. Then activate the Fast import check box and proceed by clicking Next.

5. On the following page click Next again.

6. Wait for the progress bar to reach 100%. After all entries have been processed click Next,
and then Finish.

7. Switch back to the Terms view, and the terms from the imported entries are now shown in
the Browse list.

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SUMMARY
C Glossaries in Excel format can be converted to SDL MultiTerm XML through SDL MultiTerm
Convert, which is a wizard application.
C The field and language names need to be stated in the first row, i.e. in the column headers.
C SDL MultiTerm Convert generates an *.xdt file, which contains the termbase definition and from
which a termbase can be created.
C SDL MultiTerm Convert also generates an *.xml file, which contains the actual entries, and which
can be imported into the termbase.

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LEVERAGING LEGACY
RESOURCES

The exercise in this chapter demonstrates how you can use the
translation memory, the termbase, and the AutoSuggest
dictionary that you created in the previous chapters to translate
a sample document.

Chapter

8
 Leveraging Legacy Resources
8

ABOUT THIS EXERCISE

The document for this exercise can be found in your sample files folder, i.e.: ..\Sample Files\Sample
documents.

This document is an updated version of one of the files that you aligned before. Moreover, it also contains
terminology that can be found in the converted glossary.

OPENING THE FILE FOR TRANSLATION

Open the file Sample_EN.docx for translatione.g. by pressing Ctrl+Shift+O.

Make sure that you select the corresponding TM, termbase, and the AutoSuggest dictionary that you
created in the previous chapters.

The Alignment Penalty

Take the following steps:

1. Make sure that your cursor is placed inside the empty target cell of the first segment.

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2. Note that you will get a translation suggestion, which is marked as a 99% fuzzy match.
Move the mouse pointer over the icon below the match value in the Translation Results
window.

3. A tooltip will appear to indicates that an alignment penalty of 1% has been applied to current
translation suggestion. Note that this penalty is by default applied to all translation units that
come from an alignment. The purpose of the alignment penalty is to alert the user that the
current translation suggestion comes from an alignment and might not be 100% reliable.

4. However, in this case, the correct translation has been suggested. Therefore, you can
confirm the current segment without making any changes.

NOTE
D
Once an aligned unit has been confirmed during translation, it will be offered as a 100% or even a
CM match the next time that the same segment comes up in a document again.

NOTE
D
The alignment penalty is also the reason why you will find a lot of 99% matches in the analysis report
when you run an analysis on the current file.

Analyzing the File

Now run an analysis on the file. Take the following steps:

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1. Click Batch Tasks -> Analyze Files.

2. In the Batch Processing window click Finish, and after the process is complete click Close.

3. When prompted to re-open the file, click Yes.

4. Switch to the Reports view to view the analysis result.

5. Note that most segments can be found in the 95%-99% range, which is due to the
alignment penalty, as most segments will be 100% matches that have a 1% alignment
penalty.

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Switch back to the Editor view to translate the rest of the document. For most segments, you will get high
fuzzy matches that require very little or no editing. For the segments that have no TM match, you should
get a number of hits from the termbase and/or from the AutoSuggest dictionary, e.g.:

SUMMARY
C The resources that you generated through alignment of legacy documents and conversion of MS
Excel glossaries can be easily used for processing new documents.
C Translation suggestions that come from an alignment are automatically assigned a penalty of 1% to
alert users to the fact that the current suggestion might not be 100% trustworthy.
C Once you have confirmed a translation suggestion that originates from an alignment, the alignment
penalty will no longer be applied, i.e. the translation will be offered as a 100% or CM match the next
time that the same segment comes up.

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FUZZY MATCH REPAIR

In this chapter you will learn:

C What fuzzy match repair is
C How to use fuzzy match repair in your daily work

Chapter

9
 Fuzzy Match Repair
9

ABOUT FUZZY MATCH REPAIR

You already know that a TM can provide translation suggestions even if the segment that you need to
translate is not identical, but only similar to a previously translated segment. In this case, Studio will
suggest a fuzzy match and highlight the differences between the current and the previously translated
segment. You then have to adapt the suggested translation manually.

Now imagine the following: Studio automatically modifies the suggested target segment to fit the current
context, so that you only have minimal or even no post-editing work. This automatic adaptation of fuzzy
matches is called Fuzzy Match Repair.

Take the following example:

Your TM contains the following source / target segment pair:

Source: Please close the window.

Target: Das Fenster bitte schließen.

Now you need to translate the following segment:

Source: Please open the window.

The only difference between the previous and the current source segment is the fact the verb has changed
from close to open. After retrieving the suggested translation, you need to manually adapt the target
segment by manually inserting the target-language equivalent for the word open.

With Fuzzy Match Repair, the corresponding word in the target segment gets replaced automatically. This
means that you can save even more time when dealing with fuzzy matches. For this to work, of course,
Studio has to ‘know’ where the words to replace are located in source and target. Furthermore, Studio has
to ‘know’ which target-language words to insert. For this Studio can draw from the following sources:

1. Fragments from other segments stored in the TM (in our example, other segments in which the
words open and close occur)

2. Termbase entries that contain the relevant terminology

3. Web-based machine translation systems such as SDL Language Cloud (which we will not be
using in this exercise)

USING FUZZY MATCH REPAIR

In this section you will see examples of how Fuzzy Match Repair works.

Opening the Sample File, TM, and Termbase

To select the sample file, TM, and termbase, take the following steps:

1. Press the keyboard shortcut combination Ctrl+Shift+O, and browse to the folder ..\Sample
Files\Studio - Getting Started Part 2\Fuzzy match repair.

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2. Select the file Sample_Document.docx. Select English (United Kingdom) as source and
German (Germany) as target language. Use the sample TM that you find in the same folder
as the sample document.

3. Then click the Advanced button in the lower-left corner of the window. In the Project
Template Settings window select Language Pairs -> All Language Pairs -> Termbases. Then
click Use -> File-based MultiTerm Termbase to select the termbase that you find under
..\Sample Files\Fuzzy match repair\Termbase.

4. Click OK twice to open the document in the Editor view.

5. Select All Language Pairs -> Translation Memory and Automated Translation -> Search.

Fuzzy Match Repair in Action

Now that the document is open, take the following steps:

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1. For the first segment you are getting a repaired fuzzy match, which is indicated by the wrench
symbol in the match value box. In this case, the word adding has been replaced with saving. In the
Translation Results window, the changes are not only highlighted for the source segment, but also
for the target segment. This indicates that the target segment has been ‘repaired’ by inserting the
correct term.

2. You might still have to adapt the suggested translation, but you should have less editing
work than if you had to ‘repair’ the whole fuzzy match manually. Edit the segment as
required, and confirm it.

3. For the next segment you are also getting a repaired fuzzy match. The string in TagEditor has
been removed from the source, as this is an outdated product name. Studio has also
removed it from the target. Verify whether the repaired fuzzy match is correct, edit it if
necessary, then confirm it.

4. For segments 3 and 4 you should also get repaired fuzzy match suggestions. Studio has been
able to repair these matches using segment fragments from other translation units in the
same TM. Edit the suggested translations as required, and confirm them.

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5. For the last segment you also get a repaired fuzzy match: the outdated product name T-
Window has been replaced with the application. Thanks to the fact that this term has been
found in the termbase, Studio was able to automatically insert the correct target term into
the target segment.

6. Edit the suggested translation as required, and confirm it.

Finally, you can save and close the document.

SUMMARY
C Studio can automatically adapt fuzzy matches, which means less manual editing work for you.
C Studio determines which terms have to be changed in the target segments using segment
fragments from other translation unit in the TM, terms from a terminology database, or Web-based
machine translation systems such as SDL Language Cloud.
C Repaired fuzzy matches are highlighted with a wrench symbol to distinguish them from non-
repaired matches.
C For repaired fuzzy matches, the Translation Results window also highlights the changes in the
target segment, so that you can see what automatic fuzzy match repair has changed.

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SDL GROUPSHARE

This chapter provides a quick overview of SDL GroupShare.

You will learn how to:
C Connect to a GroupShare Server
C Open a project from a GroupShare Server
C Check out and check in a file

Chapter

10
 SDL GroupShare
10

ABOUT SDL GROUPSHARE

SDL Trados Studio has the capability to connect to a central SDL GroupShare Server. A GroupShare
Server allows you to do the following:
C Access centralized projects
C Upload and download files to/from a central server over the Internet or an Intranet

GroupShare facilitates the handling of projects that involve distributed teams. Rather than sending out
package files to project team members, translators can log on to the server and check out the files that they
need to process. GroupShare logs which files have been checked out by which user. That way you can
transparently trace who currently owns which files. The system thereby effectively avoids conflicts, e.g. two
users changing the same file.

LOGGING IN TO A GROUPSHARE SERVER

Note that the following exercise is only relevant for you if you have access to a GroupShare. To connect to
a GroupShare Server take the following steps:

1. Switch to the File tab. Then select Setup -> Servers.

2. In the Servers window click Add to add a connection to a GroupShare Server.

3. In the Add SDL Server window enter the server name into the Server Address text field.

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4. The default port is 80. If the port number needs to be changed, enter the value into the Port
text field. Click Next to proceed to the Authentication page.

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5. On the Authentication page SDL Authentication should be selected as Login Provider. Then
enter your user name and password into the corresponding text fields. In order to avoid
being prompted for the password next time you connect, make sure the Remember me
check box is activated.

6. Then click Finish to connect. If you have been successfully connected, then the server
should be shown as Available. Now click Close.

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OPENING A PROJECT FROM THE SERVER

Now that you are connected to the server you can open projects that have been published through
GroupShare, and are accessible to authorized users.

To access a server-based project take the following steps:

1. Switch to the Welcome screen, and then click Open Trados GroupShare Project.

2. This will raise the Open GroupShare Project window. On the left-hand side you will see a list
of so-called organizations. Projects are usually stored in different organizations (e.g.
Marketing, User Guides etc.), similar to the way files on a hard disk are stored in different
folders.

3. Translators and reviewers can be given access to particular organizations. Let us assume that
the project that you would like to access is called Training Sample Project, which can be
found in the Training organization. To open this server project, select the Training
organization, and then click the corresponding project name. Finally, click Next.

4. On the following page you see that a folder has been suggested into which the project
information file will be downloaded. Leave the suggested location unchanged, and then click
Finish.

NOTE
D
In this step you will NOT download the actual files to translate, but just the project information file.
The files to process need to be downloaded in a separate step (see section below).

5. After the project information has been downloaded to your local PC click Close.

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6. Now switch to the Projects view.

7. Note that the server project is now listed in the application. The project icon with the green
globe indicates that this is a GroupShare Server project.

CHECKING OUT FILES

As mentioned before, by opening the project you have just downloaded the information on the project, but
not the actual project files. The process of downloading files to translate or review is called check-out.

To check out a project file take the following steps:

1. Double-click the project to switch to the Files view.

2. Right-click the first file, and select Check Out from the context menu.

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3. Note that after you have checked out the file it is marked with a specific icon, and the name
of the user who has checked out the file is stated in the Checked Out To column. By
checking out the file you have claimed ownership of the document. This means that no
other translator or reviewer can check out the file now. All authorized users can see who has
claimed ownership of a project file.

CHECKING IN FILES
Since checking out a file means that you have downloaded it to your local PC. You can now translate or
edit it just like any other file that you have opened in Studio. After having translated the file you will want
to upload it to the GroupShare Server, i.e. check it in.

To check in a project file take the following steps:

1. Make sure that you are back in the Files view. Right-click the file, and then select Check In from the
context menu.

2. This raises the Check In window. Here you may enter an optional comment. Click Check In
to upload the file to the server.

3. Note that by checking in you have released ownership of the file, which is now available to,
for example, a reviewer, an editor, the project manager, etc.

SUMMARY
C SDL GroupShare helps distributed teams to work more effectively on projects.
C To connect to a GroupShare Server you require the server address and a login.
C Once connected to a server you can open projects that have been published and to which you have
access.
C Project files and be downloaded (check out) and uploaded (check in) from/to the server. It is
transparent to all those involved who is currently working on which file.

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THE SDL APPSTORE

The SDL AppStore is an online platform from which you can

download useful plugins (most of which are for free) to add
new functionality to your Studio. This chapter provides a quick
introduction to the SDL AppStore. You will learn how to:
C Open the SDL AppStore
C Download a plugin
C Install a plugin
C Manage your plugins

Chapter

11
 The SDL AppStore
11

NAVIGATING TO THE SDL APPSTORE

The easiest way to find the SDL AppStore is by clicking the corresponding link in the Welcome view of the
Navigation Pane.

This will open the SDL AppStore in your Web browser:

DOWNLOADING AN APP
Imagine you have heard about a useful plugin called Dictionary Plugin, which allows you to look up online
dictionaries directly from Studio. To download the plugin take the following steps:

1. Enter the name of the plugin into the search field, i.e. Dictionary Plugin, then press Enter.

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2. Click the icon of the corresponding plugin that appears in the search result(s).

3. Then click Download. You will then be prompted to log in with your SDL user account, or to
sign up if you have no account with SDL. After logging in you will be able to download the
plugin to your PC.

INSTALLING A PLUGIN
To safe you the trouble of downloading, we have already placed the plugin into your sample files folder,
i.e. ..Studio - Getting Started Part 2\Apps. There you will find the *.sdlplugin file, which you need to double-
click. This will open the SDL Plugin Installer:

1. On the first screen click Next.

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2. Accept the terms and conditions, then click Next again.

3. Select the version of Studio for which the plugin should be installed

4. On this screen, you can also decide in which folder the plugin should be installed. The
option All your domain machines will deploy the plugin to a roaming folder, so that you can
use it from any PC in a local network. The option Local machines will put the plugin to a
folder that is only accessible on the local PC. Select your preferred deployment option, then
click Next.

NOTE
D
If you have several versions of Studio installed, you can deploy the plugin to all Studio versions.

5. Finally click OK. If Studio is already started, please close the application, and re-start it. The
plugin will only be available after a re-start.

You can now start using the plugin. In case of our sample plugin, you will find an extra button on the
Advanced tab in the Editor view, which you can use to look up selected terms in Wiktionary.

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MANAGING PLUGINS
If you download and install a lot of plugins you might want to get an overview of which plug-ins are
installed, and possibly remove a plugin you no longer need. To manage your plugins take the following
steps:

1. Switch to the Welcome view.

2. Click Sdl Plugin Management in the Navigation Pane.

3. This will open the following window in which you can view information like: installed
plugins, version, author, and a button that allows you to uninstall the corresponding plugin.

SUMMARY
C The SDL AppStore offers a big choice of plugins that add new functionality to your Studio, e.g.
plugins that allow you to look up terms in online dictionaries.
C To download a plugin, you need to have an account with SDL.

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C The plugin file can be installed by double-clicking the plugin file. Studio needs to be restarted before
you can access the plugin functionality.
C From the Welcome view you can manage and - if required - uninstall plugins.

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INTERMEDIATE TOPICS -
OVERVIEW

This chapter provides a quick overview of the topics covered in

the Intermediate training course for SDL Trados Studio.

Chapter

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 Intermediate Topics - Overview
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SDL Trados Studio Intermediate for Translators - Overview

The Intermediate training course covers the following topics:
C Processing multiple files through projects
C Automated project preparation
C Using multiple translation memories
C Find/replace functionality
C More on the display filter function
C Changing the segmentation on the fly (merging and splitting segments)
C Finalizing and completing projects
C Merging multiple files into one
C Reviewing documents (tracking changes)
C Selecting your preferred spell check module
C Automated quality assurance (QA Check)
C Automated terminology verification
C Fine-tuning the auto-propagate settings
C Customizing keyboard shortcuts

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SDL (LSE:SDL) is the global leader in content creation, translation and delivery. For over 25 years
we’ve helped companies communicate with confidence and deliver transformative business results by
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