Translating Files - MS Word

INTRODUCTION
When you only have one file to translate, you can open the file directly in SDL Trados Studio, the system
will create a project for your file automatically. But even though a project is created, there are differences
between translating a single file and setting up a project with the project wizard. The project of a single
file is limited to this file, new files cannot be added to the project.

Then you choose which translation memory and termbase you want to use.

For translation, your file will be saved into the internal SDL XLIFF format. This file will contain source
and target language sentences while you translate.

After translation you save your translated file back to the original file format.

OPENING A FILE
To open the sample document for translation, take the following steps:

Selecting the Document and the Language Pair

1. Switch to the Welcome screen, and then click the Browse link.

2. Browse to the sample files folder in which the sample document is located, e.g. ..\Sample
Files\Sample documents.

3. Select the file sample.docx by double-clicking it. A window opens that shows the file you have
just selected. Click TRANSLATE SINGLE DOCUMENT.

4. In the Translation Memory and Document Settings window that appears now, make sure
that English (United States) is selected as the source language.

NOTE
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The source and target languages you select here need to match the language pair of the translation
memory that you created in the previous chapter (i.e. EN-US_DE).

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5. Select your target language from the Target Language dropdown list, i.e. German (Germany).

Selecting a Translation Memory

1. Add your recently created TM by clicking Use -> File-based Translation Memory.

2. Browse for your TM file, i.e. EN-DE_Training.sdltm, and double-click the file to add it.

3. The selected TM should now be displayed as shown below:

4. Make sure that all four checkboxes are selected, to be able to use this TM for this translation
(enable), to get segment lookup, to get lookup of segment parts (concordance) and to save
your translations to this TM (update)

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Selecting an AutoSuggest Dictionary

1. Click the Advanced button to add a sample AutoSuggest dictionary and a termbase. This will open
the Project Template Setting window.

NOTE
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Remember that translation memories allow matching on a sentence (segment) basis, while
AutoSuggest dictionaries are used for matching segment fragments.

2. Click AutoSuggest Dictionaries on the bottom of the tree on the left-hand side of the
window. Click the Add button in the lower right corner of the window.

3. Select the AutoSuggest dictionary for your language combination by double-clicking the file,
e.g. ..\Sample Files\AutoSuggest\AutoSuggest_EN-US_DE-DE.bpm.

Selecting a Termbase
1. Next, select the sample termbase. To do this click All Language Pairs, and then select Termbases.

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2. Select Use -> File-based MultiTerm Termbase.

3. Browse to the Termbase folder of your sample file set (e.g. ..\Sample Files\Termbase) and
double-click the termbase file Sample.sdltb.

4. The termbase name should now be displayed in the Project Template Settings window.

5. Click OK again to open the sample source document in the Editor view.

NOTE
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Term bases can contain several languages, this is why they are selected in the area All Language
Pairs, while AutoSuggest dictionaries are always specific to one language pair, therefore you add
them in the section of this specific language pair.

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TRANSLATION EDITOR OVERVIEW

The Editor view presents a side-by-side view of the document:

The source document is displayed in a table, with each sentence (commonly referred to as segment) is
displayed in a table row. The table has five columns:

1. The first column shows the segment number, by which each segment can be uniquely referred to.

2. The second column shows the source segments.

3. The third column shows the segment status. It contains icons indicating the translation
status and the translation origin. Here, you can ascertain at a glance whether a translation is
in draft status, is confirmed, etc. In the beginning, all cells in this column contain a white
icon, which indicates that all segments are currently untranslated.

4. The fourth column shows the target language. This is where you enter the translations of
the corresponding source segments.

5. The fifth column shows the document structure information. Here, you can see whether a
segment is e.g. a heading, a footnote, normal paragraph text. For example, the first segment
is a heading which is indicated by letter H. Move the mouse pointer over the H in this cell.
This will display a tooltip with the full description, i.e. Heading. Move the mouse pointer
over one of the cells below, which contain the letter P. This will show a Paragraph tooltip.

The Windows in the Editor

Above the side-by-side editor, you see a number of tabs, most importantly the Translation Results window.
This is where matches from the TM (if any) are displayed. For the first segment in our sample document
the message No matches found is displayed, as the TM does not contain a match for the current segment.

Note that the window actually consists of a number of tabs. By clicking the tabs you can switch between
different windows, e.g. Translation Results, Messages, Concordance Search, and Comments. In the
course of this exercise you will get to know the function of each tab.

Each source language sentence (segment) you are going to translate is compared to all source language
segments in the TM. If a similar segment or the same segment is found, the translation saved with this
segment will be shown as a translation suggestion. The comparison between the segment to translate and
the segment in the TM is called „matching”. If you see a suggestion for a translation, a match for the
source language segment was found in the TM, i.e. the translation from the TM might be useful for the
translation you have to do now.

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In the course of this exercise you will get to know the function of each tab (Translation Results, Messages,
Concordance Search, and Comments).

Next to the Translation Results window you find the Term Recognition window, which displays hits from
the selected termbase(s).

You can close, resize, and rearrange all windows to leverage your screen space as required. Try to perform
the steps below on the Term Recognition window:
C Closing windows: Click the Close (X) button in the upper right corner of the window to close it.
Instead of the Term Recognition window, the Termbase Search window is displayed, which you can
close as well. To re-open both windows click the corresponding buttons on the View tab.

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C Auto-hide windows: You can auto-hide windows by clicking the Auto Hide button in the upper right
corner of the window.

If the Auto Hide button is pointing to the left, the window automatically collapses once you move
the mouse pointer away.

The name of the hidden window (e.g. Term Recognition), however, will still be displayed in a tab.

When moving the mouse pointer over the tab, the window will reappear. If you move the mouse
pointer out, the window will hide again. You can disable Auto Hide and fix the position of the
window by clicking the Auto Hide button once more. When the Auto Hide button icon is pointing
down, the window stays locked in its current position.

Moving and docking windows: You can move and rearrange windows within the application or even
drag the window and position it outside of SDL Trados Studio. For example, you can move a
window to a second screen. To move a window:
C Move mouse pointer over the title bar of the window and press the left mouse button.
C With the left mouse button pressed, start moving the window to another position. (You can
also move it to a position outside of the application window.)
C While you are dragging the window direction indicators will appear on your screen. To dock
the window, for example, to the right border of SDL Trados Studio, move your mouse pointer
(with the left mouse button still pressed) over the direction indicator pointing to the right and
release the left mouse button.
C The window is now docked on the right-hand side of SDL Trados Studio.
C Resetting the window layout: You can always reset the windows layout to the default setting by using
the Reset Windows Layout command on the View tab.

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Navigating in the Editor

Moving from Segment to Segment

You can easily move to the next or previous segment to translate or edit in the Editor simply by using the
Up/Down Arrow keys on your keyboard. Of course, you can also click inside a segment to select it. The
selected segment will then be highlighted.

Navigating in the Document Tree

The document tree in the Navigation pane on the left-hand side allows you to quickly jump to a particular
section in the file. The sample documents contains three main sections. The section headlines are shown
in the document tree. For example, to jump to the second headline simply click the link Segments with
Formatting in the document tree. The corresponding segment in the document will then be selected.

Now click the first link in the document tree, i.e. Simple Segments. This will lead you back to the first
segment.

TRANSLATING THE DOCUMENT

Now we will start the actual translation work.

Translating the First Segment

In the target column enter the translation for the first segment, e.g. Einfache Sätze.

NOTE
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The letter H in the last column on the right-hand side indicates that this segment is a heading.

Note that as soon as you start typing the translation the icon next to the segment changes to the following
symbol, which indicates that this segment has been edited:

Note that this symbol also indicates that this segment is still in draft status, and has not been confirmed
and added to the TM yet.

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Using AutoSuggest
Use the Down key on your keyboard to move to the following segment (This is an example of a new sentence).
Example for a German translation: Dies ist ein Beispiel für einen neuen Satz. Note that as soon as you start
entering the translation for the word example, the application suggests the corresponding translation, i.e.
the German word Beispiel).

NOTE
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There will be further examples of hits from the AutoSuggest dictionary, which you can insert into your
translations.

Instead of typing the whole word, just press the Enter key on your keyboard to insert the suggestion. Then
go on by completing your target segment. Confirm the translation and save it to your TM by pressing the
key combination Ctrl+Enter. Observe that icon between the source segment and your translation changes
to the following:

This icon indicates that your translation has been confirmed and saved to your TM.

Auto-propagating Translations
The moment you have confirmed the second segment two things happen:

Row 6 is a repetition of the second sentence, which you have just translated. By confirming segment 2,
your translation has been automatically inserted into segment 6, which is identical to segment 2. This
feature is called Auto-propagate. It means that whenever you translate or edit one instance of a segment
that is repeated within your document, all other occurrences of the same segment will be updated
accordingly.
Note that the icon next to the translation in row 6 has been changed to the following:

1. This symbol indicates that this segment is 100% identical (i.e. an exact match) to the segment from
row 2, which you have previously translated and stored in the TM.

Moreover, row 3 now also contains a translation suggestion. The segment is similar to the one in row 2,
which you have translated and added to the TM. Between the source and target segment you will see the
following icon:

2. The icon indicates that a translation has been automatically suggested from the TM, but it
has not been confirmed. Moreover, the 92% match icon shows that this is not an exact
match, as segment 3 is only similar to a previously translated segment. In the above example
the degree of similarity is 92%. This means that you need to adapt the suggested translation
before you confirm and save it to the TM.

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Editing a Fuzzy Match

When you get a suggestion for an identical segment, we talk about a 100% or exact match. Whenever there
is a match rate below 100%, this is called a fuzzy match. Take a look at the Translation Results window
above the document. This window highlights what the differences are between the segment in the
document and the similar segment from the TM and helps you to determine which changes you need to
make to the suggested translation.

In the Translation Results window you will find three segments:

1. At the top of the window you see the current segment from the document.

2. The segment below it is the source segment retrieved from the TM. Differences between the
segment from the TM and the currently active segment from the document are highlighted
with strikethrough and underline formatting. In the above example the word an has been
replaced by another. Note that words that have been removed (e.g. an) are highlighted with
red strikethrough formatting. Words that have been added (e.g. another) are highlighted with
blue-green underline formatting.

3. On the right-hand side you find the translation for the segment retrieved from the TM,
which has also been inserted into the document as a suggestion.

Edit the suggested translation as required by the current source context.

When you edit translations suggested from the TM, the translation origin icon (which shows 92%) becomes
transparent (see example below). This indicates that a translation has been suggested from the TM, but a
human translator has modified it.

Spell Check as you Type

If you misspelled a word in the translation this will instantly be highlighted with a wavy red line.

Correct spelling mistakes as follows:

1. Right-click the incorrect word.

2. This opens a context menu with one or more suggested corrections.

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3. Pick the appropriate suggestion from the context menu to correct the spelling mistake.

Press Ctrl+Enter to confirm and save the modified translation to the TM and to go to the next segment.

NOTE
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You can also run a spell check on the entire document (i.e. after you have completed the translation)
by pressing F7. Any spelling suggestions will then be shown for selection in the Spell Checker
window.

Automatic Number Substitution

Now translate segment 4 (You still owe me 200 dollars), and confirm it with Ctrl+Enter. As soon as you
confirm the following segment will automatically be translated and marked as a 100% match.

Note that the only difference between segment 4 and 5 is the number, i.e. 200 vs. 1,000.

Number differences are adapted by SDL Trados Studio automatically. This is why the next segment has
been marked as a confirmed 100% match so you do not need to modify the segment manually. Just press
Ctrl+Enter to continue.

NOTE
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Segments may contain elements such as numbers, which are called placeables, as they are ’placed’
inside the target segment rather than being translated. Note that placeable elements are marked with
a blue underline in the source segment.

NOTE
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If your segment contains more than one number, check carefully that the numbers in the translation
appear at the correct position, especially if the translation was retrieved as a 100% match.

Applying Character Formatting

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Now translate segment 7, confirm it, and proceed to segment 8:

Note that segments 8 and 9 are almost identical, the only difference is the formatting of the word many.
When you translate segment 8 and store the translation in the TM, SDL Trados Studio will suggest the
translation for segment 9. The difference in character formatting is the reason, why you do not get an exact
match, but a 99% match.

NOTE
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TMs do not only take text differences into account, but also character formatting differences.

Modify the suggested translation by applying bold formatting to the target segment:

1. Select the word in the target segment that needs to be formatted (e.g. by double-clicking it).

2. Click the Apply bold button in the ribbon.

3. The selected word has now been formatted accordingly, and you can press Ctrl+Enter to
proceed.

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Active Terminology Recognition

Take a look at the next segment. You will notice that two words are highlighted with red bracketed lines:

These lines are used to highlight words that have been found in the terminology database. If a termbase
has been selected for a project, the source segments will be automatically scanned for any known
terminology. This feature is called Active Terminology Recognition. Take a look at the Terminology
Recognition window in the upper right corner of the application. Note that it lists the recognized source
terms and their translations.

As soon as you start by typing first letter of the translation for application icon, the system will automatically
offer the full term, which you can insert into your target segment by pressing the Enter key.

Inserting terminology into your target segments is done in the same way as inserting matches offered by
the AutoSuggest dictionary. In the above example the list contains suggestions both sources, i.e. the
AutoSuggest dictionary and the termbase. You can easily distinguish between termbase matches and
AutoSuggest dictionary matches, as they are marked with different icons.

Terminology matches have the following icon:

AutoSuggest dictionary matches are marked by the following icon:

NOTE
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Termbase suggestions are usually more reliable than AutoSuggest dictionary matches, as termbases
are maintained by a terminologist or translator.

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Applying Character Formatting Through QuickPlace

To apply formatting to words in the translation, we have already used the usual way of marking the word
and applying formatting with a formatting button. There is another way to apply the formatting
information from the source segment to words in the target segment, which is called QuickPlace. It works
the same way as inserting terms from the termbase or AutoSuggest dictionary.

1. Highlight the words in your target segments to which you wish to apply some character formatting.

2. Press the following keyboard combination: Ctrl+, (comma).

This will open a QuickPlace list - with the three types of character formatting that are used in the source
segment - and which allows you to apply character formatting quickly by using simple keyboard
commands.

3. Select the required formatting and press Enter on your keyboard.

NOTE
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The available types of formatting are sorted in an intelligent manner so that the formatting type that
is most likely to apply to the selected word(s) is listed first. However, you can select any other
suggested formatting type from the list by using the Up Arrow and Down Arrow keys on your
keyboard.

4. Repeat these steps for the other strings in the target segment that need to be formatted, and
confirm the segment.

Real-time Preview
It is often useful to view the actual MS Word document layout. You can do this any time while you are
translating:

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Move the mouse pointer over the Preview tab on the top right of the application window.

5. The Preview window will slide in. Click the Click here to generate initial preview link in the
Preview window.

6. This will show the target text in an MS Word preview window.

TIP
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Depending on your screen size and resolution, the preview may turn out too small to read. You can
resize the Preview window by moving your mouse pointer over the divider of the left-hand side of the
window and drag it to the left while keeping your left mouse button pressed.

NOTE
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The real-time preview is available for the following file formats: Word, PowerPoint, Excel, HTML, and
XML. All other supported document formats (e.g. Adobe FrameMaker, InDesign etc. can be
previewed in the native application if installed on your PC).

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TIP
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To make sure the text is not cut off, you can select Fit to width from the dropdown list on the bottom
of the Preview window.

In the Preview window the currently selected segment from the Editor is highlighted with a grey
background. That way you can quickly ascertain which part of the document you are currently translating.
You can also click a segment in the Preview. This will select the corresponding segment in the Editor view.

By default the Preview window is set to auto-hide, i.e. it will disappear once you move the mouse pointer
away from it.

MORE INFORMATION
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You can keep the Preview window open while you are translating. That way you can see how the
actual layout changes segment by segment. To lock the Preview window in place, click the Auto Hide
button, i.e.:

Inserting Single Tags

Some information in the text will be shown as tags, which are basically placeholders. Tags can appear for
specific formatting information like subscript or superscript or for elements like footnote or index
markers.

Translate and confirm the segment Special Elements (e.g. Sonderfunktionen), and move on to the next
segment, which is:

This segment contains a fn tag.

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The text of the current segment identical to another one that you translated previously. However, you need
to insert the tag into the target segment before you proceed. Otherwise, the footnote reference would be
missing in the target document. To do this take the following steps:

1. Place the cursor at the position in the target segment where the tag needs to be inserted.

2. Press the keyboard combination: Ctrl+, (i.e. the same one you used previously for applying
character formatting).

3. This will open a QuickPlace list, which contains a footnote reference tag. Press Enter to
insert the tag into your target segment.

This will insert the tag into the target segment. Confirm the target segment with Ctrl+Enter
and proceed.

Concordance Search
In the next segment you find the actual footnote content. The TM does not offer any matching segment
for this sentence. However, the TM contains the expression access keys, which you have translated in
previous segments. You can check how access keys was previously translated, by using the concordance
search feature. A concordance search allows you to select a particular word or expression and look it up in
the TM:

1. Select the expression access keys in the source segment.

2. Press F3 on your keyboard (or click the right mouse button and select Concordance Search
from the context menu).

3. This will display all segment pairs from the TM that contain the selected expression in the
Concordance Search window. In the source segment(s), the search string is highlighted with
a yellow background.

NOTE
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The concordance search also finds derived and inflected forms of your search string. For example: if
you select access key, the TM will still find access keys.

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NOTE
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The concordance search can also be carried out in the target language. To do this select a string in the
target language and press F3.

Finish translating this segment, and confirm it with Ctrl+Enter.

Tracking the Translation Progress

Before you translate the next segment, take a minute to check on your translation progress. When you edit
or confirm a segment, the status of the document is updated in the status bar on the bottom of the
application window:

The status bar indicates the percentage of words in the text that have not yet been translated (about 20%),
that are in draft status (about 14%), and that have been confirmed (about 67%).

Inserting Tag Pairs

The next segments contains a tag pair. Tag pairs consist of an opening and a closing tag, which enclose in
this example a Web address.

To translate this segment take the following steps:

1. First, translate the segment. Just ignore the tags for now.

2. Then highlight the Web address in the target segment.

3. Move the mouse pointer over one of the csf tags in the source segment. (You can select either
the opening or closing csf tag.

NOTE
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csf stands for change style formatting

4. With the Ctrl key pressed click one of the csf tags.

5. This will insert the csf tags around the Web address in your target segment. Repeat steps 3
and 4 for the field tag pair and the csf tag pair around the rest of the text.

NOTE
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Tags here are placeholders for the beginning and end of formatting information, but they do not
substitute spaces. Please be sure that you are typing all the spaces your text needs.

Ghost Tags
Tags here are placeholders for the beginning and end of formatting information, but they do not substitute
spaces. Please be sure that you are typing all the spaces your text needs.

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Before moving on to the next segment we would like to introduce the concept of ghost tags. Very often tags
need to occur in pairs, i.e. an opening tag and a closing tag to start and end some formatting. Deleting a
closing tag, for example, while leaving the opening tag in the translation is likely to cause problems in your
target document. For example, character formatting may be applied to words that are not supposed to have
this type of formatting. SDL Trados Studio offers an effective way of drawing your attention to such
problems. Try the following:

1. Try to remove the last (i.e. the closing) field tag with the Backspace key.

2. Note that the tag is not fully deleted. Instead, it becomes transparent. This is what is called a
ghost tag. The ghost tag will actually only be removed if you delete its opening counterpart
as well. Turning tags into ’ghosts’ is a way of warning users that they are missing a tag.

3. To restore the tag that you tried to delete, highlight the ghost tag, and click the right mouse
button. Then select Restore Tags from the context menu, which will restore the tag pair.
Confirm the segment with Ctrl+Enter to proceed.

Tag View Options

You can change the way tags are displayed using the corresponding ribbon buttons by taking the following
steps:

1. Select the View tab of the application ribbon.

2. Click the Full Tag Text button to show the entire tag text, for example, the underline style
information, the color code, etc.:

The tags will then be displayed as shown below:

3. Click the No Tag Text button you can minimize the tags as shown below:

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4. Switch back to the Partial Tag Text view by clicking the corresponding button. This is the
recommended default tag display option, as it shows only the names of the tags (e.g. field),
which gives you a good idea of what a particular tag stands for.

5. Now switch back to the Home tab.

Automated Translations
The last segment only contains a Web address, which should remain unchanged in the target document.
The entire source segment is considered a placeable element. This is why it has a blue underline.

The Web address can be easily inserted into the target segment by pressing Ctrl+T. The AT icon between
the source and the (identical) target segment indicates that this is an Automated Translation suggestion.
SDL Trados Studio ’assumed’ that the Web address does not need to be localized and translated the
segment automatically. If the Web address indeed does not need to be changed in the target segment,
confirm this short segment with Ctrl+Enter.

Finishing the Translation

You have now translated all segments in the document. Note that the status bar on the bottom of the
application window indicates that we have not confirmed and committed all segments to the TM.

In the above example about 2% of the text are edited, but not confirmed. Remember that you have not yet
confirmed the first segment. Place the cursor into the target column of the top row. Imagine you are not
happy with the way you first translated the first segment. Therefore, make a change to the translation (e.g.
instead of Einfache Sätze write Simple Sätze). After editing the first segment, press Ctrl+Enter to confirm
and save it to the TM.

NOTE
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At this point you can still edit any of the target segments in the Editor view. By pressing Ctrl+Enter,
you can reconfirm them and commit the changes to the TM. The previously entered translation will
then be overwritten with the latest version.

SAVING THE DOCUMENT

Now save the document in SDL Trados Studio:

1. Switch to the Files tab, then click Save.

2. Save As window. In the text field File name the suggested file name is sample.docx_en-
US_de-DE.sdlxliff. (The actual name depends on your source/target language combination,
as the language pair is appended to the original document name.

3. Click the Save button to save the document.

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NOTE
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SDL Trados Studio saves all documents in the bilingual SDL XLIFF format (i.e. not in the native
format, e.g. DOC or PPT). SDL XLIFF files contain both languages, the source language segments
and your translated segments. You will learn how to save your translation back into the original file
format later.

GENERATING A PRINTABLE WYSIWYG PREVIEW

For proofreading purposes, you might want to create a preview of your translated file:

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

2. Then select the Print and View -> View In - > Microsoft Word as Target

3. This will open the target document in MS Word. You can use this preview for printing and
proofreading the document from paper.

4. Please note that any changes you make to this preview document do not go back into your
translation environment or the translation memory. Any changes have to be made inside the
Editor in the SDL XLIFF file.

5. Now close MS Word, and return to SDL Trados Studio.

SAVING THE TRANSLATION IN THE ORIGINAL

DOCUMENT FORMAT
Finally you save the file back to its native format, here MS Word. To create a DOC file from our SDL XLIFF
document, take the following steps:

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

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2. Then click Save Target As.

3. Save Target As window.

4. Select a location to save your target file.

5. In the text field File name the original file name, i.e. sample.docx has been entered
automatically. If you want to save the translated file into the same folder as your original file,
change the suggested name to e.g. sample_de.docx, so as not to overwrite the original file.

6. Click Save to confirm and save the target MS Word file.

Now that you have finalized the translation, you can close the document in SDL Trados Studio by clicking
Close on the File tab.

SUMMARY
C When opening a file for translation you select the source/target language pair, the TM, an
AutoSuggest dictionary and a termbase.
C Documents are translated in a side-by-side editor, which separates content from layout.
C When you have selected an AutoSuggest dictionary, relevant words and phrases are automatically
suggested while you are typing. By pressing Enter you can insert these suggestions into your target
segments.
C Repeated segments are translated automatically once you have translated and confirmed the first
occurrence. This feature is called auto-propagate.
C The TM recognizes identical segments and translates them automatically by suggesting a 100%
match.
C When a similar segment is found, a fuzzy match (e.g. a match of 79%) is suggested, which usually
needs to be modified to fit the current context.

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 Translating Files - MS Word
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C Translations are entered into the target column on the right-hand side. By pressing Ctrl+Enter you
confirm your translation, move to the next segment and store the translation in the TM.
C Pressing Ctrl+, opens a list of available character formatting options and/or tags, which you can
insert into your target segment.
C Any terms that are found in the termbase (if available) are marked with a red bracket. The target
terms can be easily inserted into your translation just by typing the first letter of the target term and
by pressing Enter.
C To view the document layout you can view the translation either in the native application (e.g.
Word). Alternatively you can also open a preview window within Studio, which shows you the
document layout while you are translating.
C During translation in Studio files are saved to an intermediary, bilingual exchange format called
SDL XLIFF.
C When the translation is finished, you can generate the target document in its native format (e.g.
Word).

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