A variety of CMSs allow you to export the content in Excel format. That’s great, but what about the translation process? Is keeping your Excel files translation-friendly even possible?
Let’s face it: managing content in Excel files for more than two languages can easily become a pain in the back. What we have in mind saying that are HTML placeholders, undesirable elements that you don’t want to translate, and no context information that could come in handy. That’s why we’ve come up with advanced translation filters for Excel files!
You can translate Excel files effectively with advanced translation filters
Our advanced translation filters for Excel allow for customization of the Excel files like HTML elements exclusion from a translation project, and the addition of context information for each segment. If you want to know how it all works, just keep on reading!
Advanced translation filters for Excel files: the most important info
Our updated Excel filter is combined with the HTML filter. This means it will not include HTML placeholders in translation projects. When the translation is finished, the placeholders will stay in place in the generated target file. No more tangled elements, just the content that you need, in place.
You will be able to extract hidden rows and columns, sheet names, and comments in the filter settings. Think about customization for the translation of .xlsx files and imagine how much of a time-saver that could be.
You may exclude an individual or multiple columns and cells based on the color. This is the easiest way to mark the content that you don’t want to translate.
You can choose a column that will be used for context only, so the text for that column will not be considered translatable content.
How do advanced Excel filters work?
The data from your CMS closed in an Excel file is useful, but not translation-friendly. You don’t want to manually correct each file and prepare it for translation, even when you outsource the DTP work to a third party and especially when you do it yourself.
Here is where the advanced translation filters come in. When you use them, HTML tags are automatically filtered out for a clean and translatable document and you should want them out since they increase the translation cost and clutter up your Translation Memory when the project is completed.
Another thing you need to note is that none of the advanced translation platforms supports multiple language files. Why? You want your Translation Memory saved in language pairs because you don’t want French words in your English-German translation. Logically, each file you upload has to contain text in only one language. Using the filters it’s much easier to do.
How to use advanced Excel filters for translation?
When you want to translate everything into German from the previously French-English project, you have to create two separate translation projects. Create an English-German first.
You’ll need to exclude everything that is not needed in the translation project. Here, we marked A9-A15 with different colors:
Next, exclude columns B & C and enter this information in the Columns to exclude fields in the filter settings. Select corresponding colors used in Excel to mark what you don’t want to be included in the translation project. Remember to include the sheet names in the project by selecting the Extract sheet names option
Of course, the HTML placeholders will not be shown in the translation editor.
This is how the content will look like after adjusting all the options:
Advanced context filter for Excel translation
When you translate Excel files that are automatically created by your CMS or LMS, there is a dedicated column which shows the name of the element where the translatable content is located.
Using our advanced Excel filters for translation, users can now choose a column that will be used for reference, and the text in that column will not be considered translatable – instead, it will be displayed as the context in the translation editor.
As shown above, if column A is selected as the comments column, only the text from the rest of the columns will be extracted for translation:
Creating a column with dedicated comments can be very helpful for translators to understand the context of the source material.
In case you need to use this functionality on a regular basis, you don’t need to set this up for each file individually. As for all file types, you can create your own filter template, and set it as default for your account. This way, the same filter settings can be set as default for a certain file type.
Goodbye, non-translation-friendly Excel files!
Do you often work with file-based translation and the complexity of Excel files? If yes, would you find our advanced translation filters useful? If yes, don’t hesitate to reach out to us. We will gladly answer any questions you may have and guide you through the whole process of making your Excel files translation-friendly!