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reason for this is that one of the tabs, and possibly the most helpful, is indeed

a search tab in which you can search for text or other items. All occurrences of

the searched item will be listed, and you can then jump to it by clicking on the

listings.

Figure 122: Navigation pane in Word 2010 with list of occurrences of searched term

Another concept that Microsoft uses in its last few editions of Office is

"Research." Most Office applications now have a Research command

(available on the Tools menu or with the clever key/mouse combination

LICK

) that allows you to automatically search a number of associated

If you need to do some "advanced searching" with the traditional Find dialog, you

can select Home> Find> Advanced Find or press C

TRL

+H to open the Replace

dialog. The other two tabs on the Navigation pane are the Heading and the Page

view. The Heading view is kind of a fancy Outline View of earlier versions of

Word where you can see the structure of your document by its headings and then

rearrange or apply properties for whole sections. The Page view is very much like the Pages

view in Acrobat or Adobe Reader where you have thumbnail views of each page that you can

jump to by clicking on it.

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The Translator’s Tool Box - © International Writers’ Group, LLC

dictionaries, thesauri, and other sources of information. The fact that the

information provided differs radically between different languages shows that

this is a concept which still needs some maturing; still, it can be helpful in

some cases.

Figure 123: Doing research on an English term

Different Versions of Outlook

The first version of Outlook, Outlook 97, was completely useless as a

standalone email client because it was primarily geared to work with

Exchange servers. This lead to the release of Outlook 98, which was shipped

with later versions of Office 97. Due to many of the anti-virus security

measures that Microsoft tried to implement in the later editions of Outlook,

many features that I thought were very useful in Outlook 98 and 2000 are

gone in Outlook XP and above (such as the feature to automatically add

contacts to your list of contacts when you reply to an email).

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A welcome addition to Outlook 2007 and above is the ability to subscribe to

RSS feeds—little snippets of information from blogs, news sources, etc.

RSS stands for a lot of things, but the easiest is apparently "Rich Site Summary."

This is a technology that allows you to be very specific about what kind of

information you would like to have sent to you. As translators, for instance, we

regularly visit a variety of websites: newspapers in our source and target

languages, translation-specific newsgroups, discussion groups on translation

tools and various other translation-related topics (many of which are located on

groups.yahoo.com), and whatever else we desire for our non-translation lives (let’s hope

there is such a thing).

Many of the websites and other online resources mentioned above allow you now to subscribe

to what are called "RSS feeds." RSS feeds consist of XML-based data that looks really ugly if

you view it as a text file or right in your browser, but it looks quite proper if you display it in a

specific RSS reader. So, because I’m interested in international news from the New York

Times, and because I also know that the NYT publishes very well-defined RSS feeds, I now

subscribe to those (see www.nytimes.com/services/xml/rss). Instead of having to go to

www.nytimes.com every half hour, the NYT now sends me data blurbs in real time with links

for more information. And the same applies to all of the other sources I mentioned above

along with many, many others.

To collect these RSS feeds you can use standalone desktop programs, web-based programs,

plug-ins for browsers or e-mail programs. Almost every browser and/or email application now

supports them directly without the aid of a third-party tool.

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The Translator’s Tool Box - © International Writers’ Group, LLC

Another helpful feature of Outlook 2007 and above are the integrated search

features that previously were only available through third-party add-ons.

Figure 124: Outlook 2010 with an applied search and various RSS feeds

Other Office Applications

For any of the other programs that may or may not be directly part of the

shrink-wrap version of Office but are considered by Microsoft to be part of the

Office Suite—including Publisher, Visio or Project—it probably does not make a

large difference to any typical translation task which version you have (if any).

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Compatibility

There is the issue of compatibility, of course. Before Office 2007 all files of all

versions from Office 97 on were compatible with each other (with the

exception of Access and Publisher). Most newer Office files cannot be opened

in versions of Office 95 and earlier.

Figure 125: Warnings for loss of features when down-saving Word document

The different applications of Office 2007 and above use a different file

structure (and in fact, even a different set of extensions) and are not

compatible with earlier versions. However, it is possible to down-save any file

within Office 2007 and above applications to an earlier format (select the

Office button (File)> Save as). Alternatively, Microsoft has also released a

Compatibility Pack for Word, Excel and PowerPoint at microsoft.com/en-us/

download/details.aspx?id=3.

Working with Office

Aside from Outlook, which I use as my email client, I rely relatively little on

Office applications, because hardly any of my translation or editing work is

done directly in any of its programs. I do translate many Word, Excel and

PowerPoint files, but I typically use a translation environment tool to retrieve

the text from the original document. I then translate or edit it in that

environment rather than directly in the Office applications.

Working with Word

Because Microsoft Word is such a highly customizable program, there is a

plethora of tips and tricks for working with Word.

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The Translator’s Tool Box - © International Writers’ Group, LLC

Here I am specifically concentrating only on tasks that are important to us as

translators, and/or actions that are not easily obtainable through Word’s

menu commands. If you use Word a lot, you should familiarize yourself with

the following options:

• Tools> Options (before Word 2007)—This is kind of like the "command

center" for many functions that can be modified in Word. It’s a good idea

to learn about the commands on the different tabs. I have found that the

View tab is an especially good place to look when you’re not happy with

the way certain features are displayed in Word.

Figure 126: The View tab on the Options dialog in Word

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In Word 2007, you can access the Options dialog by selecting the Office

button and clicking on Word Options in the lower right-hand corner, in

Word 2010 and above you access it by selecting File> Options.

Figure 127: The Advanced tab on the Options dialog in Word 2007

• Tools> Macro> Record New Macro (Word 2007 and above: View>

Macros> Record New Macro)—This is a very easy way to "record"

macros (i.e., a series of commands that can be initiated by a keystroke or

toolbar button) for recurring tasks.

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• Tools> Customize—This allows you to modify Word’s toolbars to your

heart’s content.

Figure 128: Dragging a new button to the Word toolbar

In Word 2007, it was unfortunately not possible to modify the toolbars

(ribbons). It was only possible to modify the Quick Access Toolbar on the

very top of the Word window (by clicking on the down-arrow or by right-

clicking on any button and selecting Add to Quick Access Toolbar) or

the status bar at the bottom of the window (by right-clicking on it).

If you want to get back to Word’s original toolbar configuration, you can

simply delete the normal.dot template in which all these settings are stored

(up to Windows XP it is typically installed under C:\Documents and

Settings\<user>\Application Data\Microsoft\Templates, in Windows

Vista and above it is to be found under

C:\Users\<user>\AppData\Roaming\Microsoft\Templates).

Office Suites

The developers of Word 2010 and above have fortunately listened to the

outcry of the user community and made the ribbons customizable again

(under File> Options> Customize Ribbon).

• You’re probably familiar with Word’s Format Painter, the icon with the

paintbrush. You can click on or select any text in your document, select the

Format Painter, and then copy the formatting of the selected text by

highlighting another block of text. What you may not know is that you can

also use the same procedure and double-click the Format Painter icon.

After being double-clicked, the icon remains activated and the desired

format is available to you until you press the ESC key.

• Early versions of Word (up to 2003) had a DOS/WordPerfect emulation

mode that allowed you to change the screen to blue and the font to white

(under Tools> Options> General> Blue background, white text).

Many used this for proofreading purposes because it offered a new

perspective on the text and seemed to illuminate typos. For some reason it

was dropped from Word 2007 on, but from Word 2013 on something

Speaking of formatting: If you need to get rid of formatting for a specific

block of text, you can highlight that text and press C

TRL

PACE

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182

similar was silently re-introduced. All you need to do is select View> Read

Mode, and within the Read mode select View> Page Color> Inverse.

Figure 129: Inverse page color mode in Word

• Office documents store a lot of information about what happened with a

document, and sometimes this is not information you might want to share

(you might feel that the duration of your work on the document or who

also worked on that document should not be anyone else’s business).

There are manual ways to remove this information, but these are so

manual that it’s easy to forget or simply too tedious to do. Here is a

quicker way: to remove personal information from a file, open your

document and select the appropriate procedure for your software:

Office 2003 and earlier: Tools> Options> Security> Remove

personal information from file properties on save.

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