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The Translator’s Tool Box - © International Writers’ Group, LLC 183

Word 2007 and above: Office button/File menu> (Word/PowerPoint/

Excel) Options> Trust Center> Trust Center Settings> Privacy

Options> Document Inspector.

• Sometimes it’s helpful to search and replace something but leave the

original text untouched. A scenario where that night be helpful is if you are

working on a table where names are listed with the family name first,

followed by a comma, followed by the given name:

Smith, Roland

Doe, Jane

Kulongowski, Vladimir

Now your client wants you to change that for the translated version, and

you need to sort this into family name following the given name. To do

this, copy the table into a standalone Word document, press C

TRL

+H to

open the Find and Replace dialog in Word, select the More button to

open up the extended options, and select Use Wildcards. Then enter:

(<*>), (<*>)

(< = beginning of a word, * = 0 or more characters, > = end of a word,

followed by a comma and a white space, followed by another beginning

of a word, 0 or more characters, end of a word)

to be replaced with

\2 \1

(second referable field, followed by one white space, followed by the

first referable field)

The result will be this:

While you’re there (in all versions of Word), you can also find and select the

option Warn before printing, saving, or sending a file that contains

tracked changes or comments—a helpful feature that may avoid some

embarrassment caused by sending documents with change-tracked data

that was not supposed to be seen by anyone but you, or some frustration

when you print a document and forget to turn off tracked changes, thus making it

virtually unreadable.

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

Roland Smith

Jane Doe

Vladimir Kulongowski

• If you work with programs that automatically try to run templates in

Word—as a translator you’re likely to have a translation environment tool,

voice recognition program, Acrobat, or one of the other programs that do

this—you might quickly get annoyed with the long start-up time that Word

requires when it has to load all these templates. Or, even worse, when it

crashes because some of the templates conflict with each other.

The easiest way would be to just delete the templates. But in certain

situations they do offer functionality that you want to use.

Here’s what you can do: Move them out of a startup folder and into a

folder where they can be started manually instead of automatically.

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The Translator’s Tool Box - © International Writers’ Group, LLC 185

To Move Templates

1 Select Tools> Templates and Add-Ins within Word (Word 2007 and

above: Select the Office button (File)> Options> Add-Ins> Word Add-

ins under Manage> Go).

2 The Templates and Add-Ins dialog appears. The templates with a

checkmark are activated.

Figure 130: Selecting and deselecting templates in Word

3 Though it is possible to uncheck these templates and disable them for this

session, they will be started again the next time you open Word if they are

located in a startup folder (see the Full Path on the bottom of the dialog).

4 To change the location, close this dialog and the instance of Word and go

to the Windows Explorer (or any other folder view).

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5 There are two different locations where Word uses startup folders (if you

have used the default installation path):

C:\Documents and Settings\<user>\Application

Data\Microsoft\Word\STARTUP (in Windows NT, 2000 and XP),

C:\Users\<user>\AppData\Roaming\Microsoft\Word\STARTUP (in

Windows Vista and above)

and

C:\Program Files\Microsoft Office\Office<X>\Startup (all Windows

version).

6 Cut the templates out of these folders (C

TRL

+X) and paste (C

TRL

+V) them

into:

C:\Documents and Settings\<user>\Application

Data\Microsoft\Templates (in Windows NT, 2000 and XP),

C:\Users\<user>\AppData\Roaming\Microsoft\Templates (in Windows

Vista and above)

C:\Program Files\Microsoft Office\Templates (Windows 95, 98, ME).

7 The next time you start Word, the templates will not be loaded

automatically, but you can load them manually by selecting Tools>

Templates and Add-Ins, adding the templates in question, and

activating them.

If you are not able to find your AutoStart templates in these folders, right-

click on C:, select Search, and make a search for the name of the template

(see Helpful Shortcuts on page 19).

You can also save them at a different location, but it may be helpful to have

most of your templates stored in one location.

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The Translator’s Tool Box - © International Writers’ Group, LLC 187

Working with Excel

For a long time, Excel files were almost abandoned by the translation industry.

Only one computer-assisted translation tool—Star Transit (see Translation

Environment Tools on page 204)—supported their translation through its own

environment. Only in the last few years have most of the other major

translation environment tools also started to support Excel. From my

perspective as a translator, this early abandonment stands in awkward

contrast to the relatively large share of Excel files that I translate.

As far as translation-specific tasks go, a problem that I have encountered a

number of times concerns the very large size of some Excel files. In the case

of embedded objects, such as graphics or flowcharts, or a very large amount

of data, this may be legitimate, but what also may cause the large file size is

sloppy formatting. Every worksheet from Excel 97 through Excel 2003 on

contains more than 65,000 rows (and Excel 2007 and above contains more

than 1,000,000; see page 164). If only a few of these rows are used, this

large number of potential rows does not contribute to the overall file size.

However, if there is any kind of entry—such as a formatting mark—in any of

the otherwise empty remaining rows, all of them may contribute to the file

size (and it becomes a nightmare to work with these files, especially in a

translation environment tool). The easiest way to fix this (after you have

verified that this is indeed only unintended, sloppy formatting!) is to delete

the unwanted cells. Highlight the first unused row, press

TRL

HIFT

OWN

RROW

, right-click on the selection, and choose Delete.

Different kinds of Excel-compatible files

One more thing that may be important when using Excel is to understand the

difference between comma-separated (CSV), tab-separated (TXT) and Excel

(XLS) files.

Many of the more general things that have been said about Word in the previous

section are the same or similar for Excel, including the use of macros (see page

179), customization of toolbars (see page 180) or the Format Painter (see

page 181).

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Excel files are complex files that can contain formatting, embedded objects,

formulas and numerous worksheets. In comparison to that, comma-separated

and tab-separated files are very simple text files that are built according to

this pattern (for tab-delimited files, replace the comma with a tab):

"first record in first row","second record in first row","third record in first

row"

"first record in second row","second record in second row","third record in

second row"

If you open this file in Excel, it will be displayed just like an Excel spreadsheet;

in fact, in many cases, the file will automatically open in Excel when you

double-click on it. The reason why these files are so often used is that these

formats provide for generally accepted ways of exchanging data between all

kinds of databases. The Microsoft glossaries (see page 106) that are delivered

as CSV files provide the best case in point.

Excel add-ins

One of the most exciting Excel add-ons that makes many of the text-related

(and other) tasks in Excel a lot easier is ASAP Utilities (see www.asap-

utilities.com). This free collection of programs contains more than 300 (!)

different utilities to streamline working in Excel.

Some of the functions that I really like include the ability to count characters

in individual cells (a command in the Information submenu), helpful

formatting and selection functions, and the ability to write numbers with a

leading zero (it was always a pet peeve of mine that you couldn’t do this.)

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During installation, you will be asked whether you would like to have it started

every time you start Excel (I chose "Yes"). ASAP Utilities shows up as a

separate menu in Excel. If nothing else, you’ll enjoy seeing what some of the

other 95% of Excel’s unused features are . . . .

Figure 131: ASAP Utilities menu in Excel

Working with PowerPoint

For translation tasks, PowerPoint is certainly the most tedious of the Office

programs. This is mainly because of the people who primarily use it—

marketing people—and their lack of understanding of how to properly format

a document. For instance, in almost every PowerPoint presentation you will be

presented with issues such as hard returns for line breaks. Before processing

a PowerPoint presentation in a translation environment tool, it is always a

good idea to spend a few minutes going through the document and cleaning

up its gross formatting sins.

ASAP Utilities is unfortunately not available for the 64-bit version of Office 2013

and above.

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Before quoting on a PowerPoint project, always make sure that all text is

actually translatable and not an embedded object such as a graphic. You can

check this by right-clicking on the slide. If picture-related commands show up

(see graphic below) or the picture toolbar appears, you are dealing with a

graphic rather than text.

Figure 132: Picture-related commands on PowerPoint context menu

For word counts in PowerPoint, see page 141.

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Before you start to work on translating a PowerPoint document, check

whether you have installed all fonts that are used in the document. You can

do this by opening the document and selecting Format> Replace Fonts

(PowerPoint 2007 and above: Home> Editing> Replace Fonts under

Replace). If any of the fonts under Replace displays a question mark,

contact your client to either send you the font or to tell you to change it to

another font.

Figure 133: The Replace Font dialog in PowerPoint

Changing spelling languages in PowerPoint

To say that it is annoying to change spell-checking languages in PowerPoint is

an understatement. It’s easy to change the spell-checking language for

individual text boxes, but not for a complete presentation.

But do not despair: here is way to do it once and for all. Though this may

seem a little technical, it is not nearly as bad as it first seems. Let’s first cover

PowerPoint 2003 and below and then continue with the different process of

PowerPoint 2007 and above.

PowerPoint 2003 and below

On the Microsoft website under support.microsoft.com/en-us/kb/245468, you

can find a macro that allows you to change the spelling language of your

PowerPoint presentation into the language of your choice. Within the macro

you will find the line

shp.TextFrame.TextRange.LanguageID = msoLanguageIDEnglishUS

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To change this declaration into the language of your choice, you’ll need to

change the msoLanguageID at the end of that line. You can find your language

(as well as many other languages you most likely have never heard of) at

msdn.microsoft.com/en-us/library/aa432635.aspx.

To insert a macro into a PowerPoint presentation, select Tools> Macro>

Macros (or select A

+F8). Type in the name Lingo and select Create. Delete

everything in the right-hand window (that starts with Sub Lingo()), paste the

code from the Microsoft website, and change the msoLanguageID.

Figure 134: Adding the macro in PowerPoint’s Visual Basic Editor

Close the Visual Basic editor and you will now have a macro in your

PowerPoint presentation.

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