Supported File Types

Translating Microsoft Excel Files

When translating content in an Excel file, Smartling offers two file options to choose from. Each option has different rules for what is translatable, as well as offering different download options for when translations are complete.

This article will walk you through:

File Options

  1. Microsoft Excel: One File Per Language
  2. Smartling Excel: All Languages in One File

Microsoft Excel

Microsoft Excel results in one file per language. Once the Job has been completed, each language translation will be downloaded in an individual file. You can choose the naming convention for the translated files upon download.

What is translatable?

Choosing this option results in the default behavior for translating a Microsoft Excel file. This means that all content in the file will be ingested for translation, including:

  • Any comments, multiple sheets and tab names. Smartling parsing each cell and tab name as a string.
  • Any formatting such as bold or italics will be delivered in the translated file.
  • Image and video files are also delivered in the translated file, but content within them will not be translated.
  • Numbers are captured for translation, but must be formatted as a Text from the format dropdown. 
  • The translations will overwrite the source (unless the source has been duplicated in two columns).
  • The NOTRANSLATE style is supported in Microsoft Excel translation.
  • Visual Context is supported in the CAT Tool for Smartling Excel files.

What is not supported when translating Microsoft Excel?

  • Data as a result of a formula is not captured and must be typed into the cell without any formulas.
  • HTML tags are not recognized. 
  • Placeholders are not supported. If translating content with placeholders, it is recommended that you convert the Excel file to a CSV file and use a placeholder directive to capture the placeholderized content.
  • Applying string character limits and instructions within the file is not supported. However, you can apply string character limits and instructions via the Smartling dashboard. If you want to apply string character limits and instructions within the file itself (inline), the Smartling Excel option may be the better choice for you.

Example File: Microsoft Excel

This is an example source file, with example source content in multiple columns, in multiple tabs. It also includes a number formatted correctly as a Text, and a column styled in the NOTRANSLATE style

The file was uploaded to Smartling as a Microsoft Excel, and translated into French, Spanish, and German.

Screenshot_2021-08-23_at_14.44.12.png

Once translated, it was downloaded to include languages in the file name.

Screenshot_2021-08-23_at_14.37.31.png

The Result

All strings in all columns and tabs were translated and downloaded into three individual files:

  1. French file
  2. Spanish file
  3. German file

Smartling Excel

Smartling Excel results in all languages in one file. You can choose to apply string instructions and character limits from the file. The file should include the following structure:

  • Source strings must be listed in column A, excluding A1, which is a header.
  • String instructions must be listed alongside the applicable string in column B, excluding B1, which is a header.
  • Character limits must be listed alongside the applicable string in column C, excluding C1, which is a header. Numbers that are formatted as General, Text, Accounting formatting types are captured for as character limits.

Once the Job has been completed, the translated file will include all translations in one file, a language per column in alphabetical order. You can choose what the column header is labelled as upon download

The translated file will include the same naming convention as the source file, with the addition of the file number, e.g. (1), or (2), etc.

What is translatable?

Choosing this option means that each cell of the first column in the first sheet is captured as a translatable string in Smartling, including:

  • Numbers without formatting are translatable, i.e. kept in General formatting.
  • Any formatting such as bold or italics will be delivered in the translated file.
  • Image and video files are also delivered in the translated file, but content within them will not be translated.
  • You can choose to name the headers anything, and this will be delivered as it was in the source file. 

What is not supported when translating Smartling Excel?

  • Content in row 1 will not be captured for translation, as this is the header.
  • Content in any other sheet (tab) outside of sheet 1 is ignored.
  • Identical strings, or repetitions, are not de-duplicated, and will be listed as individual strings.
  • HTML tags are not recognized. 
  • Text that is formatted in any formatting type other that General, will not be captured for translation.
  • Multiple sheets or tab names are not translatable.
  • Data as a result of a formula is not captured and must be typed into the cell without any formulas.
  • The NOTRANSLATE style in not supported for Smartling Excel file translation. If you want to exclude strings from translation, you can do so via the Smartling dashboard by following steps listed in Exclude Content and Restore.
  • Placeholders are not supported. If translating content with placeholders, it is recommended that you convert the Excel file to a CSV file and use a placeholder directive to capture the placeholderized content.
  • Unlike Microsoft Excel files, Visual Context is not supported in the CAT Tool for Smartling Excel files.

Example File: Smartling Excel

This is an example source file, with a header and example source content in column A, string instructions in column B, and character limits in column C.

The file was uploaded to Smartling as a Smartling Excel, with string instructions and character limits, and translated into French, Spanish, and German.

Screenshot_2021-08-23_at_14.58.12.png

Once translated, it was downloaded to include all languages in one file, with a header format of locale ID and language (country).

Screenshot_2021-08-23_at_14.36.56.png

The Result

The translated file contains the same content as the source file, with the addition of each language in each column after column C.

Uploading an Excel File

There are two ways in which you can upload an Excel file for translation in Smartling:

  1. The Files Tab
  2. The Jobs Dashboard

Method 1: Files Tab

To upload an Excel file for translation:

  • Go to a Smartling Project
  • Click the Files tab
  • Click Upload Files
  • Choose the Excel file from your local drive
    • Smartling will auto-detect an Excel file has been uploaded, and the File Upload dialog will prompt you to choose a file option.

Screenshot_2021-08-04_at_16.10.17.png

  • If you choose to upload a Smartling Excel Template, you will be prompted to confirm if the file includes string instructions and character limits.
    • If you have applied string instructions in column B, and character limits in column C, choose String Instructions and Character Limits from the dropdown.

Screenshot_2021-08-04_at_16.10.32.png

Method 2: Jobs Dashboard

Alternatively, if you do not have access to the Files tab:

Screenshot_2021-04-21_at_14.44.06.png

  • If you choose to upload a Smartling Excel Template, you will be prompted to confirm if the file includes string instructions and character limits.
    • If you have applied string instructions in column B, and character limits in column C, choose String Instructions and Character Limits from the dropdown.

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  • Complete the Request Translation dialog and click Confirm

 

Downloading a Microsoft Excel

If you chose to upload a Microsoft Excel file, there are two ways in which you can download a translated file in Smartling:

  1. Files Tab
  2. Job Details

Method 1: Files Tab

To download a translated Microsoft Excel file from the Files tab:

  • Go to a Smartling Project
  • Click the Files tab
  • Click the file tile
  • Click Download Files
  • Choose from the Download Options provided in the Download Files dialog
  • Click Confirm and the translated file will download to your local drive.

Method 2: Job Details

To download a translated Microsoft Excel file from the Job Details:

  • Go to the Jobs Dashboard (account-level or project-level)
  • Click the Job name
  • Click Files
  • Click Download Files
  • Choose from the Download Options provided in the Download Files dialog
  • Click Confirm and the translated file will download to your local drive

Download Options

Structure format: Downloaded files can be formatted as subfolders for languages, languages in file name, or subfolder for languages and languages in file name. 

Languages: Select the languages you want to download from the dropdown of all languages that were requested for translation.

Screenshot_2021-04-21_at_14.57.40.png

 

Downloading a Smartling Excel

You can only download a translated Smartling Excel with all languages in one file from within the Job Details.

To download a translated Smartling Excel file from the Job Details:

  • Go to the Jobs Dashboard (account-level or project-level)
  • Click the Job name
  • Click Files
  • Click Download Files
  • Choose from the Download Options provided in the Download Files dialog
  • Click Confirm and the translated file will download to your local drive

Download Options

When downloading the translated Smartling Excel file, the Download Job Files dialog will offer the following download options:

Download file: Source File or Translated File. Choose Source File if you want to download the file that was uploaded for translation. Choose Translated File to download the translations.

Structure format: Downloaded files can be formatted as subfolders for languages, languages in file name, subfolder for languages and languages in file name, or all languages in one file. Choose All languages in one file to download one Excel file with all translations in individual columns.

Column Header Format: When choosing to download all languages in one file, the column headers can be titled as Language (Country) only, Locale ID and Language (Country), or Locale ID only. Columns will be listed in alphabetical order.

Languages: Select the languages you want to download from the dropdown of all languages that were requested for translation.

Click Confirm and the translated file will download to your local drive.

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