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Translating Spreadsheets

 

There are many applications you can use to compose a spreadsheet; Microsoft Excel, Google Sheets, Smartsheet, etc. Regardless of the application you use, when it comes to translating the file, we always recommend using native file formats, i.e. .xlsx 

When translating content in an .xlsx file, Smartling offers two file upload 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.

Note: If you use Google Sheets as well as other Google Suite files, the Smartling Google Drive Connector may be a better option for you to integrate your Google Drive directly with Smartling.

Each cell has a limit of 32,000 characters to be downloaded successfully, as per Excel's specifications.

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.

Default Behavior 

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 and multiple sheets. Smartling parses each cell and tab name as a string.
  • Any formatting such as bold or italics will be delivered in the translated file.
  • Media files, such as embedded images and videos, are also delivered in the translated file, but content within them will not be translated.
  • The NOTRANSLATE style is supported in Microsoft Excel translation.
  • Visual Context is supported in the CAT Tool for Microsoft Excel files.
  • The translations will overwrite the source (unless the source has been duplicated in two columns).

Skip ahead to view translation options when uploading a Microsoft Excel.

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. 
  • Numbers are not captured for translation.
  • 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.

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.

Default Behavior

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.
  • Media files, such as embedded images and videos, are also delivered in the translated file, but content within them will not be translated.
  • The first row is always the header. You can choose any naming convention for the header, and it will be delivered in the translated files as it was in the source file. 
  • The NOTRANSLATE style is supported in Smartling Excel translation.
  • Visual Context is supported in the CAT Tool for Smartling Excel files. The width of the columns can be adjusted within the Visual Context panel of the CAT Tool. Simply click and drag the right corner of the header as necessary
    Screenshot_2022-04-12_at_11.46.31.png

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 deduplicated, and will be listed as individual strings.
  • HTML tags are not recognized. 
  • Text that is formatted in any formatting type other than 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.
  • 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.

Tutorial: 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

Step One: Upload the Source File to Smartling

  1. Go to your files project
  2. Click Jobs
  3. Click Request Translation
  4. Upload the file as a Microsoft Excel as captured in the screenshot belowScreenshot_2021-08-23_at_14.44.12.png
  5. Choose the languages you want to translate the file into; for example, French, Spanish, and German
  6. Click Authorize

Step Two: Download the Translated Files from Smartling

  1. Once translated, go to the Job Details
  2. Click the Files tab > Download Files
  3. Choose how you want the translated files to be structured; for example, file names should include the language name, as captured in the screenshot below
    • Note, there is no option to download all languages in one file because this was uploaded as a Microsoft Excel file in step 4

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

Tutorial: 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.

Step One: Upload the Source File to Smartling

  1. Go to your files project
  2. Click Jobs
  3. Click Request Translation
  4. Upload the file as a Smartling Excel with string instructions and character limits, as captured in the screenshot belowScreenshot_2021-08-23_at_14.58.12.png
  5. Choose the languages you want to translate the file into; for example, French, Spanish, and German
  6. Click Authorize

Step Two: Download the Translated Files from Smartling

  1. Once translated, go to the Job Details
  2. Click the Files tab > Download Files
  3. Choose how you want the translated files to be structured; for example, all languages in one file, and a header formatted with locale ID and language (country), as captured in the screenshot below

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.

How to Upload an Excel File

The steps to uploading and downloading files are already quickly covered in the tutorials above. However, if you skipped the tutorials, here's the more detailed version on all you need to know.

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

  • If you choose to upload a Microsoft Excel Template, you will be prompted to confirm your translation preferences based on the following options:

    1. Translate all: translate everything in the file, including hidden content and tab names - default behavior

    2. Translate all, excluding sheet names: translate everything in the file, including hidden, excludes tab names

    3. Translate all, excluding hidden content: translate everything in the file, including tabs names, excluding hidden content

    4. Translate all, excluding hidden content and sheet names: translate everything in the file, excluding tab names and hidden content

      Screenshot_2021-11-24_at_09.49.32.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.

Screenshot_2021-08-04_at_16.27.01.png

  • If you choose to upload a Microsoft Excel Template, you will be prompted to confirm your translation preferences based on the following options:

    1. Translate all: translate everything in the file, including hidden content and tab names - default behavior

    2. Translate all, excluding sheet names: translate everything in the file, including hidden, excludes tab names

    3. Translate all, excluding hidden content: translate everything in the file, including tabs names, excluding hidden content

    4. Translate all, excluding hidden content and sheet names: translate everything in the file, excluding tab names and hidden content

      Screenshot_2021-11-24_at_09.40.57.png

  • Complete the Request Translation dialog and click Confirm

How to Download an Excel File

The steps to uploading and downloading files are already quickly covered in the tutorials above. However, if you skipped the tutorials, here's the more detailed version on all you need to know.

The method in which you download your translated Excel file depends on which option you chose on upload; Microsoft Excel or Smartling Excel. 

Downloading 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

Tip: Having trouble opening the translated Excel file? Read Microsoft's Community for troubleshooting advice.

Downloading 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.

Screenshot_2021-04-21_at_11.25.07.png

Translated Spreadsheets

If you are using a program that is encoded with Unicode (or UTF-8) by default, then proceed to open the file as you would normally. In most cases, Microsoft Excel will be your default program for spreadsheet files. A simple double-click on your downloaded translated file could open it in Excel with multiple corrupt characters. This is because Excel is not encoded with Unicode by default.

How to open a translated file safely in Excel

After you have downloaded translations from Smartling

  1. Open a new blank workbook in Excel (separately)
  2. In Excel, go to the Data tab, click From Text. Choose the translated file from your local drive and click Get Data​Screenshot_2020-06-12_at_12.35.06.png​
  3. Depending on your version of Excel, there is a series of steps to follow in the Import Wizard. Ensure Delimited is selected
  4. In the File Origin dropdown, scroll down and choose Unicode (UFT-8) > Next​​​​​​​Screenshot_2020-06-12_at_12.48.56.png
  5. Ensure the Delimiters are set to Comma > Next​​Screenshot_2020-06-12_at_12.49.12.png
  6. Ensure the Column data format is Text > FinishScreenshot_2020-06-12_at_12.49.21.png
  7. Choose where you want the data > OKScreenshot_2020-06-12_at_12.49.31.png
  8. The CSV should have imported successfully. If you find corrupt characters in the file that are not visible in the Smartling Dashboard, revert to Microsoft Excel documentation. 

Video Tutorial: Translating Spreadsheets in Smartling

Timestamps:

Why does the file format matter? 00:14

Option 1: Smartling Excel Template 01:25
Step 1: Prepare your file 01:42
Step 2: Save your file 03:05
Step 3: Upload your file to Smartling: 03:15
What your linguists see 04:22
Step 4: Download the completed translations 04:48

Option 2: Microsoft Excel 05:50
Step 1: Apply the NOTRANSLATE cell style 06:23
Step 2: Save your file 08:48
Step 3: Upload your file to Smartling 08:55
Step 4: Set up translator instructions and character limits (optional) 09:25
What your linguists see 10:08
Step 5: Download the completed translations 10:35

Option 3: CSV (Comma-separated values) 11:21
Step 1: Prepare your file 12:42
Step 2: Convert your spreadsheet to a CSV file 13:05
Step 3: Add file directives 13:52
   First row should stay untranslated: first_row_header 15:14
   Which column(s) should be translated: smartling.paths 16:15
   Optional - Which column(s) contain(s) keys: source_key_paths 17:22
   Optional - Set up placeholders: placeholder_format_custom 18:07
   Receive all languages in a single file: translations_in_columns 19:30
   Other directives (optional) 20:06
Step 4: Save your file 20:17
Step 5: Upload your file to Smartling 20:26
What your linguists see 21:01
Step 6: Download the completed translations 21:25
Step 7: Open the translated file 22:13
Optional - Set up a CSV upload template 22:55

Summary: How to choose the right file format 23:20
1. Your file contains meta information or formatting elements 23:28
2. Your file contains multiple tabs 24:04
3. You want to download all languages in a single file 24:19
4. Your file contains duplicate strings 24:42
5. Your file contains non-translatable rows 25:04
6. Your file contains contextual information (e.g. images) 25:23
7. Use the native file format 25:53

Help & Support 26:12

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