Tag Archives: Translating

Instructions How to Format in Microsoft Word – 8

Translating over a formatted Word document

Sometimes you are provided a Word file to translate, or a PDF file which you can OCR< to convert to Word, already formatted. This can save you a lot of formatting work, but there are still a few tricks to know how to make this work faster.

Make sure you have a copy of the source document in case you need to refer back to it.

The easiest method is to place the cursor at the beginning of the paragraph or line you want to translate, press ENTER (or SHIFT+ENTER might work better), then press the left arrow button on the keyboard to bring the cursor up to the blank line, and translate. This should maintain the same formatting as the paragraph you are translating while keeping the source text in easy view. Once you have finished translating the line or paragraph, delete the corresponding source text.

If you make a mistake somewhere along the way, do not forget about the handy CTRL SHIFT C to copy formatting from the same location in the source document (CTRL SHIFT V to paste the formatting – keep an eye out whether or not the backwards P is selected for either process).

If the document comes with an automated Table of Contents (Insert > Reference > Index and Tables – it should turn grey when clicked into), once you are done with your translation, simply update it by clicking into it and pressing F9 (or you may have to select all of it first). Keep in mind that it updates according to the Heading 1, 2 and 3 etc. styles and on what page they are located in the document, so make sure to translate these carefully and not accidentally change them to another style.

Inserting a Graphic

Sometimes you might want to insert a graphic. For example, a customer sends you a source document in .pdf format (Adobe Acrobat Reader or Nitro Reader) in which there are some fancy graphs or pictures you want to include in your translated Word document. The easiest way to do this is to take a screen shot of the graphic by pressing the PrtSc (Print Screen) button on your keyboard (usually found at the top somewhere above F10). This copies what you see on your monitor to the Clipboard. You can zoom in or out in your PDF file so that your graphic fills up your screen nicely.
Once you have copied a picture of the graphic to the clipboard, you want to crop it. My favourite for this is IrfanView, with instructions here. To copy the clipboard into the program, have it open and simply press Paste (CTRL V). Select the section you want to crop with your mouse and then press CTRL Y. Now copy your cropped selection (CTRL C). This you can paste directly into Word.
But you may want to paste this into a Text Box, so that you can position the graphic anywhere on the page in your Word file. To insert a Text Box, show the Drawing Toolbar (icon 17 on the custom toolbar), and then click on the TextBox icon  (hold your mouse still over the icons to show an explanation of each). When you press the TextBox icon, the mouse will turn to a +. Use it to draw yourself a box (you can resize that later). Click INTO that box to move your cursor into it, and then paste into that your cropped graphic. You can resize your graphic, position it anywhere within your file, add or remove the visible textbox border, change the background colour (or remove the background fill), move it to the background or foreground over top or under other TextBoxes, and do all sorts of neat things (right click with your mouse onto the TextBox’s border to access the formatting menus).
You can also create other TextBoxes for actual text. For example, you can create a new TextBox, give it a white fill background, write in it some text, and position that over top of the original text in your graphic, as such positioning your translation of the text in the graphics overtop of the text. This way you can deliver the translation to your customer so that it looks very visual and professional. You will certainly impress them this way, and once you learn this technique, you will find it goes rather quickly.

Auto Text

Something which can be extremely useful for translating is Auto Text. For example, you might have some long name that takes time to type, especially if in the source language requiring a keyboard switch.
To create an autotext, simply select the text that you want to create a shortcut/abbreviation for, press alt+F3 and type your abbreviation in the resulting window. After that, whenever you type your abbreviation followed by pressing F3 (make sure your abbreviation is not followed by a character but rather by a space, for example), your abbreviation will be replaced by the long string of text. This can be entire pages, tables and so on.

If your selection does not include the backwards P, it is possible that the inserted autotext will match the formatting of the surrounding text, but this is not always the case. In which case you often need to ctrl+shift+c copy formatting of a word in the surrounding text and then ctrl+shift+v paste that formatting into the autotext you just inserted.

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Cover letter samples – 6

Work at Home Translation Jobs

The following are samples of cover letters sent with attached CVs to thousands of translation agencies.

Dear Madam or Sir,

I am a German native speaker living and working in the Netherlands for the past 10 years. In recent years I have been working as a freelance translator and I am seeking more opportunities in this field.

At the moment I am mainly translating and proofreading in the language pairs from Dutch to German and English to German.

The projects I work on cover a wide variety of subjects, such as

product descriptions, content for online webshops, brand stories for webshops, business correspondence, catalogues and CVs.

In July of 2013 I translated a Dutch book to German: “Thuiskomen in De Gelderhorst – 60 jaar oog voor oudere Doven” by Peter van Veen. A summary can be found here: http://www.gelderhorst.nl/nach-hause-kommen-ins-de-gelderhorst/

As a volunteer, I have been translating and proofreading parts of the German website of HUMANIUM. One of the articles can be found here: http://www.humanium.org/de/selbstmord

Looking forward to hearing from you.

Kind regards, Katrin


Dear Sir or Madam,

With the beginning of the new year, I have decided to expand my English-to-Arabic translation services to include new clients. I have a Bachelor of Arts degree in English Language and Translation of Al-Azhar University in Cairo, with a specialization in the technical and manufacturing domains.

I am an experienced English-to-Arabic translator, having provided this service to clients for the past eight years. My charge for translation is Euro 0.07 per source word. For projects that only require proofreading, my charge is Euro 0.03 per source word. For large projects, I provide complimentary desktop publishing. Attached is a letter of recommendation and my CV for your review. Additional references are available upon request.

If your company maintains a services database, I would like to be included. If you have a registration form you can either mail to me or provide it online, I would appreciate it.

Thank you very much. I look forward to hearing from you.

Regards, Ahmed

Senior Arabic Translator


Dear Sir/Madam,

Let me introduce myself: My name is Hugo Barbosa. I am a European Portuguese translator. Since 1995, I have worked as such for numerous worldwide agencies.

I have a degree in Translation & Interpretation from Universidade Autónoma de Lisboa with specialization in English and French.

My main areas of specialization are:

  • Telecommunications
  • Information Technologies (IT)
  • Software localization
  • Mechanical engineering
  • Game localization

Additional fields of work include: tourism, MSDS, marketing, chemistry, medical devices, pharmaceutics and civil engineering.

I am a very diligent translator. I can work weekends and even holidays if a project is urgent (although fees tend to be a bit higher – see below).

I have a dedicated high speed Internet connection and some of the most powerful tools capable of handling large volume projects such as Trados 2007, Trados 2009 and Trados 2011.

I guarantee the highest quality since I proofread all my translations cross-referencing terminology sources using an extensive library of dictionaries and technical sources. I am also a member of ProZ which draws on a vast pool of translators to help me find the most obscure terms.

My CV is attached to this message. Please note that it does not contain EVERY agency I worked with for the past 18 years but it is a representative sample and covers all my major and minor areas of specialization.

Feel free to contact me with any questions you might have. I will answer any questions and I will even do a small test, if necessary. I can provide references from previous agencies and my phone number is available on my signature below as is a link to my ProZ profile.

Although fees may vary according to the technical difficulty of a particular project, the base prices are as follows (assuming the use of a CAT tool):
New words: €0.05
Fuzzy matches: 50%-84%: €0.035
Fuzzy matches: 85-99% – €0.025
Repetitions / 100% – €0.018
Add to the overall budget any transfer costs by PayPal, bank or Moneybooker.

I am looking forward to hearing from you. Even if you are not interested on my proposal, please let me know so I can remove you from my list.

Thank you. Best regards,

Website: http://www.proz.com/profile/7323

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Work at Home Translation Jobs

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