Word Localization

Required files and assets from the client:

• • Word source files: .DOCX files (preferred) or .DOC files with all content intact
• • Editable graphics: Source files (.PSD, .AI, .SVG, .EPS) for graphics containing text or requiring localization
• • Fonts: All fonts used in the document, especially custom or licensed fonts
• • Reference materials: Style guides, glossaries, terminology databases, and previous translations
• • Graphics inventory: List identifying which graphics need localization vs. universal graphics
• • Screenshots: Source application access or replacement images if screenshots need updating
• • PDF reference: Final output PDF showing intended layout and formatting

• • Use styles consistently: Apply Word styles (Heading, Body, etc.) consistently to ensure proper formatting in target languages
• • Extract text efficiently: Use Word's built-in features or translation tools to extract text while preserving formatting
• • Handle graphics separately: Extract text from graphics, translate, and update source graphics or create localized versions
• • Manage table formatting: Use Word table styles and ensure tables can accommodate text expansion
• • Update Table of Contents: If TOC is present, regenerate it after translation and adjust formatting (1 minute per page)
• • Test text expansion: Account for 20-30% expansion in European languages and 50%+ in Asian languages
• • Preserve formatting: Maintain paragraph formatting, indentation, and spacing while accommodating text expansion
• • Handle cross-references: Verify that cross-references, hyperlinks, and bookmarks update correctly after translation
• • Check special characters: Ensure proper encoding and font support for special characters and diacritics

• • Text expansion: Word documents can expand significantly in some languages, requiring page breaks and layout adjustments
• • BIDI languages: Right-to-left languages require text direction changes, alignment adjustments, and reading order modifications
• • Table of Contents: TOC requires regeneration after translation and formatting adjustments (adds 1 minute per page to DTP time)
• • Graphics with text: Graphics containing text require separate localization; uneditable graphics may need recreation
• • Table formatting: Tables may need width adjustments and cell formatting changes for text expansion
• • Page breaks: Text expansion may cause page breaks to shift; review and adjust as needed
• • Headers and footers: May need adjustment for different languages and text lengths
• • Version compatibility: Ensure Word version compatibility, especially for complex formatting and features
• • Track changes: If document uses track changes, handle review comments appropriately during localization

1. File Preparation (DTP Prep): Analyze Word documents, extract translatable content, identify graphics requiring localization, and prepare files for translation (1 hour per 100 pages)
2. Text Extraction: Extract text content using Word export features or translation tools while preserving formatting markers
3. Translation: Translate content using CAT tools, maintaining terminology consistency and following style guides
4. Graphics Localization: Extract text from graphics, translate, and update source graphics or create localized versions (1 hour per 10 editable graphics, 1 hour per 5 uneditable graphics)
5. Desktop Publishing (Round 1): Import translated content into Word, apply formatting, adjust layouts for text expansion, update graphics, and replace screenshots (15 pages/hour for Latin, 10 for Asian, 10 for BIDI)
6. Table of Contents Update: If TOC is present, regenerate it and adjust formatting (adds 1 minute per page)
7. Layout Adjustments: Adjust page breaks, tables, headers, footers, and ensure proper text flow
8. Quality Assurance: Review layout, formatting, text flow, and ensure all elements are properly localized
9. Revision 1: Implement client feedback and corrections (30 pages/hour for Latin, 20 for Asian, 20 for BIDI)
10. Revision 2: Final corrections and refinements (60 pages/hour for Latin, 40 for Asian, 40 for BIDI)
11. Final Output: Generate PDF or Word output files, verify all cross-references, TOC, and formatting are correct