Automatic Localization and Manual Localization tools – Documentation

Automatic Localization and Manual Localization tools iconAutomatic Localization and Manual Localization tools allow you to localize numbers, adapting the decimal point and the thousand separator to the requirements of the target language.

Detailed information about Automatic Localization and Manual Localization tools

How Automatic Localization and Manual Localization tools can help you in your work

These tools allow you to "translate" numbers (financial figures, numerical information, etc.) by adapting the thousand separators and decimal point to the target language. Here is what you can do with these 2 tools:

  • Automatically change numbers, formatting them using the correct decimal point and thousand separator symbols of the target language.
  • Process the entire document or selected text only.
  • Apply color highlighting to all changed numbers in order to perform a quick check later.

Where to find the tools

To run Automatic Localization and Manual Localization tools, use the appropriate menu items located in TransTools menu within TransTools ribbon in Word:

Automatic Localization and Manual Localization tools in the menu

Using Automatic Localization and Manual Localization tools

Automatic Localization tool

This tool is used to localise numbers (i.e. adapt decimal point and thousand separator to the requirements of the target language) automatically across the entire document or selection.

The tool works best on a selection containing tables with financial details, technical data, etc. If you would like to localise a regular narrative (i.e. written text that may contain numbers), it is recommended to use Manual Localization tool instead, since it allows to confirm each replacement.

When you run the tool, the following dialogue will appear:

Screenshot: Automatic Localization dialogue

Automatic Localization dialogue options

  • Direction: Select a source-target language pair that identifies the text you are localising. E.g., if the text was translated from Russian to English, select Russian -> English . The list includes only language pairs which have been properly configured in TransTools configuration dialogue.
  • Entire Document: Make replacements in the entire document, including headers/footers, comments, textboxes, footnotes.
  • Selection: Make replacements in the selected text only. The selection may be a block of text, multiple selections of text, a shape or a group of shapes.
  • Highlight replacements with this color: Use this option to highlight all replacements using the selected highlight color. This will help you check whether the text was properly localised. For example, section numbers like "1.1. General " should not be localised, but they will be treated as decimals by Automatic Localization if you are translating from English.

Click Continue to proceed or Cancel to close the dialogue.

Automatic Localization results

When the operation has been completed, every number will be replaced with its localised version, and the text around the changed decimal point / thousand separator will be highlighted in a specific highlight color (if the appropriate option is enabled) to help you check the document.

To check the document, use Find Highlight tool to move from one replacement to another, or move through the document page by page.

To restore the original formatting, use Remove Highlight tool, or select the required text and clear text highlighting using Word's Highlight Color tool.

Manual Localization tool

This tool configures Microsoft Word's Find/Replace dialogue for manual replacement of either decimals or currency values. Open the Find/Replace dialogue and click Replace All button or confirm each replacement by clicking Find Next and Replace buttons for each found occurrence.

The Manual Localization tool uses Microsoft Word's Use Wildcards search option to search for a set of digits containing a decimal point or a thousand separator. Each match may then be replaced with a localised version with a different decimal point or thousand separator depending on the national settings of the target language (configured using TransTools Configuration command).

Example: Using Microsoft Word's Find/Replace dialogue box after Manual Localization

Screenshot: Manual Localization using Find/Replace dialogue

In this example, we ran Manual Localization tool with the following settings: localise decimals, direction - 'English -> Russian'. We then opened Word's Find/Replace dialogue. As you can see, the dialogue was configured to perform the desired operation. From this point on, it's a standard procedure – click Find Next / Replace to go through each match, or click Replace All to make replacements in the entire document or selection.

Manual Localization dialogue options

Screenshot: Manual Localization dialogue

  • Direction: Select a source-target language pair that identifies the text you are localising. E.g., if the text being checked was translated from Russian to English, select Russian -> English . The list includes only language pairs which have been properly configured in TransTools Configuration command.
  • Decimals: Select this option to translate decimals (0.12%, 2.33, etc).
  • Currency: Select this option to translate currency values (23,000, 5,055,022, etc).
  • Highlight replacements with this color: Not all text that looks like a decimal is a decimal. For example, section numbers like “1.1. General” should not be localised. You should select this option if you are about to use “Replace All” rather that confirming each replacement manually. All replacements will be highlighted using the chosen highlight color.

Click Continue to complete configuration of Word's Find/Replace dialogue.

Notes about manual localization

  • This tool makes some advanced changes to the settings of the Find/Replace dialogue. If you wish to find or replace some other text later, you need to reset the dialogue settings. This is done by running TransTools Reset Find/Replace dialogue box tool or manually.
  • To ensure that you search in the entire document, it is recommended to switch to Print Preview mode (found under View menu in Word 2003/earlier or in Document Views group on View tab in Word 2007/later). This is necessary because some things such as text boxes are hidden in Normal/Draft View. Note that textboxes in headers or footers will not be searched by Word – these should be reviewed manually.
  • The available source/target language pairs should be configured in TransTools Configuration dialogue
  • In certain situations, it is possible that localization of one type of elements (e.g. decimals) will make them look identical to the non-localised versions of another type (in this case, currency).

    E.g. if you localise decimals from English to Russian, the decimal point (.) will be replaced with (,), thus all decimals will look like currency values. If you run localization of currency after that, these localised decimals will also be found. In such cases it is strongly advised to confirm each replacement (by clicking Find Next / Replace buttons of the Find/Replace dialogue box) and, possibly, carefully choose to run localization of one type of elements before the other to avoid confusion.

When to use and not to use these tools

When to use them:

  • In most cases, you will use Automatic Localization tool since it localises both the decimal point and the thousand separator in one go. However, in some cases there may be problems:
    1) numbers in one section of the target document may already be formatted for the target language;
    2) sections may be numbered like 1.1, 1.2, etc., and you would like to skip such places.
  • If you use CAT tools (where number localization is usually performed automatically when placeables / auto-translatables are inserted), you can still boost your productivity by localising numbers in large tables. You can then hide these numbers from your CAT tool and then unhide them in the exported translation.

When not to use them:

  • It is not recommended to use this tool to localize text before starting translation, as this may cause confusion later.

Tools for quality assurance (QA)

TransTools+

  • Multiple Find & Replace – search Word documents for multiple words and phrases, replace or format found text or review each occurrence in context before making a change
  • TransTools

    • Multiple Replace – replace several words or phrases simultaneously across a document or selection.