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MACROBUTTON AcceptAllChangesInDoc Microsoft SharePoint 2013 - MultilingualVerified Against Build #15.0.4128.1014Prepared bySriram BalaSharePoint PracticeTable of Contents TOC \o "1-3" \h \z \u Plan for multilingual sites in SharePoint 2013 PAGEREF _Toc384591096 \h 2About SharePoint multilingual sites PAGEREF _Toc384591097 \h 2Determine language and locale requirements PAGEREF _Toc384591098 \h 2Determine language pack requirements PAGEREF _Toc384591099 \h 2Available language packs PAGEREF _Toc384591100 \h 2When language packs are required PAGEREF _Toc384591101 \h 2Decide whether to use site variations PAGEREF _Toc384591102 \h 2Create a multi-language website PAGEREF _Toc384591103 \h 2Terminology PAGEREF _Toc384591104 \h 2How variation sites work PAGEREF _Toc384591105 \h 2Determine how pages are rolled out to sites PAGEREF _Toc384591106 \h 2Create labels for source and target sites PAGEREF _Toc384591107 \h 2Create a variation site hierarchy PAGEREF _Toc384591108 \h 2Author and publish PAGEREF _Toc384591109 \h 2Source site ribbon options PAGEREF _Toc384591110 \h 2Target site ribbon options PAGEREF _Toc384591111 \h 2List variations PAGEREF _Toc384591112 \h 2Multilingual Reference PAGEREF _Toc384591113 \h 2Plan for multilingual sites in SharePoint 2013SharePoint 2013 and SharePoint Online have features that enable you to support users in different regions or users who speak different languages. You can use these features to create websites in different languages, or to enable users to view sites in their preferred language. This article describes how to plan for multilingual sites in SharePoint icsAbout SharePoint multilingual sitesDetermine language and locale requirementsDetermine language pack requirementsDecide whether to use site variationsAbout SharePoint multilingual sitesThe SharePoint 2013 multilingual sites feature enables you to work in more than one language, to provide content to users in more than one language, or both. By using the multilingual sites feature, you can do the following:-Create, manage, and read content in different languages.Navigate a site in a preferred language.Collaborate with people in different regions, in different languages, in the same application.Manage personal sites by using a preferred language.Search and browse content across a company by using a preferred language.There are three ways that you can provide multilingual sites for users:-You can create sites in languages different from the one that was used to install SharePoint.This option creates a site in which the site user interface appears in the language that was selected when the site was created. For example, if the English version of SharePoint was installed, but Japanese is selected when the site is created, the site user interface will appear in Japanese. This option only affects the site administration pages and user interface, and does not affect content created on the site. You can use the multilingual user interface to enable users to view the site user interface in their preferred language.This option creates a site in one language, but can show the site user interface in another language, based on the preferred language of the user. For example, if the site was created in English, but the user's preferred language is Spanish, and the Spanish language pack was installed and enabled for the site, the site user interface for that user will appear in Spanish. This option only affects the site administration pages and user interface, and does not affect content created on the site. You can use the variations feature to make publishing content available in different languages on different sites.This option creates a source variation site that is used to author content in one language, and then syncs that content to one or more target variation sites where it can be translated and consumed in other languages. For example, you can author and publish content in English for , and use variations to sync content to , where you can translate it to French and publish it. Unlike the first two options, the variations feature does not affect site administration pages or the user interface; it affects only content. You can create the variation sites in different languages, and you can enable the multilingual user interface for users who create content for the variation sites.If your organization supports users in different regions or users who speak different languages, you must determine what your multilingual requirements are and plan for multilingual site deployment when you plan your overall site structure and navigation. To determine your multilingual requirements, you must do the following:-Determine the languages and locales that you must support.Determine the language pack requirements for sites and users.Decide whether you want to use the variations feature.Determine language and locale requirementsYou might have to create sites in multiple languages for any of the following reasons:-You want to provide content to users in different regions or countries, and you want to provide content to each region or country in its specific language.You want to provide content to customers whose business spans many geographic areas.You are required by government regulation or organizational policy to provide content in more than one language.When you plan multilingual sites, you should also consider which locales are necessary to support your sites. Locale is a regional setting that specifies the way numbers, dates, and times are shown on a site. But locale does not change the language in which the site is viewed. For example, selecting the?Thai?locale changes the default sort order of list items, and uses the Buddhist calendar instead of the default calendar. But it does not change the site user interface language to Thai. Locale is a setting that is configured independently of the language specified when a site is created. In your spreadsheet, record any locales that you want to use with specific languages. The site locale can be changed, but only until any of the lists on the site are indexed.Determine language pack requirementsSharePoint language packs enable you to create site collections and sites in multiple languages without requiring separate installations of SharePoint 2013. A farm administrator must install language packs on all front-end web servers in the SharePoint farm before sites can be created in languages other than the default language.When you create a site collection or a site and select a language, the user interface text that appears on the site collection or site is shown in the selected language. For example, when you create a site in French, the toolbars, navigation bars, lists, and column headings for that site appear in French. Likewise, if you create a site in Arabic, the site administration pages and user interface, such as toolbars, navigation bars, lists, and column headings for that site, appear in Arabic, and the default left-to-right orientation of the site changes to a right-to-left orientation to correctly show Arabic text.If your site will have users who can't work in the default language that you plan to use for the site, you should install language packs that will enable users to work in their preferred language by using the multilingual user interface. If you do not provide support for additional languages, users might find it difficult to use site features in their non-native language. Language packs provide language-specific translation of user interface elements such as the following:-Site administration pagesRibbon elementsList and site column headersSite settings interfaceTemplates for new lists, document libraries, and sitesManaged metadata term sets and termsWhat is a site's user interface?The user interface of your site refers to the elements on your screen that you use to interact with SharePoint, such as the menus, the navigation items, and the recycle bin.With the MUI feature, you can display the following user interface elements in different languages:Web partsSite title and descriptionSharePoint default menus and actionsDefault columnsCustom columns (list or site)Navigation bar linksManaged metadata servicesUse MUI when you want to create sites, site collections, or Web pages in a language other than the default language for your installation, or, if your site will have users who cannot work in the default language that you plan to use for the site.From a site page, click the icon for?Settings, and then click?Site Settings.On the settings page, in the?Site Administration?section, click?Language Settings.In the?Alternate Language?section, check the checkbox for the languages you want users to be able to use to display their user interfaces. For example, if the only language pack installed is French, then French is the only alternate language available for you to select.Click?OK.Now your users can change the display language for their personal use of the user interface;Based on the language requirements of your site collections or sites, determine the language packs that must be installed on every front-end web server.Available language packsLanguageLanguage IDSharePoint Foundation 2013SharePoint Server 2013SharePoint OnlineArabic1025YesYesYesBasque (Basque)1069YesYesYesBulgarian1026YesYesYesCatalan1027YesYesYesChinese (Simplified)2052YesYesYesChinese (Traditional)1028YesYesYesCroatian1050YesYesYesCzech1029YesYesYesDanish1030YesYesYesDutch1043YesYesYesEnglish1033YesYesYesEstonian1061YesYesYesFinnish1035YesYesYesFrench1036YesYesYesGalician1110YesYesYesGerman1031YesYesYesGreek1032YesYesYesHebrew1037YesYesYesHindi1081YesYesYesHungarian1038YesYesYesIndonesian1057YesYesNoItalian1040YesYesYesJapanese1041YesYesYesKazakh1087YesYesYesKorean1042YesYesYesLatvian1062YesYesYesLithuanian1063YesYesYesMalay (Malaysia)1086YesYesNoNorwegian (Bokm?l)1044YesYesYesPolish1045YesYesYesPortuguese (Brazil)1046YesYesYesPortuguese (Portugal)2070YesYesYesRomanian1048YesYesYesRussian1049YesYesYesSerbian (Cyrillic)3098YesYesNoSerbian (Latin)2074YesYesYesSlovak1051YesYesYesSlovenian1060YesYesYesSpanish3082YesYesYesSwedish1053YesYesYesThai1054YesYesYesTurkish1055YesYesYesUkrainian1058YesYesYesVietnamese1066YesYesNoWhen language packs are requiredTo do the followingAre language packs required?Create sites in different languages.YesEnable the multilingual user interface on sites.YesUse the variations feature to create multilingual content.NoCreate variation sites in different languages.YesEnable the multilingual user interface on variation sites.YesDecide whether to use site variationsThe SharePoint Server 2013 variations feature enables site owners to make the same content available to specific audiences across different sites by maintaining customizable copies of the content from the source variation site in each target variation site. For a multilingual site, you might want to use the primary language of your organization as the source variation site. You can create the target variation sites in the same language as the source variation site, or in the language the target variation site is intended to support. If you plan to create the target variation sites in other languages, verify that the corresponding language packs are installed.When you plan for multilingual sites, consider whether you have to create content that will be shared across sites, but must be changed to meet regional requirements or translated to meet language requirements. If you think there is a possibility that you might have to set up variations sites, you should plan for them beforehand. It is very difficult to integrate variations sites into a site collection after the site structure is implemented. The following factors can affect your ability to easily move to using variations sites later in the life of your site:-Custom code???Code that contains references to the location of the root variations site.Site customizations???Site navigation, Master Pages, and other customizations.Search???Search scopes must be created for each variation label, and the site properties of each variations site must be changed.If you plan to translate content on your variations sites, you must decide whether to use human translation or machine translation. If you plan to use machine translation, make sure that the language to which you want to translate content is available for the Machine Translation service.Create a multi-language websiteA multi-language site is a single website that’s reproduced and published in more than one language. Most of the content on the site is the same but is localized to reflect the language and culture of customers in various regions. As you can imagine, producing and maintaining a website with multiple language variants can be difficult and time-consuming. The SharePoint Online variations feature helps to simplify the task by automating page and site creation for each language and locale. It uses a source-target paradigm that enables you to author once and publish broadly with minimal setup time.In this articleTerminologyHow variation sites workActivate publishing on the site collectionDetermine how pages are rolled out to sitesConfigure variation settingsCreate labels for source and target sitesCreate the source variation siteCreate target variation labelsCreate a variation site hierarchyCreate the hierarchyCheck status in the variation logAdd a new variation site to an existing site hierarchyAuthor and publishSource site ribbon optionsUpdate all targetsSpecify which targets should receive updatesTarget site ribbon optionsView changes from the sourceAccept changes from the sourceReject changes from the sourcePackage a page for translationUpload a translated packageSubmit a page for machine translationCheck translation statusList variationsSpecify which targets should receive list updatesTerminologyBefore setting up your multi-language website, it’s helpful to understand the SharePoint Online variations terminology. This table defines key terms you will encounter in the variations setup and management process.TERMDEFINITIONVariationsIndividual instances of a website that are localized and/or translated for a particular language and locale.Variation homeThe base URL for all variations of your website. Generally found at the root of the site collection, the variation home can also be a subsites in a collection. It redirects site visitors to the appropriate variation site based on browser location settings.Variation labelThe language-locale pair for a variation site and the identifier for the top-level variation site and all sites, content, and so forth, under the top-level site. For example, the label?en-us?means the site is published in English and displayed to users whose location, according to their browser settings, is the United States. Conversely,?en-uk?means the site is published in English and displayed to users whose browser settings indicate United Kingdom. The label is included in the site URL and might look something like this: variation siteThe site where content is authored and published. From this source, all variation sites will be copied. Once a site has been identified as the source, it cannot be changed, and no other sites within the site collection can be designated as the source.Target variation siteSites that receive most of their content from the source variation site. New content can be created on a target variation site, but that content is not shared with other sites and is unique to the site on which it was created.Variation hierarchyThe complete set of variation sites, including the source.Variation pagesPublishing pages that are stored in the Pages library of the source and target variation sites.Microsoft TranslatorThe service used by SharePoint for machine translation of website content. The Microsoft Translator is a webpage widget that allows you to translate pages on your website in real time. Users can see your pages in their own language without having to go to a separate translation website to share your page with others in multiple languages.XLIFF FileA standard XML-based format that is supported by a wide range of localization tools.?TOP OF PAGEHow variation sites workAt its core, a variation site is a managed copy of a website. Authoring takes place in the source site, the site in your variation hierarchy from which all others are copied. When you publish the source site, all publishing pages from the Pages library are replicated automatically on the targets and queued for translation and publishing. Document libraries, announcement lists, and image libraries are also replicated as part of the variations process.Variation sites are built hierarchically with the root site at the top and all language variants beneath it. The source and targets sit one level below the root. Here’s an example:The variations feature is a component of the SharePoint Online publishing infrastructure, and it uses publishing site templates when creating sites. The actual content publishing process, however, depends on which site template you choose when setting up your variations. Selecting Publishing Site for the source variation means that all pages on the source or below it in the site hierarchy must be published before they are replicated on target variation sites. Choosing Publishing Site with Workflow means pages must go through the approval workflow before being replicated on target variation sites. A variations timer job does the work of replicating approved and published pages to target sites, and is kicked off once the site hierarchy is created.Because the variations feature is dependent on the publishing infrastructure and the publishing site templates, you’ll have to enable publishing on your site collection before creating variation labels or a site hierarchy.Activate publishing on the site collectionFrom the root of your site collection click?Settings?, and then click?Site?settings.On the Site Settings page, under?Site Collection Administration, click?Site collection features.Scroll down to?SharePoint Server Publishing?Infrastructure, and then click?Activate.Once publishing is enabled, you will follow a four-step process to set up variations, as follows:Determine how pages are rolled out to variation sites.Create labels for source and target sites.Create the variation hierarchy.Author and publish.Determine how pages are rolled out to sitesYou’ll want to give some thought to how your organization will handle automatic site creation, keeping in mind that you have some flexibility in deciding what content gets published and when. For example, let’s say your company has just launched a new product and features it prominently on the home page of your website. It should be featured on the websites of all your international subsidiaries as well, but since the product won’t be released internationally for several more months, you want site owners in each of the subsidiaries to hold back the content until the product is available locally. By adjusting the variations settings, you can control how new, updated, and deleted pages are handled on each variation site.Configure variation settings?NOTE??? Only site collection administrators can perform this action.From the root of your site collection, click?Settings?, and then click?Site settings.On the Site Settings page, under?Site Collection Administration, click?Variations Settings.In Site, List, and Page Creation Behavior, select:?Create Everywhere?if new pages should be copied to all targets.-or-Create Selectively?if you want to choose which targets should receive new pages.In Recreate Deleted Target Page, select:?Recreate a new target page when the source page is republished?if you want the new page to replace one that has been deleted.-or-Do not recreate a new target page when the source page is republished?if you don’t want the new page to replace one that has been deleted.In Update Target Page Web Parts, select:?Update Web Part changes to target pages when variation source page update is propagated?if you want web part changes on the source to be updated on the target. Any web part customizations on the target will be lost.-or-Do not update Web Part changes to target pages when variation source page update is propagated?if you don’t want web part changes on the source to be updated on the target.In Notification, select the check box to alert site owners when new pages or page updates are available.Click?OK.Create labels for source and target sitesA variation label is the language-locale pair for a variation site, such as?en-us,?de-de, or?fr-fr. This label is included in the site URL.The first label you’ll need to create is the source label. The source is where you author the content that will be copied to target sites. For a multi-language site, you might want to use the primary language of your organization as the source label.?NOTE??? There can be only one source label, and after you’ve specified the source label, you cannot change it to another one without deleting the source label and breaking all existing source-target relationships.Create the source variation siteThe next step is to create the target labels, one for every language variant in the hierarchy. For example, if you intend to publish four language variations of your site (a source and three targets), you will create four labels—one for each language.From the root of your site collection, click?Settings?, and then click?Site settings.On the Site Settings page, under?Site Collection Administration, click?Variation labels.On the Variations Label page, click?New Label.On the Create Variation Label page, in?Site Template Language, select the language to be used in the multilingual user interface (MUI) of the source site. The choice is based on which language packs are available with your Office 365 subscription. Language packs are needed only if you want to use MUI for the administrative pages of the site. Language packs are not required for variations.In?Locale, select the language and locale pair to be used for this site. The locale determines the language for all user-generated content; formatting for items such as date, time, and currency; and the method for redirecting users from the root site, according to their browser settings.In?Location, type the location of the source and targets within your site hierarchy. It they will be at the top level of the site collection, just type a forward slash (/).In?Label Name, the language-locale pair is entered for you based on the locale chosen earlier. You can edit this information.In?Description, type a description to help users understand the purpose of the label. For example, you might type “English.”In?Display Name, the language and locale are entered for you based on the locale you selected earlier. You can edit this information.In?Publishing Site Template, select the site template to use for each variation site. Select?Publishing Site with Workflow?if you want all pages to go through an approval workflow before being copied to target variation sites. Select?Publishing Site?if an approval workflow isn’t necessary. All pages on the source or below it in the site hierarchy must be published before they can be copied to target variation sites.In?Label Contact, type the email addresses of those people who should receive notification when the source variation site is created.Click?OK. The process of creating a source begins automatically.Create target variation labelsIt is not necessary to create all target variations at once. In fact, we recommend that you create content on the source before creating target labels. We also recommend that you create multiple target labels before creating the site hierarchy.From the root of your site collection, click?Settings, and then click?Site settings.On the Site Settings page, under?Site Collection Administration, click?Variation labels.On the Variations Label page, click?New Label.In?Site Template Language, select the language to be used in the MUI of the source site. The choice is based on language packs installed. Language packs are needed only if you want to use MUI for the administrative pages of the site. Language packs are not required for variations.In?Locale, select the language and locale pair to be used for this site. The locale determines the formatting for items such as date, time, and currency, as well as how users are redirected from the root site, according to their browser settings.Click?Continue.In?Label Name, the language-locale pair is entered for you based on the locale chosen earlier. You can edit this information.In?Description, type a description to help users understand the purpose of the label. For example, you might type “English.”In?Display Name, the language and locale are entered for you based on the locale you selected earlier. You can edit this information.In Hierarchy Creation, select the portion of the source that you want copied to this new target:Publishing Sites, Lists with Variations, and All Pages?to create a hierarchy of publishing sites and all pages.Publishing Sites Only?to create a hierarchy of publishing sites only.Root Site Only?to create a top-level site with no sites or pages.Click?Continue.In Create Translation Package, select whether to allow human translation of the content on this target. Enabling this option means that content will be packaged into an XLIFF file, which is downloaded onto your computer so it can be sent to translators for processing. An XLIFF file is a standard XML-based format that is supported by a wide range of localization tools.In Machine Translation, select whether to allow machine translation on this target. Enabling this option means that users can request translation through the Microsoft Translator service.Click?Continue.In Page Update Behavior, select how you want existing pages to be updated when changes come from the source:Users can manually sync updates from source variation pages?to let site owners or content authors compare the updated page with the existing one and determine which changes to accept.Automatically update target variation pages?to send a draft version of the page to the target.In?Label Contact, type the email addresses of those people who should receive notification when the target variation site is created.Click?Continue.Review your label settings, and then click?Finish.Create a variation site hierarchyCreating the variation site hierarchy accomplishes two tasks:Associates variation source and targets with one another and with the variation root site.Creates the sites and pages for each language variation.Creating the variation site hierarchy can be resource intensive, particularly if you have a lot of variations within your hierarchy. Therefore, hierarchy creation is handled as part of a bulk timer job that runs approximately every hour. You can monitor the progress of your timer job by checking the variations log.Create the hierarchyFrom the root of your site collection, click?Settings, and then click?Site settings.On the Site Settings page, under?Site Collection Administration, click?Variation labels.Click?Create Hierarchies.Check status in the variation logFrom the root of your site collection, click?Settings?, and then click?Site settings.On the Site Settings page, under?Site Collection Administration, click?Variation logs.Add a new variation site to an existing site hierarchyAfter you create the variation site hierarchy, you can add a new target site at any time.From the root of your site collection, click?Settings?, and then click?Site settings.On the Site Settings page, under?Site Collection Administration, click?Variation labels.Click?New Label,?and then create the label as described in "Create target variation labels" above.Repeat steps 1 and 2 for each new target, and then click?Create Hierarchies.Author and publishOnce the variation hierarchy is created, new variations and translation options will appear on the ribbon. The exact options available depend on whether you’re working on a source or target site.Source site ribbon optionsOn the Publish tab of the ribbon on the source site you’ll see a new group called Variations. Here you’ll find two buttons that control how content updates will be distributed to target sites.BUTTONDESCRIPTIONCreate new targetEstablishes a relationship between source and target. Targets receive a copy of the source page and any future updates to it.Update all targetsCopies the current version of the source to all existing targets. The page remains as an unpublished draft until the variation site owner or author publishes it.Update all targetsFrom the source site, browse to the new or updated page. (The page must be published or approved via approval workflow before it can be copied to targets.)On the?Publish?tab, in the Variations group, click?Update?all?targets. Note that content can be copied only from source to target and not from target to target.Specify which targets should receive updatesFrom the source site, browse to the new or updated page. (The page must be published or approved via approval workflow before it can be copied to targets.)On the?Publish?tab, in the Variations group, click?Create?new?target.On the Create Variation page, select the check box next to each target that should receive the content. To send the content to all available targets, select the check box next to?Label. Note that content can be copied only from source to target and not from target to target.Click?Continue.Target site ribbon optionsTarget site owners receive a notification when new content arrives from the source. The notification sits at the top of the affected page and includes a link that takes them to the source so they can review the extent of changes and determine whether to accept or reject them. The amount of leeway for accepting and/or rejecting new and updated content depends on how the variation settings were configured by the site collection administrator.The ribbon on each target site includes a Variations tab similar to the one shown below:?This tab helps you both review content received from the source and prepare it for either human or machine translation. Each of the buttons is explained in the following table.BUTTONEXPLANATIONView ChangesCompares the source content just copied with the current translation on the target site. To determine the scope of changes, click?View Changes?whenever you receive new content from the source. If changes are minimal, you might elect to ignore them or make them by hand.Sync from SourceProvides two options:Sync from Source?copies the source content to the target site as an unpublished draft. Once published, this draft overwrites the current target content.Set as Current?designates the target content as equivalent to the source content without accepting updates. The appropriate choice when updating content by hand.Create Translation PackageExports the current page as an XLIFF file on your computer, and notifies the people you designate that the file is ready for translation. The XLIFF file has an .xlf extension. This feature was enabled or disabled during creation of the variation label.Upload TranslationEnables you to upload the translated XLIFF file and review the changes. This feature was enabled or disabled during creation of the variation label.Machine TranslateUses the Microsoft Translator for real-time translation, if enabled. This feature was enabled or disabled during creation of the variation label.Translation StatusA log of translation activity, including both human and machine translation.View changes from the sourceBrowse to the page just received from the source.In the notification at the top of the page or on the?Variations?tab, click?View Changes.?A new window opens with a report highlighting the differences between the most recently synchronized source and the current source.Accept changes from the sourceBrowse to the page just received from the source.On the?Variations?tab, click?Sync from Source.?The existing page is replaced with the one received from the source.When you’re satisfied with the changes, publish the page.Reject changes from the sourceBrowse to the page just received from the source.On the?Variations?tab, click?Set as Current.?The existing page remains?as is.Package a page for translationBrowse to the page whose content you want to translate.On the?Variations?tab, click?Create Translation Package.Enter the email addresses of everyone who should be notified when the content is ready for translation. Each recipient will get an email containing a link to the translation package.Upload a translated packageBrowse to the page that has just been translated.On the?Variations?tab, click?Upload Translation.Browse to the SharePoint library or other location on your computer or SharePoint site where the translated XLIFF file is stored.Optional: For tracking purposes, enter the name of the company that did the translation.When you’re satisfied with the translation, publish the page.Submit a page for machine translationBrowse to the page whose content you want to translate.On the?Variations?tab, click?Machine Translate.?The page is refreshed with the translated content.When you’re satisfied with the translation, publish the page.Check translation statusBrowse to the page whose content is being translated.On the?Variations?tab, click?Translation Status.Review the translation status log.List variationsList variations are similar to page variations, with one exception: Only complete lists, and not individual list items, can be replicated to target sites.Specify which targets should receive list updatesFrom the source site, browse to the new or updated list.On the?Variations?tab, click?Settings.On the Create Variation page, select the check box next to each target site that should receive the list. To send the list to all available targets, select the check box next to?Label.Click?Continue.Multilingual ReferencePlan for multilingual sites in SharePoint 2013(v=office.15).aspxCreate a multi-language website ................
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