Microsoft Word Macros for Translators (for Windows 2002 ...



Microsoft Word Macros for Translators

(for Windows XP/Internet Explorer 6 and possibly other versions, too)

written by Tanya Harvey Ciampi, multilingual.ch

Latest update: 10 September 2005

You are advised to read this document before installing the macro toolbars.

This document contains the following three toolbars:

Translator macros (contains general macros for translators)

Translator macros – Dictionaries (contains dictionary look-up macros)

Translator macros – Parallel Texts (contains parallel text look-up macros)

These toolbars contain the following macros for translators:

[pic] ShowHide: This macro shows/hides all hidden text and all space, tab, paragraph marks etc. It can be useful for when you need to spellcheck a text that you have translated using a translation memory program (so that the spellchecker skips the source text (thus avoiding endless “spelling mistakes”) and only checks the target text).

[pic] QuoteTransProof: This macro calculates the total number of characters including spaces in the MS Word document that you need to translate or proofread and works out the cost of translating or proofreading the text and the time required based on your own personal output. The character count covers normal text, text boxes, footnotes, endnotes, headers and footers and various other sections of a Word document that MS Word’s own character count ignores. A detailed list of the number of characters in all the different sections is provided.

You may choose to print the key statistics to a new file. If you run the macro on several files, selecting the “Print document statistics” option every time, the key statistics for these documents will be listed in a single file, which you can then send to your client as a detailed quote.

[pic] PdfCharCount600: This macro works with Adobe Reader 6.00 (and possibly other versions). It calculates the total number of characters including spaces in the Adobe Acrobat Reader file (pdf file) that you need to translate or proofread and works out the cost of translating or proofreading the text and the time required based on your own personal output. In addition it copies the content of the pdf file to an MS Word document to facilitate editing if you do not have the Adobe Acrobat editor.

NOTE: This macro only works on the “text” in pdf files and does not work on text that is not “text” as such but an “image”. Other versions available: PdfCharCount405c ([pic]) for Adobe Acrobat Reader 4.05c (and possibly other versions) and PdfCharCount405a ([pic]) for Adobe Acrobat Reader 4.05a (and possibly other versions).

PROCEDURE: Open your pdf document in Adobe Acrobat Reader, then return to Word and click on the pdf character count macro corresponding to your version of Adobe Acrobat Reader.

[pic] InsertComment: This macro inserts “{{}}” at the location of the cursor for you to enter a comment or query. This is useful for marking points that you need to query with the author or terms that you feel you need to return to later on in the translation process.

[pic] InsertQuery: This macro inserts “??” around the term or phrase that you have highlighted. This is useful for marking terms that you need to check later.

[pic] SelectUpToNextWord: This macro selects text from where the cursor is to the first occurrence of a term of your choice. The macro may be run several times in succession to extend the selection to the next occurrence of the word or to a different word.

[pic] DeleteToPeriod: This macro can be useful if, when you translate, you leave the source text visible for a while until you are certain you have translated all parts of the sentence. This macro deletes all the text (e.g. the source text) right up to the next full stop (.).

[pic] PasteUnformatted: This macro pastes text that you have copied from elsewhere (from the same Word document, from the Web, from Excel etc.) into your Word document unformatted (and without any hyperlinks).

[pic] TermManage: This macro helps you manage your terminology while you translate (retrieving existing terms from your glossary and adding new ones to it) by automating repetitive tasks.

How it works:

1. Highlight a term (word or phrase) in the MS Word document that you are translating.

2. Click on the TermManage macro button.

3. You must create a new glossary the first time; after that you may open an existing glossary.

NOTE: The glossary format must be observed (i.e. no text or spaces must be added before or after the table); column 1 = source language terms, column 2 = target language terms; you may add definitions and remarks in column 3.

4. If the term that you have highlighted is in your glossary, it will be retrieved and replaced throughout your text.

5. If the term is not in your glossary, you may add it. After entering a translation, the term will be replaced throughout your text (Press Ctrl-Z to undo this operation if necessary).

NOTE: to look up a single word, you may also place the cursor at the beginning of the word or inside a word, but to look up a phrase, you will need to highlight the phrase in question.

The TermManage macro may be called using the keyboard short-cut CTRL-G (if this doesn’t work automatically, proceed as follows: In Word, select Tools/Customize and under Commands, click on the Keyboard button. On the left, under Categories, select Macros; on the right, under Macros, select “Project.TranslatorMacros.TermManage” (the full name might not be visible). Click in the box under New Combination, press CTRL-G and click on Assign. Close the window. If Word prompts you to save any changes when you close down Word, reply Yes.)

[pic] OpenMultilingual: This macro opens the WWW Search Interfaces for Translators at multilingual.ch/search_interfaces.htm

[pic] SearchGoogle: This macro searches Google for a word or phrase that you have highlighted in Word. You can use this macro to double-check expressions that you have used in your translation.

NOTE: you may also simply place the cursor inside or at the beginning of a word that you wish to look up; to look up phrases, you will need to highlight the phrase in question.

[pic] GoogleUk: This macro searches Google for a word or phrase that you have highlighted in Word, restricting your search to websites in the UK and Ireland. You can use this macro to double-check expressions that you have used in your translation.

NOTE: you may also simply place the cursor inside or at the beginning of the word you wish to look up; to look up phrases, you will need to highlight the phrase in question.

[pic] GoogleNewspapersUk: This macro searches Google for a word or phrase that you have highlighted in Word, restricting your search to UK newspapers websites. You can use this macro to double-check expressions that you have used in your translation. The sites used are the following:

guardian.co.uk, timesonline.co.uk, independent.co.uk, telegraph.co.uk and

NOTE: you may also simply place the cursor inside or at the beginning of the word you wish to look up; to look up phrases, you will need to highlight the phrase in question.

[pic] GoogleCh: This macro searches Google for a word or phrase that you have highlighted in Word, restricting your search to websites in Switzerland. You can use this macro to double-check expressions that you have used in your translation.

NOTE: you may also simply place the cursor inside or at the beginning of the word you wish to look up; to look up phrases, you will need to highlight the phrase in question.

WWW Search Interfaces for Translators

Glossary search interfaces:

[pic] GoogleGlosEn: This macro searches Google () for a glossary containing the English word or phrase of up to 4 words that you have highlighted in Word.

Google glossary search macros are also available for the following languages:

[pic] German / [pic] French / [pic] Italian / [pic] Spanish / [pic] Portuguese

[pic] ExaleadGlosEn: This macro searches Exalead () for a glossary containing the English word or phrase that you have highlighted in Word.

Exalead glossary search macros are also available for the following languages:

[pic] German / [pic] French / [pic] Italian / [pic] Spanish / [pic] Portuguese

FEATURES:

( To broaden your search, in Exalead you may add an asterisk (*) at the end of your search term to make use of the search engine’s truncation feature, which Google does NOT offer (e.g. Wertpapierh* to cover “Wertpapierhaus”, “Wertpapierhäuser” and “Wertpapierhäusern”)

( Alternatively, to narrow your search, in Exalead you may add quotation marks (“) either side of your search term to search for exact phrases (e.g. “hedge fund”).

Finding translations:

For a Spanish translation of an English term, for example, try searching for your English term using the Spanish glossary search macro: you may find a bilingual English/Spanish glossary.

Parallel text search interfaces:

[pic] GgPtItEn: This macro searches Google for a page containing the term that you have highlighted in Word, specifically a page that suggests the existence of a translation of that same page in your target language (parallel texts). GgPtItEn finds a page containing your Italian term for which there is likely to be an English version, too.

Macros are also available for the following language combinations:

[pic] English-Italian / [pic] German-English / [pic] English-German / [pic] German-French / [pic] French-German / [pic] French-English / [pic] English-French / [pic] German-Italian / [pic] Italian-German / [pic] Italian-French (more available upon request! Contact Tanya Harvey Ciampi)

[pic] GoogleSearchEu: This macro searches the European Union website through Google for the word or phrase that you have highlighted in Word. This website usually has parallel texts in the following languages: DA, DE, EL, EN, ES, FI, FR, IT, NL, PT, SV

To find the corresponding page in your target language, click on the language link on the page if available or else change the language code in the URL (especially in the case of pdf files).

Dictionary look-up macros

[pic] f-e WordrefFrEn: This macro searches for your word in the French-English dictionary at .

Macros are also available for the following language combinations: English-French / Italian-English / English-Italian / English-Spanish / Spanish-English (blue dictionary icon)

[pic] e WordrefEn: This macro searches for your word in the English dictionary at . (blue dictionary icon)

[pic] d/e LeoDeEnDe: This macro searches for your word in the German-English and English-German dictionaries at . (teal dictionary icon)

[pic] d/f LeoDeFrDe: This macro searches for your word in the French-German and German-French dictionaries at . (teal dictionary icon)

[pic] d/e DictCcDeEnDe: This macro searches for your word in the German-English and English-German dictionaries at (green dictionary icon).

[pic] i-e SapereItEn: This macro searches for your word in the Italian-English dictionary at .

Macros are also available for the following language combinations: English-Italian / Italian-German / German- Italian / Italian-French / French-Italian / Italian-Spanish (red dictionary icon)

[pic] d-e Pons: This macro searches for your word in the German-English dictionary at pons.de.

Macros are also available for the following language combinations: English-German / German-French / French-German / German-Italian / Italian-German / German-Spanish / Spanish-German

[pic] OaldEn: This macro searches for your word in the Oxford Advanced Learner’s Dictionary of English at .

[pic] MerriamWebsterEn: This macro searches for your word in the Merriam Webster English dictionary at .

[pic] WahrigDe: This macro searches for your word in the German dictionary at .

[pic] DwdsDe: This macro searches for your word in the German dictionary (Das Digitale Wörterbuch der Deutschen Sprache) at .

[pic] GarzantiIt: This macro searches for your word in the Garzanti Italian dictionary at (white “G” on green background).

[pic] GarzantiIt: This macro searches for your word in the Garzanti Italian synonym dictionary at (registration may be needed at this website, but the service is free and you will probably only have to enter your password the first time) (green “G” on white background).

[pic] GarzantiIt: This macro searches for your word in the Garzanti Italian-English dictionary at (blue “G” on white background).

[pic] GarzantiIt: This macro searches for your word in the Garzanti English-Italian dictionary at (white “G” on blue background).

[pic] GarzantiIt: This macro searches for your word in the Garzanti French-Italian dictionary at (white “G” on red background)..

[pic] GarzantiIt: This macro searches for your word in the Garzanti Italian-French dictionary at (red “G” on white background).

[pic] LangenscheidtDeEn: This macro searches for your word in the German-English Langenscheidt dictionary at . A macro for English-German is also available ([pic])

[pic] DiccionariosSp: This macro searches for your word in the Spanish dictionary at .

[pic] LinguadictDeEn: This macro searches for your word in the German-English technical dictionary at , very similar to the Ernst Dictionary of Engineering and Technology. Macros are also availble for English-German ([pic]), German-French ([pic]) and French-German ([pic]).

[pic] RocheLexikonDeEnDe: This macro searches for your medical term in the German/English Roche Medizin Lexikon at gesundheit.de/roche/ and covers both DE-EN and EN-DE. The dictionary also provides definitions in German.

[pic] DeEnDeDicts: This macro searches for your term in German-English and English-German dictionaries and terminology sites on the Internet using Google. The sites in question are the following:

dict.uni-leipzig.de, dict., , odge.de, , branchenportal-deutschland.aus-stade.de, site:iee.et.tu-dresden.de and .

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… more macros will be added in the future. Check back to multilingual.ch from time to time to get the latest macros.

There are essentially three different methods for installing these macros:

Note: Installing the macros in more than one way will result in your having two Translator macros toolbars in Word. The best method is Method 1 (saving the template in Word’s startup folder) as it allows you to update the macros from time to time with the least effort.

To install these macros in MS Word – Method 1

This method installs the macros in Word’s Startup folder so that they are opened every time you launch Word.

1. Print this document for reference;

2. Find out the full path of your Word Startup folder. To do so, in Word select Tools/Options/File Locations [Italian: Strumenti/Opzioni/Directory predefinite; German: Extras/Optionen/Speicherort für Dateien; French: Outils/Options/?]. To view the full path, double-click on Startup [Italian: Avvio; German: Autostart] and then click on the downward-pointing arrow at the top of the dialog box to view the full path. Make a note of the full path;

3. Close this document and open Explorer. There, move the file macros_for_translators.dot from where you have saved it to the Word Startup folder, at the location that you have just noted down, by right-clicking and selecting Cut and then Paste in the new location.

The default locations for the Word Startup folder are the following:

Microsoft Windows 95, Microsoft Windows 98, or Microsoft Windows Millennium Edition (Me):

=> C:\WINDOWS\Application Data\Microsoft\Word\STARTUP

Microsoft Windows 95, Microsoft Windows 98, or Microsoft Windows Millennium Edition (Me) with user profiles:

=> C:\WINDOWS\Profiles\user name\Application Data\Microsoft\Word\STARTUP

Microsoft Windows NT 4.0:

=> C:\WINNT\Profiles\user name\Application Data\Microsoft\Word\STARTUP

Microsoft Windows 2000:

=> C:\Documents and Settings\user name\Application Data\Microsoft\Word\STARTUP

There is also a Startup folder in the directory that contains the Microsoft Office program files. Word checks this folder during startup, in addition to the locations listed above. Word then loads any templates or add-in libraries that it finds there. By default, this folder is in the following location:

=> C:\Program Files\Microsoft Office\Office\STARTUP

4. Close down all instances of Word and then launch Word again. From now on, the macros and toolbars should all be available every time you start up Word, because the template is automatically loaded on startup. (If this doesn’t work, see alternative procedure below). Depending on your security settings, you may be asked whether you wish to activate the macros every time. Reply “Enable macros” if asked.

To install these macros in MS Word – Method 2

This method installs the macros in Word’s Normal.dot template so that they are opened every time you launch Word. Follow either the automatic procedure or the manual procedure.

IMPORTANT: You are advised to back up your Normal.dot file first.

Before beginning, make sure that you have opened this document (macros_for_translators.dot) FROM WITHIN WORD, i.e. selecting File/Open and browsing to the location to which you have saved the file [this is to ensure that the document is opened in .dot (template) mode, not in .doc (document) mode] and that you selected “ENABLE MACROS” when you opened the document.

Automatic procedure:

1. Press CTRL-SHIFT-N. (SHIFT=upward pointing arrow above CTRL on the left of your keyboard) The macros have now been copied to your Normal.dot template.

Manual procedure:

1. Print this document (macros_for_translators.dot) for reference.

2. With this document (macros_for_translators.dot) open in MS Word, from Word’s main menu select Tools/Templates and Add-Ins (if you have Word in Italian: Strument/Modelli e Aggiunte…; German: Extras/Vorlagen und Add-Ins... / French: Outils/Modèles et compléments...);

3. Click on Organizer [Italian: Libreria; German: Organisieren];

4. Click on the Macro Project Items [Italian: Macro] tab. Under Macros available in [Italian: Macro disponibli in] on the bottom left-hand side, select macros_for_translators. In the white area on the left, you should now see “Translator macros” and “Translator macros - Dictionaries”. Select these both by holding CTRL down whilst you left-click on both (these are the macros available in the macros_for_translators.dot template), and click on the “Copy>>” button [Italian: Copia>>] to copy the macros to your Normal.dot, in the white area on the right. You will now see “Translator macros” and “Translator macros - Dictionaries” listed on the right as well;

[pic]

5. If this does not work, it might be because on the right-hand side there is already an item by the same name. If this is the case, click once on the item on the right and press Rename [Italian: Rinomina] to rename it first (or delete it if you are simply overwriting the old version of the same macros), then highlight “Translator macros” and “Translator macros - Dictionaries” on the left and try copying it to the right again;

6. Click on the Toolbars tab [Italian: Barre degli Strumenti; German: Symbolleisten / French: Barres d’outils]. Under Toolbars available in [Italian: Barre degli strumenti disponibli in] on the bottom left-hand side, select macros_for_translators. In the white area on the left, you should now see “Translator macros” and “Translator macros - Dictionaries”. Select these both by holding CTRL down whilst you left-click on both (these are the toolbars available in the macros_for_translators.dot template), and click on the “Copy>>” button [Italian: Copia>>] to copy the toolbars to your Normal.dot, in the white area on the right. You will now see “Translator macros” and “Translator macros - Dictionaries” listed on the right as well;

7. Close the file macros_for_translators.dot (this document). Now you should see the “Translator macros” and “Translator macros - Dictionaries” toolbars in Word. If you cannot see the toolbars, open them as follows: Select View/Toolbars [Italian: Visualizza/Barre degli strumenti; German: Ansicht/Symbolleisten; French: Affichage/Barres d’outils] and then click on “Translator macros” and “Translator macros - Dictionaries”.

8. Close down Word. Start up Word again, open a new document and try out the macros.

To install these macros in MS Word – Method 3

This method installs the macros under Word’s Templates & Add-ins. You will need to activate the add-in every time you open Word.

Before beginning, make sure that you have opened this document (macros_for_translators.dot) FROM WITHIN WORD, i.e. selecting File/Open and browsing to the location to which you have saved the file [this is to ensure that the document is opened in .dot (template) mode, not in .doc (document) mode] and that you selected “ENABLE MACROS” when you opened the document.

Automatic procedure:

1. Press CTRL-SHIFT-T. (SHIFT=upward pointing arrow above CTRL on the left of your keyboard) The macros have now been added under Templates & Add-ins.

2. To enable/disable the macros in MS Word, select Tools/Templates and Add-Ins [if you have Word in Italian: Strument/Modelli e Aggiunte…; German: Extras/Vorlagen und Add-Ins... / French: Outils/Modèles et compléments...]. Tick “Translator macros”.

To view/hide the Translator macros toolbars in Word

1. To view/hide the Translator macros toolbars in Word, select View/Toolbars [Italian: Visualizza/Barre degli strumenti; German: Ansicht/Symbolleisten; French: Affichage/Barres d’outils] and tick Translator macros.

To remove the toolbar buttons that you do not need

1. You may not need all of the macros available in the Translator macros toolbars and you may feel that the toolbar buttons occupy too much space in Word (besides, the toolbars may contain so many macros that some are hidden and not immediately visible). If so, you may delete the buttons that correspond to the macros that you feel you do not need. To delete the unnecessary buttons, proceed as follows:

2. To find out which additional button(s) you wish to delete, hold your mouse (without clicking) over the various buttons in the Translator macros toolbars to discover which macros they correspond to (see text that appears).

3. Right-click on one of the buttons that you wish to delete from the Translator macros toolbars. From the menu that appears,select Customize [Italian: Personalizza; German: Anpassen; French: Personnaliser]. Right-click once again on the button that you wish to delete and this time select Delete [Italian: Elimina; German: Löschen; French: Supprimer]. The button is now gone;

4. You can always get them back again later by reinstalling the macro toolbars by one of the procedures described below (see “Updating the macros”). For an updated version of these macros, go to multilingual.ch. Simply proceed as specified above, overwriting the old macros_for_translators.dot with the new version.

Updating the macros

These macros are constantly being improved and added to. The online dictionaries on which some of these macros are based may from time to time change the way in which they work, so that these macros need modifying accordingly. Therefore, you are advised to check back to multilingual.ch from time to time to download the latest version of these macros.

The macros installed on your computer may be updated using any of the following methods:

1) If you have saved the template in your startup folder: Method 1 (easiest: save the new .dot file to the same folder. When asked if you wish to replace the earlier version, reply YES. No need to disinstall earlier version first.)

2) If you have copied the template to your Normal.dot template: Method 2, the manual procedure

(you need to delete the old version first!)

3) If the template is in Word’s Tools/Templates & Add-ins: Method 3, the automatic procedure

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|NOTE: |

|Websites will from time to time undergo changes, which will affect the operation of the macros above. If you notice any macros not working properly, |

|please report the problem to Tanya Harvey Ciampi at the following address: |

|[pic] |

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IMPORTANT: For this macro to work, you need to set your security level in Word to Medium (recommended) or Low first. To do so, in Word select Tools/Macros/Security and under Security Level select Medium or Low. Close down Word. When you open this document (from within Word, with File/Open ...) you will be asked whether you wish to enable the macros in the document: Reply Yes.

For more tips in case of problems go to:



(or search the English-language knowledge base at ? for the number “302632”)

When you download this file to your hard disk, MAKE SURE that you call it “macros_for_translators.dot”. The “.dot” suffix indicates a template.

CAUTION: The macros below are supplied AS IS. The author of these macros will not be responsible for any loss or damage caused by the use of these macros.

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