InDesign Translation = Words + Layout + Visuals

Adobe InDesign is the go-to platform for designing professional, high-impact documents. From sleek product catalogs and compliance manuals to nonprofit reports and HR handbooks, InDesign gives teams the tools to create branded, visually consistent materials that stand out.

But translating those same beautifully built files into multiple languages? That’s where things can fall apart fast.

Fonts break.

Text spills out of boxes.

Layouts skew off-center.

Suddenly, your polished document looks like it barely survived the translation process. If you’ve ever opened an auto-translated InDesign file and gasped, you’re not alone.

Let’s walk through why translating InDesign files is different, and how working with a professional team that offers multilingual Desktop Publishing (DTP) can save time, money, and your reputation.

Formatting Translations in InDesign

InDesign translation is about more than translating words. It’s about preserving the brand look and feel of the design in the document.

When we talk about translating an InDesign file, we mean:

• Extracting the translatable content from the .INDD or .IDML file.
• Running that content through the translation process (either human-led or AI-generated with Machine Translation Post-Editing).
• Importing the translated content
• Adjusting the layout so it fits the target language and reads just as clearly.
• Delivering a file that looks and feels like it was originally designed in the target language.

This process requires multilingual desktop publishing and close collaboration between linguists, project managers, and multilingual DTP experts who know how to keep your fonts from breaking, your layouts from shifting, and your meaning from getting lost in translation. If consistency is important, you might also consider developing a glossary or style guide. 

Interpro’s multilingual desktop specialist formatting a translated document. 

Where InDesign Translation Breaks (and How to Prevent It)

If you’re reading this, chances are you’re trying to fix one of these problems:

• Text Overflow: Long translations break narrow columns and shift content.
• Broken Lists: Text expansion or contraction can shift pagination, leading to an inaccurate table of contents and index.
• Inappropriate Fonts: Many English fonts don’t support characters in languages such as Arabic and Chinese, for example.
• Hard-Coded Line Breaks and Tabs: These confuse sentence segmentation and force incorrect line endings.
• Alphabetization: Is there an alphabetized glossary of terms in your layout? It should be alphabetized in the target language, too. 
• Or one of the many other problems that can happen during desktop publishing. 

And sometimes you don’t even know where the formatting breaks because you don’t speak the language. With multilingual DTP, these problems are noticed and fixed before they get published.

Why Free Tools Don’t Work for InDesign Translation

You can’t copy-paste a beautiful design into Google Translate and expect it to come out the other side intact. Free tools weren’t built to:

• Understand typographic hierarchy or design context.
• Detect hidden or embedded text.
• Respect regional formatting nuances (currency, date/time formats, legal phrasing).
• Account for major layout shifts (like English-to-German text expansion or right-to-left reading for Arabic).

We’ve seen it first hand: headers overflowing, lists reformatted into unrecognizable blocks, brand colors mismatched. Even worse? Clients who have to pay to fix broken files after trying to save money upfront. We cover some additional considerations about using free translation tools here.

Generally, if you’re seeking to build a professional, global brand, you need professional document translation services. 

Preparing InDesign Files for Translation: Your Shortlist

Want to make your translation project smoother? Here are steps to prep your files:

• Package the file: Include .INDD and .IDML files, local fonts, and linked images
• Use styles consistently: Paragraph and character styles = smoother formatting in the target language(s)
• Don’t hide text: Remove or indicate any content that does not require translation
• Send a reference PDF: It shows us exactly how your final layout should look

This gives your translation team (and your future self) a much clearer starting point. To really prepare, check out our indesign translation prep recommendations.

The InDesign Translation Process

Let’s say your marketing team just finalized a 20-page InDesign brochure in English. You want to release it in Spanish, French, and Vietnamese. 

Interpro’s InDesign Translation Process in 7 Steps

Here’s what we do next:

1. Analyze the File

   We check for compatibility issues (fonts, embedded text, language support).
   

2. Extract the Text
   

   Using translation software compatible with the .IDML interchange format, we extract clean, well-segmented content.
   

3. Set Up Glossaries + Translation Memory
   

   Brand tone matters. We create a style guide or reuse your existing terminology.

4. Translate with In-Country Linguists
   

   Our translators are fluent, subject-matter experts who understand cultural nuance and industry language.

5. Format the Layout
   

   Our DTP team imports the translated content and adapts the layout based on language-specific criteria. Images are localized. Table of Contents, Indexes, cross-references, and other generated lists are updated. 

6. Conduct Quality Assurance
   

   A final round of linguistic and visual QA checks everything from punctuation to pixel alignment.

7. Deliver Your File
   

   You get a fully translated, fully formatted .INDD file and a polished, print-ready PDF.

Where We See This Most: Real InDesign Translation Use Cases

• Marketing teams translating product catalogs and ad campaigns
• Associations and nonprofits producing multilingual newsletters and guides
• HR departments sharing onboarding packets or employee handbooks
• Compliance teams publishing safety documentation in multiple regions

Success Stories: SEIU 775 Benefits Group

SEIU 775 Benefits Group works with Interpro to translate and localize healthcare training materials for caregivers across diverse U.S. communities. These materials, often designed in InDesign, are published in Vietnamese, Spanish, Amharic, Somali, and more.

SEIU 775’s manager of all the organization’s localization projects flew to our headquarters in the greater Chicago, IL area to receive expert training on improving their translation workflow and file prep. 

For SEIU, translation is about breaking down communication barriers and getting their caregivers engaged. Interpro makes sure the meaning is precise, the layout remains clean, and every audience receives a version that feels native to help their organization build trust with their audience.

Why Does SEIU 775 Choose Interpro?

• Full support for any file type or cloud-based platform 
• Certified translations and ISO-certified workflows with real human oversight
• In-country linguists in 128+ languages
• Subject matter experts in compliance-heavy, technical, and creative industries

Ready to Translate? Start With a Single .INDD

Find out how easy it can be to get the translation right the first time. Get the behind-the-scenes professional translation experience and request a free sample translation.

We’ll take you through the InDesign translation process with one of your documents to show how Interpro makes it seamless to get accurate translations, tone, and formatting every time.

Document translation is the start of your growth strategy, your risk mitigation plan, and your key to clear communication. Whether you’re targeting international markets or supporting U.S. audiences with English-as-a-Second Language, we tailor translation solutions that help you scale with confidence.

The post InDesign Translation: How to Translate Files Without Breaking Formatting appeared first on Interpro Translation Solutions.

You’ve spent significant time and resources developing your content, and you want to be sure to maximize its impact. If you’re ready to expand into the international marketplace, communicating your message in the language of your target audience is imperative. Partnering with a professional translation agency is a smart move, especially when it comes to InDesign translation.

The InDesign Translation Process

You value your content and your design, and you want to keep your message clear and your images crisp. Professional document translation and Multilingual Desktop Publishing (DTP) teams will make that happen. 

Here’s how your professional translation team ensures your translated InDesign file is translated accurately and well-designed.

However, there are some preparatory steps that you need to take to get your file ready for professional InDesign translation. By planning ahead and implementing these tips, the translation process will go much more smoothly.

You’ll want to follow the same steps as you would when preparing for document translation, but with a few extra considerations due to the complexity of InDesign. If you’re working with a high volume of files or need the files in several languages, it’s especially important to take these additional steps before launching a full-scale project to keep translated content consistent across communications.

The Four Steps to Translating InDesign Documents

1.  Work from a style guide

One of the first steps you need to take is to create a translation style guide. Style guides can capture everything from actual writing style, such as AP (Associated Press) or MLA (Modern Language Association) and/or tone, such as conversational or formal. More so, style guides can also include things like logos, slogans, catchphrases, color schemes, font sizes, and font types.

Not only do style guides keep things consistent for in-house work, they also help resources outside of your organization to better adhere to your brand standards. Keeping everyone on the same page is important to ensure efficiency, consistency, and the overall integrity of your brand. This approach can prove beneficial when it’s time for professional InDesign translation.

2.  Simpler is better

If you intend to have your work localized in one or more languages, you need to be mindful of your initial design. Multilingual Desktop Publishing is also a step where you can save money if you prepare your InDesign files correctly by reducing the amount of work for the DTP specialist. If you’re seeking to reduce costs, simpler is cheaper.

When translating InDesign documents (or any documents that can have formatting breaks and visuals that need to be translated), your project will require Multilingual Desktop Publishing (DTP). This is the step that fixes any formatting that breaks during the translation process. 

Here are some points to consider in your initial design that can make the translation process easier and more cost effective. 

Design Elements

All of these design elements matter, and keeping them simple helps:

• White space
• Font families
• Font sizes
• Character spacing and paragraph margins
• Text wrapping around images

Groupings

When content is translated into another language, some shifting in the layout is inevitable. A professional translation team will work with your company on issues such as pagination, but anchored objects and grouped objects can also help. As you create your initial design, if there are elements that need to stay together, such as an image and its respective caption, you will want to group and/or anchor them. As aspects of your design get translated, the elements will stay together.

Alignments

InDesign has robust alignment options, but that doesn’t mean that everyone is familiar with them. Take the time to explore the features in InDesign that impact alignment. This way, you won’t be tempted to adjust the location of your text by adding spaces and tabs. Instead, use alignments that match the design intent. You might also want to investigate hanging indents. By using the capabilities built into InDesign, you are less likely to create segmentation issues in the source file.

Overall, making informed choices in your initial design makes it easier to format the finished product. Of course, working in tandem with a professional translation team can address any design issues.

3. Know a Thing or Two about Expansion

You don’t have to be a language expert. That’s why you’ve engaged the services of a professional InDesign translation team. However, you do want to be conscious of how you write your original content. If the text is originally written in English, it will most likely expand when translated into certain languages.

Can you spot how our client’s designer left plenty of space to adjust the design of the expanded text?

In many cases, you can’t anticipate which target markets your content will be distributed in or which languages you will need to translate it to. Maybe you’re simply not aware of the most popular languages for business translation. However, having a general understanding of language expansion can help you more efficiently lay out your original document.

4.  Plan Your Images Strategically

People tend to include text in their graphics in a few different ways: they either include it in the image file, or they use text frames that are placed over the image. On the surface, the difference might seem insignificant. In fact, there’s a good chance that you can’t actually tell which was used when you’re looking at the finished product.

When it comes to translating your content, however, the way your images are initially designed matters. Text in an image requires a few extra steps during the preparation and execution phases; any text that is within the image will not be available for translation when the content is exported from InDesign. Instead, by placing the text over your images using InDesign’s text frames, you can actually ensure that all of the text is easily captured, which will save time and money.

Need more help preparing for the translation process?

Find out how easy it can be to get the translation right the first time when you work with experts. Get the behind-the-scenes professional translation experience and book a free sample translation. 

At Interpro, we’ve seen time and again that clients who invest time in preparing for translation projects achieve the best results. From defining your audience to setting up glossaries and publishing the final translated files, the Interpro team can help you at any stage of the translation process.

Whether you’re testing workflows by translating a simple document into one language, or need an expert in a complex, multi-language project with multimedia components, we’re here to guide you at every stage. With our experienced team, we’re your full-service language partner, committed to your success.

The post How to Prepare for InDesign Translation in 4 Steps appeared first on Interpro Translation Solutions.

Getting Started Translating Marketing Documents

As a CMO or communications strategy manager, you probably already have something in hand that you know you want to translate. Whether it’s internal communications to build better global teams or a campaign to test if global growth is right for you. 

But it’s not enough to say “translate this please”. We need to define the type of document translation you need. 

So what should you expect when asking for a marketing translation? That’s what we’ll cover in this article.

What Is Marketing Document Translation? 

Marketing document translation refers to the adaptation of promotional content such as brochures, websites, social media ads, email campaigns, product catalogs, and more into another language. 

But you’re far more likely to be considering professional localization or transcreation (which we’ll also cover in this article). The translation of marketing material is one of the most challenging areas of the translation and localization industry.

When you’re translating instructions or help documents, the goal is very clear. You’re not trying to be creative. You just need to explain how to use something in a way that makes sense in the new language. Translators need to have subject matter expertise and write clearly. These kinds of translations don’t have hidden messages or special meaning, just facts.

Marketing is very different. Marketing is about getting people to take a desired action. So, the goal of a brochure is not the same as a user guide. A brochure needs to catch attention, persuade, or trigger an emotion – while a user guide just needs to explain how something works.

How to Handle Creative Marketing Campaigns in Translation

So how should the translator handle it? Should they get creative or just stick to the words?

Usually, a translator’s job is to say the same thing in another language without adding or leaving anything out. They localize the content and keep the meaning, style, and cultural tone of the original text intact. But just following those rules doesn’t always work for marketing content. A basic word-for-word translation might not share the real message the company wants people to feel.

Interpro has partnered with many global marketing teams to localize global websites and supporting documentation. 

Translating branded material requires a special kind of subject matter expert who can preserve your brand’s tone, values, and intent while ensuring the content resonates with new cultural and linguistic contexts. This is where transcreation, a blend of creative translation and copywriting, often plays a critical role.

What is Transcreation? 

Transcreation is the adaptation of marketing content across languages in a way that preserves emotional resonance, intent, and brand voice. It often requires collaboration with your team and could involve a complete rewrite by a native-speaking marketer rather than a literal translation. It’s most applicable when direct translation would miss cultural nuance, humor, or persuasive impact.

Take a look at this Coca-Cola ad – this is localization and transcreation in action. It was likely originally developed in English and either localized or transcreated for the Colombian market. Notice how the visuals, tone, and cultural cues were adapted to resonate with local audiences.

Translating marketing material is trickier than it looks. A joke or catchy phrase in one language can sound silly or even rude in another. Slogans and taglines often can’t be translated at all because they depend on culture, wordplay, or local references that don’t exist in other countries. Things like metaphors or rhymes may need to be completely reimagined in the new language. 

When we see creative marketing materials, that’s when we ask: is a regular translator the right person for this kind of creative work?

Transcreation Applications in Marketing:

You may be seeking transcreation services for the following materials:

• Social Media Campaigns: Rewriting taglines, captions, and hashtags so they’re culturally relevant and grab attention in the target language.
• Email Marketing: Adapt subject lines, CTAs, and body content to reflect relevant offers for the target audience, voice, tone, and preferences of local readers.
• Websites: Reworking hero copy, value propositions, headlines, and even visuals to appeal to cultural buying behaviors and expectations.
• Internal Culture Campaigns: Translating company values or DEI messaging in a way that resonates with global teams, not just linguistically but emotionally and contextually.
• Ad Copy & Slogans: Replacing or rewriting slogans that rely on wordplay, idioms, or emotional appeal so they make sense and have the same persuasive power in another market.
• Product packaging, brochures, and catalogs for international distributors

To clarify:

• Standard translation conveys meaning accurately, focusing on word-for-word conversion.
• Marketing translation and localization ensures that meaning is emotionally relevant and culturally aligned, and the brand visuals and voice stay consistent across marketing channels.
• Transcreation goes even further, recreating content to evoke the same impact, emotion, and action in each target market, often requiring a total rewrite rather than a direct translation.

Transcreation Examples in Marketing

Slogan transcreation example: “Crack Open a Smile”

“Crack Open a Smile” may become “Happiness in Every Sip” in one language and “Taste Joyfully” in another to retain its original sentiment.

It might land well in English, but directly translating it to another language could confuse or even alienate the target audience. In transcreation, that phrase is reimagined to retain its original intention but make sense in the new language. 

Graphics localization example: Visit Orlando 

One of Interpro’s clients did transcreation of marketing brochures that included:

• Visual representation: Making sure the audience sees themselves reflected in the content increases relatability and trust.
• Cultural relevance: Certain images, colors, gestures, or expressions may carry different connotations across cultures.
• Emotional resonance: The goal is to recreate a brand that resonates with emotional impact for a different audience, which often requires changes to images, layout, tone, and phrasing. 

Interpro has helped countless clients tailor their documents for diverse U.S. audiences or global marketing campaigns. We connect you with the right subject matter expert to ensure your message is understood and impactful.

This image is a perfect example of transcreation in practice. Rather than simply translating the text of a vacation guide, the publishers adapted the entire experience for different cultural audiences. The Chinese-language version features imagery and messaging tailored to resonate with Asian families, while the Spanish-language version highlights visuals more relatable to Hispanic audiences. 

When seeking language services, you’ll want to consider the level of translation, localization, or transcreation you’ll need. A provider like Interpro can provide consultative advice on what level of localization will be the best fit, depending on your marketing goals.

How Your Translation Partner Seriously Impacts a Successful Global Growth Strategy 

A well-documented example of global branding gone wrong is KFC’s mistranslation of its slogan “Finger Lickin’ Good” in China. When KFC entered the Chinese market in the late 1980s, the slogan was translated literally, resulting in the phrase “Eat your fingers off.” This translation not only confused consumers but also damaged KFC’s brand image in China, forcing the company to quickly correct the error and adjust its marketing approach.

Investing in high-quality marketing translation helps you:

• Protect your brand from misinterpretation and reputational damage
• Build trust with local audiences who feel understood and respected
• Increase conversions and engagement by aligning content with cultural values

In fact, research shows that 76% of consumers prefer to buy products in their native language, and over 40% say they won’t even consider purchasing from websites in other languages.

But how do you make sure your brand doesn’t end up like KFC’s?

Successful global expansion requires teamwork and collaboration from many subject matter experts. The translator does their best job, shares helpful notes or suggestions, and brings ideas to the table. But only the client knows their brand, their audience, and how they want to be seen. They’re the ones who should make the final creative choices. But you need a partner that can bring that creativity to life in other languages.

We frequently collaborate with clients to create tools to elevate your brand. We suggest:

• Provide a detailed creative brief to help the team understand the complexity of the marketing materials.
• Providing past marketing references.
• Creating tools like translation glossaries or style guides to educate the translation team on your brand. 
• Share feedback on the translation and send back the edited version. When clients and translators work together, the results are better and both sides are more excited to work on the next project.

We’ve seen this time and time again – businesses that invest in translation and localization the way they invest in their brand pays off in global expansion. Armstrong International is a clear example of an Interpro client experiencing global growth through localization. 

Key Takeaways: Marketing Translation Challenges (And How to Solve Them)

Your translation partner should be able to offer expert guidance on how to navigate considerations like these:

1. Cultural Nuances Marketing thrives on emotional resonance: humor, idioms, and wordplay. These often don’t translate directly. A campaign slogan that’s witty in English might sound flat or inappropriate in another language. To solve this, we use transcreation, working with in-country linguists who deeply understand both language and culture.
2. Design Limitations In DTP-heavy formats like InDesign, even small changes in word length can cause major layout shifts. Right-to-left languages like Arabic require mirrored formatting. We collaborate early with client design teams to adjust layouts and prevent costly redesigns post-translation.
3. Missing Source Files Clients sometimes only have PDFs and not the original design files. In these cases we can recreate the PDF to be editable, but doing this adds substantial time and cost. Planning ahead ensures your translation partner receives native files like .INDD or .PSD to streamline the process.
4. Regulatory and Legal Language Industries like healthcare, finance, and education require marketing copy to meet strict legal and compliance standards. Our certified translators are also subject matter experts who ensure these materials remain accurate and legally sound.
5. International Content Strategy: SEO and search behavior isn’t universal. A keyword that drives traffic in the U.S. might not even register with users in Mexico or Germany. China uses a completely different search engine from the states. You’ll need to localize your strategy along with the content. 
6. Transcreate key messages: CTAs, headlines, and taglines often need more than direct translation to preserve persuasive impact. Native speakers familiar with local trends and consumer behavior can fine-tune messaging for effectiveness.
7. Create a brand glossary and tone guide: This ensures brand consistency across campaigns globally and prevents misalignment during the localization process.
8. Involve your language partner early: Don’t wait until after the design is finalized. Collaboration from the start avoids rework and delays

Need Help? Interpro offers complimentary marketing translation consultations because we know you need advice on how to get started before you get started. Let’s ensure your brand speaks clearly, confidently, and culturally in every market you serve.

Real Marketing Translation Example: Carewell

Carewell provides healthcare training to multilingual communities. They’ve partnered with Interpro to translate complex InDesign documents and promotional assets. Our team helped them translate marketing documents across many different languages, in addition to videos, educational courses, and their website.

Interpro’s client, Carewell, translates many healthcare and promotional document materials for their audience. 

“Working with Interpro made a world of difference,” said Nicole Fullerton, Customer Innovations Manager.“ They understand how to maintain message integrity while adapting to each audience. We’ve seen stronger engagement from caregivers and better performance across the board.”

Great marketing translation requires a partner who:

• Specializes in marketing, creative, and transcreation services
• Offers DTP and file engineering for complex layouts and file types
• Has a multi-layered quality assurance processes 
• Takes a collaborative approach from initial strategy to final delivery

Launch Your Next Global Campaign with Localization Experts

We know translating and localizing marketing campaigns isn’t easy. The advice we provide is based on a successful track record translating thousands of projects over more than thirty years, and we have the expertise to help your business expand into new markets. 

Want a behind-the-scenes glimpse of the professional translation experience? Book a free consultation and sample translation to see how we provide localization strategy advice and approach your branded materials.

The post How to Translate Marketing Documents as a Global Growth Strategy appeared first on Interpro Translation Solutions.

Why Technical Translation Matters in a Global Strategy

When you’re releasing a product into new markets, your technical content is often the first impression your organization makes, and a critical compliance requirement.

“When companies are growing fast and they’re training new global staff, clear communication becomes non-negotiable. Having a subject matter expert that is empowered with professional tools and tested workflows is crucial for success. Technical translations require that everyone gets the same message, which is essential for scaling efficiently and avoiding costly misunderstandings. No matter the language.”

— Nick Strozza, Interpro Translation Solutions CEO

For clarity and compliance, seek legal counsel and your industry’s regulatory authority to determine which documents are legally required to be translated.

Example of Technical Translation Requirements

Consumer goods sold in Canadian markets have language-related labeling and marking requirements. The Province of Québec requires that all products sold in the province be labeled in French. The Charter of the French Language requires the use of French on product labeling, warranty certificates, product manuals, and instructions for use, public signs, and written advertising. 

What Is Technical Document Translation?

Technical document translation refers to the process of accurately translating highly-specialized content such as product manuals, engineering specs, safety documentation, and compliance reports into another language while preserving technical terminology and layout integrity.

It’s not just about getting the words right. These materials must be clear, unambiguous, and fully aligned with regulatory or operational standards in each target locale. This often requires industry-specific knowledge and collaboration between linguists, engineers, and desktop publishing professionals.

Common Types of Technical Documents We See Clients Translate:

• Technical manuals and user guides
• Engineering drawings and specs
• Standard operating procedures (SOPs)
• Material Safety data sheets (MSDS)
• Training materials for equipment or machinery
• Installation, maintenance, and troubleshooting guides
• Regulatory documentation for compliance or certification

We’ve helped several manufacturers like Armstrong International with localizing both materials for internal education, safety, and external business growth. Time and again, we have seen poorly translated documents that can:

• Confuse users or operators.
• Cause equipment misuse or safety issues.
• Violate international standards or legal requirements.

When technical translation is done right, it helps you:

• Ensure end-user safety and understanding.
• Meet international compliance standards (like CE, FDA, ISO).
• Reduce liability and protect your brand.

An example of technical translation and design for product instructions to be provided with packaging.

A single mistranslation in an instruction manual can mean product recalls, lawsuits, or reputational damage. That’s why technical translation is one of the most risk-sensitive and mission-critical services we offer.

Technical Translation Challenges (And How to Solve Them)

1. Complex Terminology

Industry-specific terms must be used consistently across all documents and languages. We solve this with client-approved glossaries, translation memory tools, and subject-matter experts.

2. Formatting and File Types

Engineering documentation and technical manuals are often built in tools like InDesign, FrameMaker, AutoCAD, or XML-based platforms. We have multilingual DTP experts and engineers who handle these file types without disrupting layouts or interactive elements.

3. Accuracy and Legal Compliance

Inaccurate translation can have legal consequences. Interpro’s translation services adhere to ISO 9001:2015 for Quality Management, and ISO 17100:2015 for Translation Services. This guarantees a multi-step QA process involving native-speaking translators, revisors, and proofreaders.

4. Volume and Version Control

Large-scale document sets, frequent updates, and overlapping product lines require careful version control. We manage centralized translation memories and maintain continuity across all documentation.

Technical SEO and Online Delivery Best Practices

If your technical documents are part of your online ecosystem such as HTML-based help centers or searchable PDF databases, it’s important to consider SEO and accessibility.

Some best practices for SEO:

• Use localized keywords in translated HTML documentation
• Optimize translated PDFs with searchable metadata
• Create region-specific pages for manuals and datasheets
• Provide multilingual support for downloads, search filters, and file naming conventions

Best Practices for Technical Document Translation

• Use in-country linguists with subject matter expertise in your domain (e.g., medical devices, mechanical engineering, software systems)
• Maintain a client-specific glossary and Translation Memory for terminology consistency
• Validate translations with side-by-side visual QA to ensure layout, symbols, and schematics are preserved
• Integrate multilingual desktop publishing (DTP) to avoid post-translation layout issues
• Review translated materials in context, especially in manuals or diagrams

Real-World Example: Global Manufacturer Saves Time & Money

Armstrong International, a leading manufacturer in energy management, came to Interpro for help localizing over 200 product manuals into 9 languages. The challenge? Complex InDesign layouts, a global website, multilingual safety training, and an aggressive launch deadline.

Interpro Translation Solutions provides Armstrong International consultative services, such as collaboration on global growth strategy, advice for preparing documents for translation, and workflow management.

Interpro’s team developed a customized workflow using translation memory and automated QA tools. The client avoided redundant translation costs, decreased time to market, and launched globally with confidence.

What to Look for in a Technical Translation Company

Not all translation providers are built for technical content. We recommend looking for a partner that offers:

• Subject matter experts experienced in technical document translation services across industries
• Multilingual DTP specialists and engineers with the capabilities to handle multimedia
• In-country translators that are native speakers with engineering or scientific backgrounds
• ISO-certified services, certified translations, and layered quality assurance checks
• A consultative approach that includes glossary creation, feedback loops, and collaboration

Let’s Fix Your Biggest Technical Translation Challenges

Give us a challenging page from your technical manual, and book a free sample translation to find solutions for any of your technical translation challenges. 

The advice we provide is based on translating over 350 million words and thousands of projects. When you prep smarter, your translations go smoother, faster, and are more cost effective. When you need to translate technical manuals, specs, or engineering documents, Interpro provides world-class certified translation services for technical documents in 128+ languages. 

The post Translate Technical Documents Without Compromising Quality or Compliance appeared first on Interpro Translation Solutions.

Preparing for the Document Translation Process

Document translation into multiple languages requires preparation…

…before you send out a request for translation.

We often find ourselves advising clients on how to prepare for the professional document translation process long before they are ready to launch the translation. Being properly prepared for document translation helps result in a flawless final product.

So what are the first steps?

Before jumping straight into translating for your target audience, consider these 7 document preparation tips.

An example of Interpro translating one of our documents from English into Arabic and Simplified Chinese. Download the complete file translated into five different languages here.

1. Specify your target language(s)

While you may know the language you need translation for, there are some languages that require you to consider the region or countries you are targeting.

Trivia: What do Spanish, French, Portuguese, and Chinese all have in common?

Answer: They all have linguistic differences based on location. 

Let’s say you want English to Spanish document translation. English to Spanish translation is a common request, and your translation provider will need to know which Spanish-speaking market you are targeting. There are numerous regions that speak Spanish that will have different localization requirements than a Spanish market located within the U.S.

2. Ensure documents are finalized before sending for translation

Take time when authoring your documents, and then ask your colleagues for their input. It is ideal to have several people review your documents prior to sending them out for translation. This helps to ensure accuracy, comprehensibility, and completeness.

If you’re working with PDFs: read the hidden complexity of translating PDF files. The article sheds light on some of the challenges of translating PDFs without source files, and some other document translation considerations.

It is best to thoroughly edit and finalize all your documents and provide the source files (InDesign, Illustrator, Canva) to your translation provider before starting the translation process.

3. Outline the project scope

How much content needs to be translated? What format is it in? What is the ideal completion date? Knowing these answers are key to your company’s planning.

You’ll also want to determine if you require Multilingual Desktop Publishing (DTP). This is the process of formatting documents after translation and translating graphics or other visual elements embedded in your document. A DTP specialist will be able to estimate how many hours they will take after analyzing the scope of the project: target language, file type, images, technical nature, and word count. Unless working with a very basic text file, you’ll likely need to account for some DTP time.

Important visual and formatting considerations for multilingual document preparation during project scoping.

Estimating the scope also includes informing your translation team of any specific translation requirements:

• Specific terminology
• Terms that should remain in English
• Converting measurements
• Special requirements
• Delivery method
• Paper size

A clear project scope is one of the most valuable steps you can take to ensure a successful translation project.

4. Estimate a (reasonable) turnaround time

Timelines help to keep organized and on track as you work with your document translation partner to complete the project. As a professional translation agency, Interpro provides exact delivery timelines in the quoting process so you know exactly when your translations will be delivered. 

Consider the follow scope of work:

• 100k words to translate
• 72 hours of Multilingual Desktop Publishing

Most translators can translate between 2000 to 2500 words per day. We use that as a reference and have a document translation delivery formula to determine a delivery date.

Interpro’s generic document translation delivery date formula:

Interpro’s generic post-DTP Linguistic QA formula:

Interpro client document translation timeline example:

Interpro had a client who needed to translate a 10,000 word document into 3 languages: French, Spanish, and Brazilian Portuguese. Here are the timeline recommendations we provided:

• Since the word count is high, we recommended using 2 translators. 
• With 10,000 words to translate, let’s assume that the DTP hours are estimated at 8 hours per language to manage formatting with minimal graphics localization. 

Example of the formulas combined to determine delivery date:

Now we know that if you have a 10000-word document translated into 3 languages, it will take about 8 business days.

How much does a rush translation cost?

Interpro doesn’t charge a rush fee because we are your translation partner and an extension of your team. If your project requires a quick turnaround, contact Interpro with your sample file and your urgent request. We will review how quickly we can complete the project, and try to make adjustments in order to speed up the project timeline without impacting quality. 

5. Consider the format your final deliverables will be in

Exceptions can occur when the source application does not support the target language or maybe is a legacy application that we can’t run. There are a few key considerations to ensure you get the final deliverable you’re seeking.

First, confirm your language service provider can support your native file format. If you’re seeking to translate a PDF, you’ll want to provide the native authoring file for translation. Interpro will deliver translated files back to you in the same format we received them. 

Once you decide on file formats, how will you send the materials to your translation provider? Email? WeTransfer? Dropbox? It might seem minor, but with a multitude of modern communication methods and phishing attacks on the rise, it’s helpful to protect your organization.

Considering how these materials will be used after document translation is completed is important to help avoid issues later on in the project cycle:

• Should the output be ready for print? Digital? Both?
• Will this document need regular updating? 
• Do you want your translation team to automatically do the updating?

Conclusion: Writing out detailed summaries and instructions for your project team in order to avoid confusion or issues down the road is hugely beneficial.

6. Create a glossary

When you have a document translation project with a large amount of content, creating a translation glossary will establish your specific, preferred, technical terminology at the beginning of the process. Creating a glossary entails identifying key terms and making use of an in-country reviewer from your company’s team to assist in the terminology approval process.

Once the glossary terms have been identified by your translation provider and/or your team, your list of words is translated and your in-country reviewer will review the list and approve the proposed translations or provide alternates.

If the reviewer has any objections to the proposed translations, he or she will suggest a different term, which then needs to be sent back to the linguistic partner for approval.

It usually takes about two to three rounds for all of the proposed translations to be agreed upon by both parties (the client and the linguistic partner), and this must be done before beginning the actual document translation. Once the initial glossary is established, the translation will begin and the glossary will be used as the linguistic partners localize your text.

Although creating a glossary adds time up front to the project, many clients find that taking this extra time is beneficial as it makes the translation process smoother and ensures consistent translations for the most common terms in your document. 

The glossaries you create for one project can also be used in future projects.

7. Price document translation services

Document translation services rates will mostly be priced per word. AI translation is another factor that can impact costs. Other factors that go into pricing are language, file format, technical nature, and project management. Document translation services will become less expensive over time by utilizing the benefits of translation memory (TM) technology.

Interpro can also help you with Linguistic Quality Analysis reports or managing your Request for Proposal process in selecting a provider.

P.S. – We cover How Professional Document Translation Supports Business Growth if you’re looking to learn more about how to make the most of your translation investment. 

Preparing for Document Translation? Get Advice from Experts

Get a behind-the-scenes view of the professional translation experience and consultative advice on preparing for the translation process and book a free sample translation. 

At Interpro, we’ve seen time and again that clients who invest time in preparing for translation projects achieve the best results. From defining your audience to setting up glossaries and finalizing file formats, every step you take early on helps ensure a successful outcome. 

Whether you’re translating a simple document into one language, or a complex, multi-language project with multimedia components, we’re here to guide you at every stage. With our experienced team, we’re your full-service language partner, committed to your success.

The post How to Prepare for Document Translation in 7 Simple Steps appeared first on Interpro Translation Solutions.

This is the story of how Interpro worked closely with Klein Tools to create a fully customized packaging translation workflow that saved their internal team hours of manual rework, while maintaining complete control over brand, imagery, and layout.

What Is Packaging Translation? (And Why It’s So Complex)

Professional packaging translation is a meticulous process of adapting product labeling, instructions, and branded messaging into multiple languages without compromising message integrity, visual structure, regulatory accuracy, or time-to-market.

Unlike standard documents, packaging files are usually both text and design-heavy (often built in Adobe InDesign or Adobe Illustrator), full of linked graphics, layered elements, and formatting; all of which need to be tightly controlled for placement, regulatory compliance, and branding. When you factor in the need to produce these files in multiple languages across dozens of product SKUs, things can get complicated fast.

Interpro’s DTP team provides formatting for Klein Tools’ translated materials such as promotional advertising, a global website, product manuals, and packaging. 

Klein Tools’ Challenge: Manual Workflows and Broken Image Paths

Klein Tools is a respected, family-owned manufacturer based just outside Chicago, and the go-to brand for tradespeople and professional electricians. With increased demand from international markets, their marketing team needed to produce their English packaging into three core languages: Brazilian Portuguese, Canadian French, and Spanish.

Originally, their internal team worked with a translation provider that couldn’t handle their design source files. They had to extract text from InDesign, send it in Word documents for translation, then manually re-insert and reformat the translated text. This burdensome process left their translated materials at high risk of errors and layout issues.

When Klein Tools began working with Interpro, they saw immediate value in our ability to provide both translation and multilingual desktop publishing (DTP) services. We could work directly in InDesign, returning fully formatted, print-ready files. 

Interpro has partnered with Klein Tools to translate scores of documents with images and critical formatting for product catalogs, product packaging, and technical instructions.

But there was still one problem: image linking.

“We maintain a large image library across multiple servers,” explained Thomas Sprouse, Graphic Designer at Klein Tools. “When we’d send out packaged InDesign files, all the image paths would get lost. Once the translated file came back, someone had to go in and manually relink every image to its original network path. It was tedious.”

Packaging a file in InDesign copies all fonts and linked images into a new folder, breaking original file paths. For teams like Klein Tools that rely on a robust, dynamic image library, restoring those links manually added unnecessary work. Embedding the images was off the table (it inflated file sizes and interfered with our translation tools), and skipping the images would compromise quality assurance.

Interpro’s Solution: Custom Workflows for Adobe InDesign

That’s when our team proposed a new solution, something tailored specifically to their workflow.

“At Interpro, we’re always looking for ways to make the translation process easier for the client,” said Larry Pilotto, Manager, eLearning and DTP and the subject matter expert behind the solution. “What works for one client’s workflow may notwork for everyone. We knew there was a smarter way to approach image relinking, so we turned to a custom solution – ExtendScript.”

ExtendScript is Adobe’s JavaScript-based scripting tool for applications like InDesign. Using it, Interpro built a custom script that solved the image relinking challenge in two key steps:

1. Capture Original Image Locations: Before packaging, Klein Tools runs the script to take a snapshot of the original image locations across their server network. They can then package the InDesign file and send it to us.
2. Restore Those Paths Post-Translation: Once the translated InDesign files are returned, they run the script again, automatically relinking every image to its original network location.

“The script was a game-changer,” said Sprouse. “It completely eliminated a manual step we’d dealt with for years and ensured everything lined up exactly the way it needed to in our layouts.”

Results and ROI: A Workflow That Works at Scale

Solving Klein Tools translation problems didn’t stop there. Their designers worked on both Windows and Mac systems, and they were experiencing issues with images linking inconsistently between the two platforms.

Interpro is proud to maintain a relationship with Klein Tools as a translation and localization partner.

“The fact that the script works cross-platform was huge,” added Jeff Grampovnik, Creative Services Manager at Klein Tools. “We now use it internally even outside of translation projects, just to streamline our design process. It’s incredibly efficient.”

By partnering with Interpro and implementing this custom ExtendScript solution, Klein Tools was able to:

• Eliminate hours of manual image relinking
• Improve translation QA by ensuring Interpro was able to work with complete packaged layouts
• Reduce project timelines
• Enhance internal workflows across their entire design team

“Interpro’s ability and willingness to work with our INDD files as well as PDFs has been a godsend,” Sprouse shared. “Our overall experience has been 110% positive. Especially with the script. Honestly… that was just above and beyond.”

Translating Packaging? What to Look for in a Translation Partner 

Interpro’s clients and success stories highlight a key truth about packaging translation: it’s not just about translating copy. It’s about integrating language services with your production environment, your tools, and your internal processes.

When choosing a partner, look for one that offers:

• Native-language expertise + multilingual DTP
• Experience with InDesign, Illustrator, and file packaging workflows
• Willingness to develop and customize tools or scripts based on your workflows
• End-to-end QA across both layout and language
• A collaborative approach that treats your team’s workflow as central, not secondary

Let’s Get Started with a Single Document

At Interpro, we help engineer translation solutions. Whether that means handling multilingual packaging layouts, building custom scripts, or relinking thousands of image files without breaking your creative flow, our goal is always the same: make translation seamless for your team.

Want a behind-the-scenes glimpse of the professional translation experience? Book a free consultation and sample translation to see how we provide localization strategy advice and approach your branded materials.

Let’s talk. We’ll walk you through your content and tailor a workflow that works for your team.

The post Streamline Packaging Translation: Creating Klein Tools’ InDesign Translation Workflows appeared first on Interpro Translation Solutions.

Whether it’s product manuals, compliance forms, internal policies, marketing materials, or educational workbooks, companies rely on PDFs to distribute important information. But when it comes to translating PDFs, things aren’t as simple as they seem.

By design, PDFs are made to preserve a document’s appearance and prevent unauthorized duplication.

At first glance, you might assume you can just upload a PDF to Google Translate or another free online tool. After all, those tools are fast, free, and easy to use. But the gain in speed and convenience comes with a sacrifice in accuracy, formatting, and professional presentation.

For example, when Interpro localizes PDFs for SEIU 775 Benefits Group (a nonprofit supporting thousands of ESL caregivers), they contain critical information about health benefits, training materials, and facilitator guides. These can be loaded with healthcare jargon, and help to keep caregivers compliant with regulations in the health services industry. Throughout this article, we’ll reference how organizations like SEIU take the right approach to translation, and break down some key differences between professional translation services and free tools.

The Hidden Complexity of PDF Translation

PDF stands for Portable Document Format. That “portability” makes PDFs ideal for sharing documents across devices, operating systems, and viewing environments. But it also means they’re not source files. Most PDFs are exported from programs like Adobe InDesign, Illustrator, or Microsoft Word; all of which have a robust set of editing tools. The complexity of working directly with a PDF stems from the limited set of editing tools available in Acrobat. Localizing a PDF will almost always require more editing functionality than Acrobat offers, so we typically will convert the PDF to expand our editing capabilities. 

Translating that layout isn’t just a matter of replacing one string of text with another. Consider:

• Text expansion or contraction across languages
• Font compatibility across scripts
• Right-to-left (RTL) language support
• Retaining or updating functional elements like cross-references, hyperlinks, and tables of contents
• Preserving layout and visual hierarchy

The takeaway: translating a PDF properly requires both linguistic accuracy and technical understanding of language formatting. That’s where a professional translation partner adds real value because free tools don’t provide either of these benefits.

What Makes PDF Translation So Technically Challenging?

1. PDFs Are Not Editable Source Files

Once a file is converted to PDF, editing becomes difficult. The editing capabilities of PDF software are not nearly as robust as those found in Word or InDesign (check out InDesign benefits and best practices here). So while it is possible to make simple edits directly in PDF software like Acrobat, most of the editing functionality that’s needed is either missing or very limited. Some examples include changing fonts, applying right-to-left formatting, adjusting leading, and updating an Index or Table of Contents. 

2. OCR May Be Required

If your PDF was scanned the text is likely saved as an image. In this case, OCR (Optical Character Recognition) must be used to extract the text. The quality of OCR is highly dependent on the resolution and clarity of the original file.

3. Formatting Needs to Be Rebuilt

Text wrapping, column layouts, font sizing, and image placement all change once translated. Text may expand by 15-30% in languages like Spanish or German. Conversely, languages like Chinese or Korean may contract. This shift often breaks layouts unless multilingual desktop publishing (DTP) is applied to restore balance.

4. Functionality Is Easily Lost

Clickable elements like a hyperlinked table of contents or cross-references will not survive the translation process unless rebuilt intentionally. These must be manually re-linked within a design program like InDesign.

Free Tools vs. Professional Services: What’s the Difference?

So you’re considering your options. We get it, and in some cases the free tool may make sense in very simple messages and where urgency is more important than precision. However, for professional clients, we don’t find free tools to be accurate and they can still be burdensome to use.

Other common pitfalls of DIY or free PDF translation tools are:

• Inaccurate technical language: Auto-translators mishandle industry terms.
• Cultural missteps: Offending or confusing international audiences.
• Broken layouts: Auto-generated PDFs often break page design.
• Lost functionality: TOCs and links may not work as expected.
• Brand damage: Poor translations hurt credibility.

When You’ll Need a Multilingual Desktop Publishing (DTP) Specialist

To avoid all the previously mentioned problems, you need a Multilingual DTP specialist. They are subject matter experts on the specific process of formatting translated text into the original layout while preserving visual integrity, readability, and cultural appropriateness. This is particularly crucial for:

• Brochures and marketing PDFs
• Compliance and safety manuals
• Technical documentation
• Product packaging or datasheets

At Interpro, our DTP specialists work with professional linguists to ensure translated PDFs don’t have cut-off text, distorted images, or broken tables.

How it Works: Professional PDF Translation

When you get started with a professional translation company, the process should look something like this:

1. File Review
   Is the PDF editable or scanned? Is a native file available (e.g., .INDD or .DOCX)?
2. OCR + Text Extraction (if needed)
   We extract live text and preserve layout references.
3. Glossary & Translation Memory Prep
   We use your existing terminology or create a glossary to ensure consistency.
4. Human Translation by Subject Matter Experts
   In-country linguists translate the content with regional nuance.
5. Multilingual DTP Formatting
   Our design team rebuilds layout, adjusts spacing, and ensures formatting integrity.
6. Quality Assurance
   Final review includes linguistic QA and visual QA to ensure formatting, functionality, and message integrity.
7. Delivery of Final PDF
   A clean, fully formatted, and accurate PDF that matches your brand standards, but in another language. 

When to Choose a Professional Translation Company

You may not be ready to start translating now. But when you’re ready to scale your translated communications, you’ll likely want to work with a professional translation agency to help you with:

• Efficient workflows that integrate with your writers and designers processes for timely delivery and the best translation quality.
• Human linguists with subject matter expertise in your industry.
• Engineering and design support for complex file types.
• Ability to provide feedback for critical translations for compliance, marketing, or technical publications.
• Additional translation support tools like a translation memory, glossary or style guide.

In conclusion, a free PDF translation tool might help you understand a document in another language or help with urgent, simple communications. But if you’re using PDFs to communicate with clients, employees, regulators, or global partners, these free tools won’t serve you.

Ready to Translate? Start With a Single PDF

Want to see what a professionally translated PDF looks like? Get the behind-the-scenes professional translation experience and request a free sample translation. 

We’ll provide document translation services with one of your documents to show how Interpro makes it seamless to get accurate translations, tone, and formatting every time.

Preserving your brand and message intent is the start of your growth strategy, your risk mitigation plan, and your key to clear communication. Whether you’re targeting international markets or supporting U.S. audiences with English-as-a-Second Language, we tailor translation solutions that help you scale with confidence.

 Get a Sample Translation

The post Why Professional PDF Translation Matters (and Free Tools Fall Short) appeared first on Interpro Translation Solutions.

The Challenge of Translating PDFs

Businesses invest a lot of time and effort into the presentation of their documents. You work to make sure the information is clear, complete, and easy to understand. You format it to look sharp, neat, and appealing. Then, you save the file as a PDF to prevent unauthorized edits and ensure it looks uniformly good on every device.

Which is great – until you need to distribute it in a different language.

Because PDFs can be viewed on multiple platforms, devices, and operating systems, they offer an ideal way to connect with customers and employees around the world. Companies rely on PDFs for official documents, user manuals, marketing materials, training materials, and other communications.

For many international businesses, the difficulty lies in translation because PDFs are not easily editable, and you may find yourself creating new documents every time you need to distribute the information in a new language.

The secure nature of the PDF format makes it uniquely difficult for many companies to translate. Many PDF documents, such as brochures and workbooks, are painstakingly formatted, and contain images and other types of graphics (i.e., flowcharts, org charts, etc.). Pasting in translated text without consideration for these design elements leaves the translated document looking messy, unprofessional, and second-rate – surely not the impression you are trying to make.

AI Translation vs. Human Translators

Many companies look for a quick solution and trust their PDF translation to an automated system – and then live to regret it.

Artificial Intelligence (AI) is still notoriously unreliable at language translation. While AI can follow simple commands, human language is complex and ever-evolving.

It’s also impossible for AI to appreciate the nuances of idioms and cultural context. If your document warns the reader not to “cut corners,” will the AI logic understand it to mean not to skip steps in the work? Or will it literally tell the reader not to remove the corners from a task?

A professional human translator, on the other hand, brings the expertise to reliably and accurately translate your PDF into any language. Your translated PDF will be technically accurate and culturally on target, as well as being properly formatted so your audience doesn’t feel like they’re getting a second-rate version of the information.

Understanding the PDF Translation Process

Interpro is ISO certified and offers certified translations, meaning, our professional translators follow rigorous processes when translating PDFs (or any other materials) in order to produce a quality product. After extracting the source text, we translate it, taking care to localize the language to the specific region where the final document will be distributed. Once translated, it is then revised and edited prior to undergoing final Quality Assurance before delivery.

For example, while populations in Spain, Mexico, and Chile all speak Spanish, each geography has its own distinct nuances. Likewise, a PDF translated into French for a Canadian audience will be different from one translated for a European French audience.

Once the translator is satisfied that the target language accurately conveys the meaning of the source language, the translated content is handed over to a multilingual desktop publishing specialist.

Interpro’s DTP expert formats documents after translation.

These professionals format the translated text to mirror the design of the original document. In most cases, adjustments need to be made to accommodate the translated content.

For example, translated text may take up more or less space than the source-language content. You can make your document more translation-friendly by leaving wide margins on each page in your original design, so there is space for text to expand if necessary.

When translating a language like English, which is read left-to-right, into a language like Farsi, which is read right-to-left, the desktop publishing specialist will need to tweak the design in order for the text to flow more naturally.

This formatting step makes sure every audience gets the benefit of an attractive, high-quality document. Besides making sure the text flows smoothly and is easy to read, a design professional will make sure graphic elements are properly adjusted where necessary, maintaining the look and feel of the source language layout.

Interpro’s designers have the technical expertise to make your PDFs print ready. We will work directly with your print provider to match your document to the specifications they need.

Translating PDFs with Images: Make It Easier (and reduce costs)

Another way to make your PDFs translation-friendly is by minimizing the amount of text embedded in graphic elements. 

A flowchart, for example, is a graphic with a number of text labels. Once you save that graphic as an image, those labels revert from being live text to simply being part of the image. This will add a few manual steps to the formatting process. The text will need to be manually extracted for translation, and the typesetting in the image will need to be redone.

When including text-heavy graphics like charts within a document, be sure to keep the original, editable source files saved along with your document files so that you can reproduce them when it’s time to translate. When you have the option of using a graphic with text or a graphic without, opt for the one without.

“Do you really need the PDF source file? What if I don’t have it?”

When viewing a PDF, you are looking at a snapshot that was created in another application, such as Microsoft Word or InDesign, for example. With PDF translation, it is always most efficient to work with the source authoring file, such as the original Microsoft Word document. A quality translation provider will have the technical capability to work with a wide variety of authoring applications, including Microsoft Word (.DOCX), Adobe InDesign (.INDD), and Adobe Photoshop (.PSD), to name a few.

Sometimes the source file may have been corrupted or lost, and Interpro is here to help support even in difficult situations. No source file doesn’t mean the PDF can’t be translated, it just means that additional steps must be taken to recreate it. First, the text is extracted from the PDF and placed into an editable format. Once the translation is complete, desktop publishers will create a new document that looks as close as possible to the original.

These extra steps invariably incur additional cost and time. When creating new documents, keep the source files saved together with the PDF. When it is time to translate – whether that’s six months or six years later – everything will be available at your fingertips.

Interpro’s Director of Project Management and Armstrong China’s Marketing Team

Success Story: Why A Global Manufacturer Trusts Interpro for Translation

Armstrong International, a global leader in thermal utility systems, regularly translates technical PDFs such as spec sheets and product documentation. Interpro’s team handles layout, DTP, and translation simultaneously to ensure every document maintains integrity in over 100 countries. With in-country reviewers validating every word and our DTP team ensuring formatting perfection, Armstrong can confidently release documents without rework or risk.

Providing your business documents in both the format and the language your audiences need is no longer a luxury. It’s an expectation.

Ready to Translate? Start With a Single PDF

Want to see what a professionally translated PDF looks like? Get the behind-the-scenes professional translation experience and request a free sample translation. 

We’ll take you through the document translation process with one of your documents to show how Interpro makes it seamless to get accurate translations, tone, and formatting every time.

Preserving your brand and message intent is the start of your growth strategy, your risk mitigation plan, and your key to clear communication. Whether you’re targeting international markets or supporting U.S. audiences with English-as-a-Second Language, we tailor translation solutions that help you scale with confidence.

 Get a Sample Translation

The post A Founder’s Perspective: Professional PDF Translation to Avoid Google Gaffes and Ensure Accuracy appeared first on Interpro Translation Solutions.

Why Translating PowerPoint Presentations Professionally Matters for Your Business

Businesses that are relying on global growth to sustain revenue goals need their translated communications to be accurate, consistent, and localized for the target audience – every single time. 

We’ve seen a huge trend among clients within the United States serving more English-as-a-Second-Language employees by translating HR materials like employee handbooks or localizing onboarding and safety courses.

Many of our clients who translate educational courses advocate that individuals learn more when the information is translated and localized in their native language. Tailoring the PowerPoint translation to the local culture will help eliminate any misunderstandings.

Chances are if you fall into one of these categories, you’ll need to translate a PowerPoint for a sales slide deck, HR onboarding, certification, or use it as visuals in a recorded meeting or training video. 

So it doesn’t matter what educational document you’re translating. The business advantage is ensuring your translations are accurate, culturally relevant, and delivered when you need them. 

Whether it’s for an onboarding meeting or a full training curriculum, your competitive edge in PowerPoint translation comes from ensuring your content actually educates the first time and the translation isn’t a wasted investment.

The Different Methods for PowerPoint Translation

Method 1: Microsoft PowerPoint Translator: Using Microsoft’s in-App AI Tools

There are pros and cons to using the AI translation tools within Microsoft’s PowerPoint application.

Pros:

• Keeps formatting from the English version
• Translates simple sentences
• Translation tools are easily accessible within PowerPoint

Cons:

Overly literal and context-blind translations

AI tools often translate word-for-word, ignoring tone, cultural nuance, and the intent behind your message. This results in awkward or inaccurate phrasing, especially in creative or technical content. It may also fail to localize content appropriately for your target audience’s region, industry, or reading level, which can confuse readers or diminish trust.

Fails to recognize proper nouns and capitalization rules

Machine translation can miss important style guidelines, such as keeping brand names, acronyms, or product names properly capitalized. In some cases, it may randomly capitalize common nouns or misinterpret them as names and create inconsistencies that undermine the professionalism of your materials.

Does not process multimedia

AI translation tools are text-based and cannot translate images, embedded graphics, audio, or video content. If your materials include screenshots, infographics, or visual instructions, these elements are ignored unless manually extracted and translated by a professional.

Inaccurate live subtitles

AI-generated subtitles often lack the accuracy needed for training, marketing, or public-facing content. While professional human-generated subtitles average 95–99% accuracy, AI subtitles can drop to 70% accuracy depending on the language, background noise, speaker accents, or audio quality.

Example translation using Microsoft PowerPoint’s Translation as a Feature (TaaF)

Ultimately, the technology is still too risky to use if you want to appear professional in other languages.  We don’t recommend this method for highly technical or sensitive documents or if you have a goal of properly educating the audience.

Method 2: Translating PowerPoints Online with Google Translate (or other free AI Translation Tools)

Similarly to using the tools within Microsoft to translate, using online tools to translate your PowerPoint has a few risks.

Pros:

• It’s free and fast
• Can be useful in urgent or simple communications

Cons:

Lengthy and creative content loses nuance

Translating a 50-page manual or full marketing campaign with AI tools often results in misinterpreted messaging and tone. Free tools can’t translate images, creative intent, or extremely lengthy documents.

Inaccurate translations

If you decide to go this route, we recommend using a Machine Translation Post-Editing Service. This service involves a linguist reviewing the AI translation and fixing errors.

Inconsistent translations

Say your translation glossary or brand standards are to always refer to staff as “teammates” in English. This could be translated to team, peers, employees, friends, buddies, partners, schoolmates, or associates in other languages.

File format inconsistency

Sometimes online translators want information in a PDF or Word Doc. This requires you to copy and paste the translation back into the PowerPoint. Or the online translation tool misses hidden slides and speakers notes. Either way, it’s an inefficient process with missed information.

Data security risk and loss of proprietary information

Sensitive company information fed into these online translation tools can be considered public information, used for other translations or AI tools, or even sold.

Example of using Google Translate. 

Different AI tools are built with different AI models and fed different information. So it’s worth noting that different AI translation tools and features will have a varying range in quality for different languages. Meaning just because Google Translate or ChatGPT’s translations are pretty okay in Spanish doesn’t mean that every AI tool will be accurate in Spanish. 

Method 3: Professional PowerPoint Translation Services

If you want your business to appear professional in every language and accurately educate your audience, your best option for translating your slides is likely a translation and localization agency.

Example of visual consistency across different languages.

Cons: 

• Using a professional service costs money
• Integrating a partner to your team workflows can be painful

Pros:

At Interpro, we do everything we can to make your investment worth it by making the process as pain-less as possible by creating solutions for all the common translation issues:

Slide-by-Slide Accuracy with Multiple QA Rounds

Interpro utilizes ISO-certified processes to review translated PowerPoint decks slide by slide. This includes checking text, speaker notes, embedded charts, and visuals to ensure nothing is missed.

Cultural Adaptation for Visual Elements

Professional linguists don’t just translate the words. They adapt icons, color choices, symbols, and tone to ensure your presentation resonates with the target audience.

Layout and Formatting Expertise

Translated content often expands. A Multilingual Desktop specialist helps ensure every slide is visually polished, accounting for text expansion and maintaining the original design integrity.

Embedded Media Localization

Translating videos, animations, and graphics embedded in PowerPoint are handled seamlessly. A good agency will localize or substitute these elements professionally.

Confidentiality and Data Security

Proprietary information stays private. You don’t know who will get access to your information when using an AI tool. Interpro treats all content as if under NDA, even if one isn’t signed, and always uses secure tools and processes to protect your information.

Dedicated Project Management

You’re supported by a team that knows your brand, your audience, and your formatting preferences, saving you from repeated back-and-forth or DIY guesswork.

Key Considerations During the PowerPoint Translation Process 

On the surface, translating PowerPoint slides would appear straightforward. But there are some important considerations to accurately translate your entire PowerPoint presentation.

1. Text Expansion in PPTX Translation

Translated content can expand considerably in relation to the source language. Translated text may not fit into the boxes designed for the source language. A good translation agency is careful to look out for content-heavy slides where text expansion is likely to be an issue. At Interpro, we anticipate the steps necessary to ensure that the presentation looks like it was developed in the target language. This provides a more professional and polished presentation that doesn’t simply look retrofitted.

2. Presenter’s Notes

If you have included speaker’s notes in your slides, it’s important to include them in the translation scope. While they can be excluded from translation, providing a translated version will enable global teams to present the material smoothly and accurately.

3. Graphics and Charts

Interpro’s turnkey PPTX translation services ensure that all graphics are formatted properly in each target language. Graphics and charts containing a lot of text will take longer to localize than images with little text. Yet this step should not be ignored, as these visual items can convey a large amount of critical information.

4. Screen Captures

If your presentation includes screen captures, consider whether you can source them in the target language. A localization agency will replace the source screen captures with target language equivalents and make sure it all looks good. Otherwise, we recommend leaving screen captures in English for a PPTX translation project.

5. Embedded Video and Audio

Multimedia presentations often include video. Any audio narration should also be included in the translation scope. If these items are left in the source language, it will become obvious that the document was retrofitted for the target audience. This detracts from the professionalism of the presentation.

6. Hidden Slides

Sometimes hidden slides are included in a presentation for potential future use. Consider whether any hidden slides in your PowerPoint presentation should be translated.

How it Works: PowerPoint Translation Process

There is a lot that happens behind the scenes to ensure a quality translation. What is the typical workflow for a document translation project?

Analysis and Quote: It starts with receiving the source file for translation from our client. First, Interpro analyzes and prepares the file. We review all content and aim to resolve any questions before translation begins.

Preparation: Next, we pair you with a dedicated Project Manager who will be your point of contact for all projects. They oversee the TRP phases, which are executed in-country by our professional linguistic teams. A kickoff call is scheduled to ensure everyone is on the same page with timeline, deliverables, and expectations.

Translation: Professional translators who are proficient in both the source and target languages translate the text of the PowerPoint slides. They also consider cultural nuances, idiomatic expressions, and industry-specific terminology to ensure accuracy and relevance. Desktop Publishing will make sure the translated PPTX is formatted correctly and includes translated images and other multimedia components.

Quality Assurance: The final step before delivering the translated presentation is Post-DTP Quality Assurance. Our linguistic team conducts this final validation by comparing the source presentation and the translated PPTX side-by-side.

Interested in learning more about the translation workflow? You can learn more about the translation process here.

Ready to Translate? Start With a Single Slide

Find out how easy it can be to get the translation right the first time. Get the behind-the-scenes professional translation experience and request a free sample translation. 

We’ll take you through the PowerPoint translation process with some of your most complicated slides to show how easy and precise it can be to localize your PowerPoint presentations. Whether it’s for internal training, your next sales pitch deck, or global education initiatives, we tailor solutions to help you scale with confidence.

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