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MS-Word tips

Dot Files (Customizing Word)

Word Viewer

Formatting Inside Target Cells

Removing and Inserting Graphics

Tab as a Sentence Delimiter

Rogue Codes I

Rogue Codes II - Rogue codes & Script Editor

Rogue Codes III - Using Trados to clean rogue codes

Bullets and Paragraph Numbers

Cannot see columns in 2-column file (DV3)

Changing Comments' author name

File size in Word 6.0/95 docs
(Document file size increases with EMF, PNG, GIF, or JPEG graphics in Word)

Problems understanding what is hidden in you file? Try the Script Editor.

 

DOT files (Customizing Word)

 

Template files (extension DOT) may contain dangerous macros. Open it using Word Viewer and copy contents to a normal Word doc.

 

Nevertheless, to work with Windows, you should create a template with all your customization. When there is a problem with Word, one of the ways to solve it is to delete normal.dot. If your customization is in another file, you do not lose it.

 

To create a template:

File > New.

Choose to save it as a .dot file. Save As, and choose Document Template in "Save as type."
Choose a meaningful name and save your template - do not close it.

Make all your custom modifications in it. That is, place new buttons, change your menus, etc. I even put all my macros in this template. Place this template in your Startup directory.


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Word Viewer

 

It is safer to view a Word document using its viewer. This way, no macro will be executed.

Word viewer can be found here.

Tip: Computer Performance and Word Viewer

Word is a high computer resource consumer. If you need to open Word documents only to view them, use Word Viewer instead of Word. The viewer uses less resources and computer performance will be better.


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Formatting inside target cells

 

In Déjà Vu, one cannot format target cells differently than source cells. If you need to format target cells, we suggest to mark the words and then use one of the tools below to post-edit your file.

E.g.: write _italic_ to format the word in italic.

After the translation is exported, one can find and replace those marked words with the right formatting.

E.g.:

Using Wildcards, find: (_)(*)(_) and replace with \2 formatted in italic. See:

OR


It is possible to use Windows AutoFormat tool (Insert > AutoCorrect and select AutoFormat tab. Select the "Replace" items you want to activate). That is, you can use the options given by Word inside target cells, and after exporting the translated file, select Format > AutoFormat.

NOTE: Use Autoformat carefully. Formatting is based on an underlying template and can alter more things then you expect. Xavier Pitel's macro (below) is safer.

Word 2000 AutoFormat Screen:

.

OR


As an alternative:

Xavier Pitel developed a Word macro to allow formatting inside the target cell (italic, bold, etc.)

The macro works as a "post-editing" tool. One uses some defined codes during translation (e.g.: _italic_, *bold*), and then runs the macro in the exported translated file.

Xavier Pitel's Option Screen:

Visit Xavier Pitel's site.

 


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Removing and inserting graphics in a file

 

Suggestion #1: (Miri)

 

Miri Ofek, a Déjà Vu user, developed some Word macros to help removing and reinserting graphics in a Word file. Once the graphics are removed, it is very easy to import, translate, and export the translated file. The macros are in a Word template file (ImagesOutIn.dot) — to download it, click here

How to use Miri's macros:

  • Open template (Tools > Templates and Add-ins > Add).
  • Open your file and run the first two macros: "Convert Floating to Inline2" and "Inline Shapes Out2."
  • Close both files (there will be one text file and one graphic file). Translate text file normally.
  • Copy graphic file to the folder where your translation is. 
  • Open translated file and open graphic file. Active file should be the translated file.
  • Run third macro (Inline ShapesIn2) from translated file.

Alternatively

Suggestion #2: (Hans Deutz)

  • Install (OpenOffice or) the recently released public available SUN equivalent ONE StarOffice 6.1 Beta (www.sun.com/staroffice
  • Open the Word document. Save it as a sxw (OO/SUN document; the sxw is actually a zip file containing the graphics separated from the xml, very nice indeed) 
  • Import this document in dvx - Translate - Export - Load in OpenOffice, print it 
  • Save as Word, do some post-editing (the Word filter is quite good, but nothing is perfect)
  • I would advice to download SUN instead of OO!

Alternatively

Suggestion #3: I do not remember whose suggestion is this, but it is a very good way to deal with the problem. My favorite so far.

Pre-translate your file in Trados, saving it as a TTX (TagEditor) file. TTX is a text only file and DVX handles it pretty well.


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Tab as sentence delimiter

 

ATTENTION: It does not work in all formats - it works in Word docs. 

  • Replace tab with a non-used character, e.g. ~
  • Set ~ as a sentence delimiter.
  • Import file to Déjà Vu, translate, and export.
  • Replace ~ with tabs.

OR IN DV3 ONLY:

  • Open Word and copy a tab.
  • Open Déjà Vu, go to Tools>Options>Sentence Delimiters and paste tab into Rules field.
  • Add new rule. Tab will appear as a small vertical line.
  • Click OK to close dialog box.

 


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Rogue Codes I

Rogue codes are codes that appear in your cell without any logical reason. (In SDLX, instead of codes, you'll see lots of format colors).

E.g.: Rogue c{023}odes {024}are codes that{025} {026}appear in your cell without any logical rea{027}son.{028}

Rogue codes frequently are the result of a scanning.

How to deal with them? See below, Rogue Codes II, and Rogue Codes III.

In Word (Steven Marzuola):

  1. Before importing the file into Déjà Vu, pre-edit the file with Word.

  2. Accept all changes:

    a) Tools > Track Changes > Highlight Changes > remove checkmark "Track change while editing"

  3. b) Tools > Track Changes > Accept or Reject changes > Accept all
    (If the client wants you to highlight changes from a previous translation, then compare the two versions of the translated documents after they are complete.)

  4. Turn auto hyphenation off (Tools > Language > Hyphenation).

  5. Set the proper language for the whole file:

  6. Select the whole document. Use 'Tools > Language > Set language' and select (no proofing). Save the document. Set the correct language and save it again.

  7. Select the whole document and set character spacing — Scale 100%; Spacing: Normal; and Position: Normal.

  8. If possible (as you can lose some formatting), save doc as Word 6.0/95. Saving the doc as a Word 6.0/95 doc gets rid of many codes—there are very few cases where you should not do it, and Word tells you what formatting you will lose.
Other things to consider (not included in the macro below):
  • Formatting as All Caps or Small Caps.
  • Non-alphabetical characters (space, comma, period) formatted as 12 point font, or Bold, or Italic, in a paragraph that was otherwise in 10 point Regular.
  • Save document with a new name.
  • Save the file as RTF, close it, and then save it back in Word format. (This helps to get rid of language codes, etc.)
  • Alison Penfold's Suggestion: For the most annoying paragraphs, cut and re-paste them as unformatted text (Edit > Paste Special) in Word.

Based on Steven's suggestions, I developed a macro (assuming an English text) to clean those codes. The macro can be found inside the file Clean_Rogue_Codes.txt; nevertheless, number 7 above is safer and quicker.

MACRO TO CLEAN ROGUE CODES
Based on Steven's suggestions and on my own macro (above), Marco Amans composed this macro to clean up rogue codes. The macro can also be found in the file section of DV's discussion list.

And... see Rogue Codes II below.


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Rogue Codes II - Rogue codes & Script Editor

And after following the above instructions (Rogue codes I), if you still have rogue codes...

Inside Word, go to Tools > Macro > Microsoft Script Editor.

Jump to the topic about Script Editor.


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Rogue Codes III - Using Trados to remove rogue codes

Dave Turner

It is known that Trados segmenting seems to remove most rogue codes. What I didn't realise and that I've just found out is that if you TWB segment a Word file using Translate and then immediately run the file back through the TWB Cleanup process (i.e. remove Trados segmenting), most of the rogue codes have disappeared when you import the straight Word file (not the Trados-segmented file) into DVX (except for bullets and automatic page numbers which are arguably not rogue codes). This is particularly the case with Word 2003 which seems to scatter rogue codes all over the place. Trados Translate/Cleanup seems to filter out these codes.
Hope this hasn't been mentioned before.

ALTERNATIVELY:

Pre-translate your Word file using Trados, but saving it as a TTX (TagEditor) file.


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Automatic generated bullets and paragraph numbers

Steven Marzuola

 

While looking in another newsgroup, I learned about the following Visual Basic command:

ActiveDocument.ConvertNumbersToText

This command converts all automatically generated bullets and paragraph numbers to their text counterparts. The document looks the same, but the automatic features are all gone.

The reason somebody might want this is, automatically generated bullets and paragraph numbers can cause inconveniences in DV3 (and I supposed DVX). I posted a macro here a couple of months ago that usually hides those features, reducing the amount of extraneous characters (numbers and bullets) that Déjà Vu has to handle.

However, I have recently come across some bullets that the macro won't hide. While trying to learn more about those, I ran across this VBA command.

It won't be useful for everyone, but it will be suitable for much of my work. Automatic numbering is great for documents that are being edited and revised, but often the translation is supposed to be done of the final version. Any future edits are usually made to the source, not the target, so the presence of these automatic features in the target is usually not required.


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Cannot see columns in 2-column file (DV3)

When exporting to a 2-column file (actually a 3-column file), DV3 formats the first two as hidden text.

You can unhide the text:

  1. Select the whole text (Ctrl+A)
  2. Go to Tools > Options, in the Formatting Marks section of the View tab, unselect Hidden Text.

OR

You can format all text as unhidden:

  1. Select the whole text (Ctrl+A)
  2. Go to Format > Font and unselect Hidden

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Changing Comment's author name

When exporting Comments to Word, DV uses "DVX" as the author for those comments. It is possible to change the author name using Word's Script Editor.

Open your doc in Word, go to Tools > Macro > Microsoft Script Editor. Find DVX and replace it with the new author name.

To install MS Script Editor, see topic about the Script Editor.

Alternatively

Tip by Judy Ann Schoen

Save your file as rtf, open it in a good editor, look for
{\*\atnid DVX}{\*\atnauthor DVX} and change DVX to your name

Be careful, do not change anything else.

Recommended Editor (freeware): Crimson


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File size in Word 6.0/95 docs

Steven Marzuola

From MS website:

Document file size increases with EMF, PNG, GIF, or JPEG graphics in Word

When you save a Microsoft Word document that contains an EMF, PNG, GIF, or JPEG graphic as a different file format (for example, Word 6.0/95 (*.doc) or Rich Text Format (*.rtf)), the file size of the document may dramatically increase.

For example, a Microsoft Word 2000 document that contains a JPEG graphic that is saved as a Word 2000 document may have a file size of 45,568 bytes (44.5KB). However, when you save this file as Word 6.0/95 (*.doc) or as Rich Text Format (*.rtf), the file size may grow to 1,289,728 bytes (1.22MB).

See MS page to solve the problem.


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Problems understanding what is hidden in your file?
Try the Script Editor.

I'm a Word 2K user, so there may be some differences to W2003. Basically:

  • - Open your doc in Word.
  • - Go to Tools > Macro > Microsoft Script Editor
    • The Script Editor is NOT installed by default when you install Office.
      If this is the case, install it.
    • To install MS Script Editor: In the Office Installation CD,
      look for Office Tools > HTML Source Editing and install Web Scripting.
  • - Once you open your document and go to the MS Script Editor, you can change virtually anything inside a doc; from a Comment's Author to Time/Hour of a Revision Mark. It is an extremely powerful tool, normally overlooked by translators. It reminds me of WordPerfect's Reveal Codes command.

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Convertion of Word docs to new formats (Office 2007/Open XML/ODF)

To convert Office/Word 2000, XP, and 2003 to the new Office 2007 (OpenXML) format, download the update found here.

To save the Word files (Xp, 2003, and 2007) as ODF, use the plug-in found here.

 


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