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If you’re like me, you prefer translating straightforward Word documents. When a PDF lands in your inbox you know it’ll take longer and sometimes the end result will still need fixing. Here are some tips, from one translator to another, and making the job a bit easier. What’s a PDF and what’s the difference between scanned and editable files? PDF stands for Portable Document Format, which means that the file will display exactly the same content and layout wherever it’s opened, regardless of the device and program used. That’s great for the document author, but not such good news for translators. PDF documents can be editable or scanned.

Editable PDFs have text layers and can be processed in Studio 2011 onwards. Scanned PDFs are simply whole-page images without electronic text characters. They can be processed in Studio 2015 onwards because Studio incorporates an engine that carries out optical character recognition (OCR) to extract the text. It’s easy to tell the difference between the two types of PDF. Open a file in a PDF reader.

You’ll only be able to select, copy and paste a word or a paragraph if it’s an editable PDF. Language limitations and other non-starters The OCR engine used for the PDF file type in is powered. Since the OCR technology is dictionary based, it’s available in certain languages only: Danish, Dutch, English, Finnish, French, German, Italian, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish and Turkish. Your source text needs to be in one of the above languages. It also needs to be a good quality image to achieve a good conversion. Skewed, blurry, faint, smudged or handwritten text are all non-starters: If you’re faced with a PDF that looks like one of the above (both real-life examples) then I recommend dictating the source with speech recognition software in Word and then translating the Word file in Studio.

Harry Potter And The Prisoner Of Azkaban Stephen Fry Books. Previewing the output before translating Let’s assume you’ve got a fairly good-quality scanned PDF, like the one below: The next step is to test it in Studio. In Studio 2017, simply drop the PDF into the Welcome view. In the next window, click Advanced. On the left, select File Types>PDF>Converter and then click Browse to preview the file.

This gives you a quick preview of what the file will look like in the Editor window and at the same time it’ll save the file in docx format in the folder where the PDF is. Now you can decide whether to go ahead and translate it as is, or whether you want to work on the formatting and layout in the source Word file and then translate the improved Word file instead of the original PDF in Studio.

Bear in mind that the file type preview uses standard segmentation rules, not the TM segmentation settings in a project. Also, the file type preview isn’t available when you add a file to a project, only when you open a file from the Welcome view, in project settings and in general options.

If you’re still working with Studio 2015, you won’t have the file preview feature at all. One workaround is to open the PDF in the Editor and then click Ctrl+shift+P to see and save the source file in Word. OCR conversion and Word options in the PDF file type The beauty of the Studio 2017 preview is that you can experiment with the PDF file type settings (see screenshot above) to see how the file will be processed with those settings. I usually set the Layout to Flowing.

This is the most basic output you can get, but still gives correctly formatted bullet points, bold, etc. I remove images, but you may need to keep them and convert them if possible.

Headers and footers are best processed as such, although sometimes it’s easier to remove them here and add them by hand in the target Word file. Detect tables is essential. The last set of options define how Studio will recognise text. • Every character is for combined PDFs (containing both editable and scanned text).