EN - 04 - SDL Trados Studio For Project Managers - Part 1 - EN

SDL Trados Studio
for Project Managers Part One:

Managing Projects
SDL Confidential
Table of Contents
TABLE OF CONTENTS
Chapter 1: Introduction
About this Training Workbook ... 1-2
What are CAT Technologies? ... 1-2
Translation Memories ... 1-2
AutoSuggest Dictionaries ... 1-2
Terminology Databases ... 1-3
Applications Overview ... 1-3
SDL Trados Studio ... 1-3
SDL MultiTerm ... 1-3
Chapter 2: The SDL Trados Studio Environment

Initial Startup of the Application ... 2-2
The SDL Trados Studio User Interface ... 2-9
The Welcome Screen ... 2-9
The Navigation Pane ... 2-10
The Application Ribbon ... 2-10
Chapter 3: Setting Up Your Environment

General Information ... 3-2
Adding Sample Users ... 3-2
Adding a Sample Customer ... 3-3
Summary ... 3-4
Chapter 4: Translating Files

What are Project Packages? ... 4-2
Opening a Project Package ... 4-2
Viewing the File in the Package ... 4-5
Opening the Document for Translation ... 4-5
Translation Editor Overview ... 4-5
The Windows in the Editor ... 4-6
Navigating in the Editor ... 4-8
Moving from Segment to Segment ... 4-8
Navigating in the Document Tree ... 4-8
Translating the Document ... 4-8
Translating the First Segment ... 4-8
Using AutoSuggest ... 4-9
Auto-propagating Translations ... 4-9
Editing a Fuzzy Match ... 4-10
Spell Check as you Type ... 4-10
Automatic Number Substitution ... 4-11
Applying Character Formatting ... 4-11
Active Terminology Recognition ... 4-13
Applying Character Formatting Through QuickPlace ... 4-14
Real-time Preview ... 4-14
SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 1

SDL plc Confidential. Copyright 2020 SDL plc.
Table of Contents
Inserting Single Tags ... 4-16

Concordance Search ... 4-17
Tracking the Translation Progress ... 4-17
Inserting Tag Pairs ... 4-18
Ghost Tags ... 4-18
Tag View Options ... 4-19
Automated Translations ... 4-19
Finishing the Translation ... 4-20
Saving the Document ... 4-20
Creating and Sending the Return Package ... 4-21
Marking the Project as Complete ... 4-23
Summary ... 4-23
Chapter 5: Creating Projects

The Sample Project Scenario ... 5-2
Creating the Project ... 5-2
Naming the Project and Selecting the Languages ... 5-2
Adding and Configuring the Project Files ... 5-4
Selecting the Customer and the Project Due Date ... 5-5
Adding Translation Memories ... 5-6
Adding an AutoSuggest Dictionary ... 5-7
Adding a Termbase ... 5-9
Automatic Project Preparation ... 5-12
Automatic Task Overview ... 5-12
Saving the Project as Template ... 5-13
The Projects View ... 5-14
Viewing the Project Files ... 5-14
Summary ... 5-15
Chapter 6: Project Statistics and Reports

Confirmation Statistics ... 6-2
Project Reports ... 6-2
Report Types ... 6-3
Viewing the Analyze Files Report ... 6-3
Printing Reports ... 6-4
Saving Reports ... 6-4
Summary ... 6-5
Chapter 7: Creating a Translation Project Package

About Project Packages ... 7-2
Creating a Project Package ... 7-2
Files to Include and Package File Location ... 7-2
Assigning the Package to a Translator ... 7-5
Including Additional Resources in the Package ... 7-7
Viewing Package Assignments ... 7-8
Summary ... 7-8
2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

Table of Contents
Chapter 8: Importing the Translated Return Package

Preparing your Training Environment ... 8-2
Opening the Return Package ... 8-3
Summary ... 8-4
Chapter 9: Sending Files to a Reviewer

About Reviewing Files ... 9-2
The Sample Scenario ... 9-2
Preparing the SDL XLIFF Files for the Reviewer ... 9-2
Generating a Bilingual MS Word Table ... 9-2
Creating the Monolingual Target File ... 9-4
Summary ... 9-4
Chapter 10: Importing the Reviewed Content

The Sample Scenario ... 10-2
Importing the Changes back into SDL XLIFF ... 10-2
Importing from Bilingual MS Word ... 10-2
Retrofitting Changes from the Monolingual Target File ... 10-3
Summary ... 10-5
Chapter 11: Project Sign-Off

Signing off Reviewed Documents ... 11-2
Opening Documents for Sign-off ... 11-2
The Side-by-Side Editor ... 11-2
Viewing the Changes ... 11-2
Signing Off Segments ... 11-4
Rejecting Changes ... 11-5
Handling Comments ... 11-6
Completing the Sign-off ... 11-6
Automated Segment Verification ... 11-8
Running the Segment Verification ... 11-8
Viewing the Verification Results ... 11-9
Correcting the File ... 11-10
Summary ... 11-11
Chapter 12: Finalizing the Project

Finalizing the Project ... 12-2
Updating the TM and Generating the Target files ... 12-2
Exporting the Target Files ... 12-4
Marking the Project as Complete ... 12-5
Summary ... 12-6
Chapter 13: Continuative Courses

Recommended Further Training ... 13-2
SDL Trados Studio for Project Managers Part 2 ... 13-2
SDL MultiTerm ... 13-2
SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 3

Table of Contents
Copyright 2020 SDL plc.

All rights reserved. No part of this documentation may be duplicated in whole or in part or reproduced in any form without the express written
permission of SDL plc.
MultiTerm, SDL PhraseFinder, SDL TermBase, SDLX, Trados, TranslationZone and Translator's Workbench are registered trademarks of
and AutoSuggest, QuickPlace, TagEditor and Trados Studio are trademarks of SDL plc. All other trademarks are the property of their
respective owners. The names of other companies and products mentioned herein may be the trademarks of their respective owners. Unless
stated to the contrary, no association with any other company or product is intended or should be inferred.
Although SDL takes all reasonable measures to provide accurate and comprehensive information about the product, this documentation is
provided as-is and all warranties, conditions or other terms concerning the documentation whether express or implied by statute, common
law or otherwise (including those relating to satisfactory quality and fitness for purposes) are excluded to the extent permitted by law.
Information in this documentation, including any URL and other Internet Web site references, is subject to change without notice. Without
limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or
transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the
express written permission of SDL plc.
4 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

INTRODUCTION
Chapter
1
Introduction
1
ABOUT THIS TRAINING WORKBOOK

This workbook provides practical examples of how to use the SDL Trados Studio for managing localization
projects effectively. This training course takes you through a full project round-trip: project creation,
translation and review, sign-off, and project finalization. You will learn how to:
C Start the SDL Trados Studio application for the first time
C Set up users and customers
C Introduction to translating and editing in SDL Trados Studio
C Use the project wizard to create new projects
C Read reports generated by the system, e.g. a files analyze report
C Package files and assign tasks to translators and reviewers
C Import return packages with translated files into your project
C Work with reviewers who are not equipped with SDL Trados Studio
C Run automated quality assurance on project files
The main focus of this training guide is on practical life examples, for which training sample files are
available.
We recommend that you copy the sample files to your desktop, so that you can find them more easily, i.e.
..\Desktop\Sample Files.
WHAT ARE CAT TECHNOLOGIES?

Before we start with the exercises we would like to introduce you to a few basic concepts behind your SDL
Trados Studio solution.
CAT stands for Computer-Aided Translation. This term refers to technologies used to streamline
translation and localization processes.
Translation Memories
Translation memories (TMs for short) are databases that store source sentences and their translations as
segment pairs. These are called translation units (TUs). The TM ’remembers’ each sentence that is
translated. If an identical or a similar sentences comes up later, it does not need to be translated from
scratch. Instead, the translation can be easily retrieved from the TM database.
This technology offers two main advantages:

C Faster turnaround times and cost-savings, as repetitive content can be translated much more
quickly.
C Better consistency and quality: with TM technology you can make sure that you do not translate
repeated occurrences of the same sentence differently, which can be confusing to readers.
AutoSuggest Dictionaries
While TMs store whole segments, AutoSuggest dictionaries are used for retrieving segment fragments.
When you use an AutoSuggest dictionary, it will automatically suggest segment fragments while you are
typing. For example, when you start typing the letter d, it will suggest relevant expressions that fit the
current context, e.g. distribution pattern of centipedes.
1-2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

Introduction
1
Terminology Databases
Terminology databases (or termbases) are similar to electronic dictionaries. Rather than storing whole
sentences, they contain single words or expressions. Creating and maintaining termbases is useful for
storing organization-specific terms, which cannot be found in standard dictionaries. Example: a termbase
used for software localization may contain subject/organization-specific terms such as dialog box,
dropdown list, taskbar, etc.
Termbases can be accessed from within a translation environment, e.g. SDL Trados Studio. In this case,
the source sentences are automatically searched for relevant terminology in the background. The
corresponding target terms can then be inserted into the translation with a mouse click. This process is
called active term recognition. This saves you the trouble of having to open a separate application in order
to do time-consuming research work. Termbases offer the following main advantages:
C Cost and time savings, as you avoid tedious extra work such as researching and typing long-winded
expressions.
C Quality increases, as the same expressions are used consistently throughout a document.
Termbases help you effectively avoid unnecessary variations, which can be confusing to readers.
APPLICATIONS OVERVIEW
Below you find an overview of the two applications referred to in this training workbook.
SDL Trados Studio

SDL Trados Studio is the application that this training course focuses on. It provides the following main
functions in an integrated user interface:
C Translation memory capability
C An editing environment for translating and reviewing various source document formats such as
Microsoft Office, Adobe InDesign, XML, HTML, etc.
C Automatic quality assurance features
C Functionality for creating, managing, and packaging projects
This training workbook focuses on the most common functionality for translating documents quickly and
efficiently in SDL Trados Studio.
SDL MultiTerm
SDL MultiTerm was designed for searching, editing, creating, and maintaining terminology databases.
This training course focuses on how to use terminology in the translation process. Note that this course
does NOT include a detailed course on terminology and SDL MultiTerm.
SDL MultiTerm is extensively covered in a dedicated training course, which is was designed for translators
and project managers.
For further product documentation please refer to the SDL Documentation Center.
SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 1-3

THE SDL TRADOS STUDIO
ENVIRONMENT
This chapter provides a quick overview of the SDL Trados

Studio user interface. You will learn how to:
C Start the application for the first time
C Select a user profile
C Handle the user interface
Chapter
2
The SDL Trados Studio Environment
2
INITIAL STARTUP OF THE APPLICATION

After installation, start SDL Trados Studio by clicking the corresponding application icon. To do this take
the following steps:
1. Select the program group All Programs -> SDL Trados Studio 2021 and click the SDL Trados Studio
2021 application icon.
2. Now the setup wizard of SDL Trados Studio will open. On the welcome screen just click
Next.

2
3. On the Current User Details screen The Name text field should already be pre-filled. Enter
your e-mail address, which is mandatory information. Then click Next.
4. You can leave the Default setting on the User Profile unchanged and click Next to continue.

2
5. You will now be asked whether you want to join the SDL Customer Experience
Improvement Program. Choose Yes or No, then click Next.
6. Deselect the Load samples at initial startup option, as the sample project is not required for
this training course. Then click Finish to finish the setup process.

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7. When starting the application for the first time, you need to activate the product. To do this
click the Activate button.
NOTE
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Without a license, the application will run in demo mode for 30 days.

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8. Enter or paste the activation code that you have received into the Activation code text field,
then click the Activate button again.

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9. You may use alternative activation options (e.g. a license server) if applicable. If this is the
case, click the Alternative activation options link, which will open the window shown below.
Select the activation option that is relevant for you and follow the instructions on the screen.

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10. The following window links to an Web-based Get Started with Studio tutorial and to an
overview of what is now in the latest Studio version. To close this window and start working
with the application, click the cross button in the upper-right corner.
NOTE
D
The above steps are only necessary when you open the application for the first time.

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You should now see the Welcome screen of SDL Trados Studio:
NOTE
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The buttons Software Localization and Terminology Management will only work if the corresponding
applications (i.e. SDL Passolo and SDL MultiTerm) are installed on your PC.
The SDL Trados Studio User Interface
The Welcome Screen

The Welcome screen of SDL Trados Studio provides quick access to commonly used functions:
C Drag files for translation or browse your computer: allows you to select one or several files for
translation.
C Open Package: opens a project package sent by a project manager for translation or editing; this
button can also be used by project managers to open return packages that were sent back by
translators or reviewers. (This function is covered in Getting Started Part 2.)
C Open GroupShare Project: allows access to an online project on a GroupShare Server where several
users can work together in one project at the same time. (This function is covered in Getting Started
Part 2.)

2
The Navigation Pane

On the bottom of the Navigation pane you find a set of buttons: Welcome, Projects, Editor, Translation
Memories. By clicking these buttons you can switch between different views. During this training course
we will mainly work in the Editor view, which is used to translate, edit and review documents.
NOTE
D
The content of the Navigation pane changes when you switch to a different view. For example, in the
Editor or Projects view it offers different functions than in the Welcome view. In the Editor view it
offers functions relevant for editing and navigating documents, in the Projects view it contains
functions relevant for managing projects.
The Application Ribbon

On the top of the application window you will find the application ribbon with buttons, which provide
access to other functions such as Show Shortcuts, Generate AutoSuggest Dictionary, etc.
On the ribbon, you will find, among other things, a button that opens a collection of useful tips.

2
When you move your mouse pointer over the Useful Tips tab on the right-hand side, you can also slide in
a window that features a list of useful tips & tricks for using Studio. The tips given in this window apply
to the currently selected view. In the Editor view, for example, you will see tips related to the editing
environment of Studio.
The ribbon features a number of tabs, e.g. File, Home, View, etc. Each tab provides access to specific
functions.
For example, click the File tab:

2
This tab contains the commands for file-related operations such as Save, Close, etc.
Now switch back to the Home tab by clicking the Back button.
Note that the content of the tabs changes depending on the view that is currently selected. For example,
in the Welcome view, the Home tab shows different buttons than in the Editor view, which is used for
translating documents.
Optimizing your Screen Space

You can minimize the Navigation pane on the left-hand side by clicking the Minimize the Navigation Pane
button. When minimized, the navigation button labels are no longer visible. However, the navigation
buttons on the bottom of the Navigation pane will still be accessible.
With the keyboard shortcut F11 you can switch to the Full Screen mode. This will hide elements such as
the top application bar. By pressing F11 again you can exit the Full Screen mode.
These tips can be helpful especially for users with small screens, e.g. if you are working with a notebook.

SETTING UP YOUR
ENVIRONMENT
In this chapter you will learn how to:

C Set up users
C Set up customers
Chapter
3
Setting up your Environment
3
GENERAL INFORMATION
You can configure your environment with users, customers, project templates, and custom task
sequences. That way you can streamline your workflows and adapt SDL Trados Studio to your
requirements.
In this chapter you will learn how to add sample users and a sample customer. The users and the customer
you create will then be used for the exercises in the following chapters.
ADDING SAMPLE USERS

Let us assume that you want to add two new users, i.e. one translator and one reviewer. We will later assign
tasks to our (imaginary) sample users. Take the following steps:
1. Switch to the File tab, and then select Setup -> Users.
2. In the Users window click the Add button.

3
3. In the Add User window enter the name and e-mail address of the user, e.g. Translator and
translator@training.com, then confirm by clicking OK.
4. Repeat steps 2-3 to add a user called Reviewer, e-mail address reviewer@training.com.
NOTE
D
We recommend that for this exercise you use simple user names, e.g. Translator. Note that the e-mail
addresses you enter here do not need to be real addresses. No actual e-mails will be sent out during
this training scenario.
5. After adding both users click OK to close the Users window.
ADDING A SAMPLE CUSTOMER

To create a customer take the following steps:
1. Switch back to the File tab, and then select Setup -> Customers.
2. In the Customers window click Add.

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3. In the Add Customer window enter the customer name and e-mail address, e.g.:
4. Click OK and then Close to close the Customers window.
SUMMARY
C In SDL Trados Studio you can create users to which you later assign tasks, e.g. translators and
reviewers.
C You can also create customers, which you can associate with particular projects.

TRANSLATING FILES
This chapter provides an example of how to translate a simple

MS Word document. This is to familiarize you with the way
that translators and reviewers work in SDL Trados Studio. You
will learn how to:
C Open a project package
C Navigate in the translation Editor
C Use matches from the translation memory
C Look up words and expressions through a concordance
search
C Correct spelling mistakes
C Apply character formatting
C Track your translation progress Chapter
C Preview the document in its native format
4
C Create the return package to send back to the project
manager
Translating Files
4
WHAT ARE PROJECT PACKAGES?

Project packages are created by project managers using SDL Trados Studio. Packages are compressed
archives that contain the documents and resources required by translators, editors, proofreaders, etc. to
complete a task, e.g.
C Source documents to translate (edit, proofread, etc.)
C Reference files
C Translation memories
C Termbases
C AutoSuggest dictionaries
Upon opening a project package the files contained therein are automatically extracted, and added to your
SDL Trados Studio environment. The content of the package will appear as a new project in your list of
projects. A project package file carries the extension *.sdlppx.
OPENING A PROJECT PACKAGE

To open our sample project package take the following steps:
1. Switch to the Files tab of the application ribbon.
2. Then select Open -> Open Package.
3. In the Open Package window, browse to the sample files location and select the package file
for your source/target language combination by double-clicking it, e.g. ..\Sample
Files\01_Translation\Training Project English-German.sdlppx.

Translating Files
4
4. This will open the Open Package window:
5. This window displays, for example, project name, the due date (if any), the total and the
untranslated number of words, the source files to translate contained in the package, etc.
6. After taking a look at the information in this window, click Finish to extract and import the
package content.
TIP
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The package content is usually extracted into the default project folder, i.e. C:\Users\<User
Name>\Documents\Studio 2021\Projects. Upon extraction of the package, the application creates a
new sub-folder that has the name of the project. If this folder already happens to exist, you will need
to select a different folder, which must be empty.

Translating Files
4
7. Once the import is complete, click the Close button at the bottom right corner of the Open
Package window.
8. After importing the package content SDL Trados Studio switches to the Projects view.
The project that you have just imported from the package is shown in the Projects list.

Translating Files
4
VIEWING THE FILE IN THE PACKAGE

Click the Files button on the Navigation pane.
The package that you have just imported contains one MS Word file:
OPENING THE DOCUMENT FOR TRANSLATION

To start translating the document sample.doc.sdlxliff double-click the file name. This will open the
document in the Editor view.
In addition to the files to translate the sample project package also contains a TM, a termbase, and an
AutoSuggest dictionary. These databases have been automatically added to the project upon opening the
package, and will be used when you translate the files.
TRANSLATION EDITOR OVERVIEW

The Editor view presents a side-by-side view of the document:
The source document is displayed in a table, with each sentence (commonly referred to as segment) is
displayed in a table row. The table has five columns:
1. The first column shows the segment number, by which each segment can be uniquely referred to.
2. The second column shows the source segments.
3. The third column shows the segment status. It contains icons indicating the translation
status and the translation origin. Here, you can ascertain at a glance whether a translation is
in draft status, is confirmed, etc. In the beginning, all cells in this column contain a white
icon, which indicates that all segments are currently untranslated.

Translating Files
4
4. The fourth column shows the target language. This is where you enter the translations of
the corresponding source segments.
5. The fifth column shows the document structure information. Here, you can see whether a
segment is e.g. a heading, a footnote, normal paragraph text. For example, the first segment
is a heading which is indicated by letter H. Move the mouse pointer over the H in this cell.
This will display a tooltip with the full description, i.e. Heading. Move the mouse pointer
over one of the cells below, which contain the letter P. This will show a Paragraph tooltip.
The Windows in the Editor

Above the side-by-side editor, you see a number of tabs, most importantly the Translation Results window.
This is where matches from the TM (if any) are displayed. For the first segment in our sample document
the message No matches found is displayed, as the TM does not contain a match for the current segment.
Note that the window actually consists of a number of tabs. By clicking the tabs you can switch between
different windows, e.g. Translation Results, Messages, Concordance Search, and Comments. In the
course of this exercise you will get to know the function of each tab.
Each source language sentence (segment) you are going to translate is compared to all source language
segments in the TM. If a similar segment or the same segment is found, the translation saved with this
segment will be shown as a translation suggestion. The comparison between the segment to translate and
the segment in the TM is called „matching”. If you see a suggestion for a translation, a match for the
source language segment was found in the TM, i.e. the translation from the TM might be useful for the
translation you have to do now.
In the course of this exercise you will get to know the function of each tab (Translation Results, Messages,
Concordance Search, and Comments).
Next to the Translation Results window you find the Term Recognition window, which displays hits from
the selected termbase(s).
You can close, resize, and rearrange all windows to leverage your screen space as required. Try to perform
the steps below on the Term Recognition window:
C Closing windows: Click the Close (X) button in the upper right corner of the window to close it.
Instead of the Term Recognition window, the Termbase Search window is displayed, which you can
close as well. To re-open both windows click the corresponding buttons on the View tab.

Translating Files
4
C Auto-hide windows: You can auto-hide windows by clicking the Auto Hide button in the upper right
corner of the window.
If the Auto Hide button is pointing to the left, the window automatically collapses once you move
the mouse pointer away.
The name of the hidden window (e.g. Term Recognition), however, will still be displayed in a tab.
When moving the mouse pointer over the tab, the window will reappear. If you move the mouse
pointer out, the window will hide again. You can disable Auto Hide and fix the position of the
window by clicking the Auto Hide button once more. When the Auto Hide button icon is pointing
down, the window stays locked in its current position.
Moving and docking windows: You can move and rearrange windows within the application or even
drag the window and position it outside of SDL Trados Studio. For example, you can move a
window to a second screen. To move a window:
C Move mouse pointer over the title bar of the window and press the left mouse button.
C With the left mouse button pressed, start moving the window to another position. (You can
also move it to a position outside of the application window.)
C While you are dragging the window direction indicators will appear on your screen. To dock
the window, for example, to the right border of SDL Trados Studio, move your mouse pointer
(with the left mouse button still pressed) over the direction indicator pointing to the right and
release the left mouse button.
C The window is now docked on the right-hand side of SDL Trados Studio.
C Resetting the window layout: You can always reset the windows layout to the default setting by using
the Reset Windows Layout command on the View tab.

Translating Files
4
Navigating in the Editor
Moving from Segment to Segment

You can easily move to the next or previous segment to translate or edit in the Editor simply by using the
Up/Down Arrow keys on your keyboard. Of course, you can also click inside a segment to select it. The
selected segment will then be highlighted.
Navigating in the Document Tree

The document tree in the Navigation pane on the left-hand side allows you to quickly jump to a particular
section in the file. The sample documents contains three main sections. The section headlines are shown
in the document tree. For example, to jump to the second headline simply click the link Segments with
Formatting in the document tree. The corresponding segment in the document will then be selected.
Now click the first link in the document tree, i.e. Simple Segments. This will lead you back to the first
segment.
TRANSLATING THE DOCUMENT

Now we will start the actual translation work.
Translating the First Segment

In the target column enter the translation for the first segment, e.g. Einfache Sätze.
NOTE
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The letter H in the last column on the right-hand side indicates that this segment is a heading.
Note that as soon as you start typing the translation the icon next to the segment changes to the following
symbol, which indicates that this segment has been edited:
Note that this symbol also indicates that this segment is still in draft status, and has not been confirmed
and added to the TM yet.

Translating Files
4
Using AutoSuggest
Use the Down key on your keyboard to move to the following segment (This is an example of a new sentence).
Example for a German translation: Dies ist ein Beispiel für einen neuen Satz. Note that as soon as you start
entering the translation for the word example, the application suggests the corresponding translation, i.e.
the German word Beispiel).
NOTE
D
There will be further examples of hits from the AutoSuggest dictionary, which you can insert into your
translations.
Instead of typing the whole word, just press the Enter key on your keyboard to insert the suggestion. Then
go on by completing your target segment. Confirm the translation and save it to your TM by pressing the
key combination Ctrl+Enter. Observe that icon between the source segment and your translation changes
to the following:
This icon indicates that your translation has been confirmed and saved to your TM.
Auto-propagating Translations
The moment you have confirmed the second segment two things happen:
Row 6 is a repetition of the second sentence, which you have just translated. By confirming segment 2,
your translation has been automatically inserted into segment 6, which is identical to segment 2. This
feature is called Auto-propagate. It means that whenever you translate or edit one instance of a segment
that is repeated within your document, all other occurrences of the same segment will be updated
accordingly.
Note that the icon next to the translation in row 6 has been changed to the following:
1. This symbol indicates that this segment is 100% identical (i.e. an exact match) to the segment from
row 2, which you have previously translated and stored in the TM.
Moreover, row 3 now also contains a translation suggestion. The segment is similar to the one in row 2,
which you have translated and added to the TM. Between the source and target segment you will see the
following icon:
2. The icon indicates that a translation has been automatically suggested from the TM, but it
has not been confirmed. Moreover, the 92% match icon shows that this is not an exact
match, as segment 3 is only similar to a previously translated segment. In the above example
the degree of similarity is 92%. This means that you need to adapt the suggested translation
before you confirm and save it to the TM.

Translating Files
4
Editing a Fuzzy Match

When you get a suggestion for an identical segment, we talk about a 100% or exact match. Whenever there
is a match rate below 100%, this is called a fuzzy match. Take a look at the Translation Results window
above the document. This window highlights what the differences are between the segment in the
document and the similar segment from the TM and helps you to determine which changes you need to
make to the suggested translation.
In the Translation Results window you will find three segments:
1. At the top of the window you see the current segment from the document.
2. The segment below it is the source segment retrieved from the TM. Differences between the
segment from the TM and the currently active segment from the document are highlighted
with strikethrough and underline formatting. In the above example the word an has been
replaced by another. Note that words that have been removed (e.g. an) are highlighted with
red strikethrough formatting. Words that have been added (e.g. another) are highlighted with
blue-green underline formatting.
3. On the right-hand side you find the translation for the segment retrieved from the TM,
which has also been inserted into the document as a suggestion.
Edit the suggested translation as required by the current source context.
When you edit translations suggested from the TM, the translation origin icon (which shows 92%) becomes
transparent (see example below). This indicates that a translation has been suggested from the TM, but a
human translator has modified it.
Spell Check as you Type

If you misspelled a word in the translation this will instantly be highlighted with a wavy red line.
Correct spelling mistakes as follows:
1. Right-click the incorrect word.
2. This opens a context menu with one or more suggested corrections.

Translating Files
4
3. Pick the appropriate suggestion from the context menu to correct the spelling mistake.
Press Ctrl+Enter to confirm and save the modified translation to the TM and to go to the next segment.
NOTE
D
You can also run a spell check on the entire document (i.e. after you have completed the translation)
by pressing F7. Any spelling suggestions will then be shown for selection in the Spell Checker
window.
Automatic Number Substitution

Now translate segment 4 (You still owe me 200 dollars), and confirm it with Ctrl+Enter. As soon as you
confirm the following segment will automatically be translated and marked as a 100% match.
Note that the only difference between segment 4 and 5 is the number, i.e. 200 vs. 1,000.
Number differences are adapted by SDL Trados Studio automatically. This is why the next segment has
been marked as a confirmed 100% match so you do not need to modify the segment manually. Just press
Ctrl+Enter to continue.
NOTE
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Segments may contain elements such as numbers, which are called placeables, as they are ’placed’
inside the target segment rather than being translated. Note that placeable elements are marked with
a blue underline in the source segment.
NOTE
D
If your segment contains more than one number, check carefully that the numbers in the translation
appear at the correct position, especially if the translation was retrieved as a 100% match.
Applying Character Formatting

Now translate segment 7, confirm it, and proceed to segment 8:

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Note that segments 8 and 9 are almost identical, the only difference is the formatting of the word many.
When you translate segment 8 and store the translation in the TM, SDL Trados Studio will suggest the
translation for segment 9. The difference in character formatting is the reason, why you do not get an exact
match, but a 99% match.
NOTE
D
TMs do not only take text differences into account, but also character formatting differences.
Modify the suggested translation by applying bold formatting to the target segment:
1. Select the word in the target segment that needs to be formatted (e.g. by double-clicking it).
2. Click the Apply bold button in the ribbon.
3. The selected word has now been formatted accordingly, and you can press Ctrl+Enter to
proceed.

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Active Terminology Recognition

Take a look at the next segment. You will notice that two words are highlighted with red bracketed lines:
These lines are used to highlight words that have been found in the terminology database. If a termbase
has been selected for a project, the source segments will be automatically scanned for any known
terminology. This feature is called Active Terminology Recognition. Take a look at the Terminology
Recognition window in the upper right corner of the application. Note that it lists the recognized source
terms and their translations.
As soon as you start by typing first letter of the translation for application icon, the system will automatically
offer the full term, which you can insert into your target segment by pressing the Enter key.
Inserting terminology into your target segments is done in the same way as inserting matches offered by
the AutoSuggest dictionary. In the above example the list contains suggestions both sources, i.e. the
AutoSuggest dictionary and the termbase. You can easily distinguish between termbase matches and
AutoSuggest dictionary matches, as they are marked with different icons.
Terminology matches have the following icon:
AutoSuggest dictionary matches are marked by the following icon:
NOTE
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Termbase suggestions are usually more reliable than AutoSuggest dictionary matches, as termbases
are maintained by a terminologist or translator.

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Applying Character Formatting Through QuickPlace

To apply formatting to words in the translation, we have already used the usual way of marking the word
and applying formatting with a formatting button. There is another way to apply the formatting
information from the source segment to words in the target segment, which is called QuickPlace. It works
the same way as inserting terms from the termbase or AutoSuggest dictionary.
1. Highlight the words in your target segments to which you wish to apply some character formatting.
2. Press the following keyboard combination: Ctrl+, (comma).
This will open a QuickPlace list - with the three types of character formatting that are used in the source
segment - and which allows you to apply character formatting quickly by using simple keyboard
commands.
3. Select the required formatting and press Enter on your keyboard.
NOTE
D
The available types of formatting are sorted in an intelligent manner so that the formatting type that
is most likely to apply to the selected word(s) is listed first. However, you can select any other
suggested formatting type from the list by using the Up Arrow and Down Arrow keys on your
keyboard.
4. Repeat these steps for the other strings in the target segment that need to be formatted, and
confirm the segment.
Real-time Preview
It is often useful to view the actual MS Word document layout. You can do this any time while you are
translating:

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Move the mouse pointer over the Preview tab on the top right of the application window.
5. The Preview window will slide in. Click the Click here to generate initial preview link in the
Preview window.
6. This will show the target text in an MS Word preview window.
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Depending on your screen size and resolution, the preview may turn out too small to read. You can
resize the Preview window by moving your mouse pointer over the divider of the left-hand side of the
window and drag it to the left while keeping your left mouse button pressed.
NOTE
D
The real-time preview is available for the following file formats: Word, PowerPoint, HTML, and XML.
All other supported document formats (e.g. Adobe FrameMaker, InDesign etc. can be previewed in

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4
the native application if installed on your PC).
In the Preview window the currently selected segment from the Editor is highlighted with a green
background. That way you can quickly ascertain which part of the document you are currently translating.
You can also click a segment in the Preview. This will select the corresponding segment in the Editor view.
By default the Preview window is set to auto-hide, i.e. it will disappear once you move the mouse pointer
away from it.
FOR MORE INFORMATION

V
You can keep the Preview window open while you are translating. That way you can see how the
actual layout changes segment by segment. To lock the Preview window in place, click the Auto Hide
button, i.e.:
Inserting Single Tags

Some information in the text will be shown as tags, which are basically placeholders. Tags can appear for
specific formatting information like subscript or superscript or for elements like footnote or index
markers.
Translate and confirm the segment Special Elements (e.g. Sonderfunktionen), and move on to the next
segment, which is:
This segment contains a footnotereference tag.
The text of the current segment identical to another one that you translated previously. However, you need
to insert the tag into the target segment before you proceed. Otherwise, the footnote reference would be
missing in the target document. To do this take the following steps:
1. Place the cursor at the position in the target segment where the tag needs to be inserted.
2. Press the keyboard combination: Ctrl+, (i.e. the same one you used previously for applying
character formatting).
3. This will open a QuickPlace list, which contains a footnote reference tag. Press Enter to
insert the tag into your target segment.
This will insert the tag into the target segment. Confirm the target segment with Ctrl+Enter
and proceed.

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Concordance Search
In the next segment you find the actual footnote content. The TM does not offer any matching segment
for this sentence. However, the TM contains the expression access keys, which you have translated in
previous segments. You can check how access keys was previously translated, by using the concordance
search feature. A concordance search allows you to select a particular word or expression and look it up in
the TM:
1. Select the expression access keys in the source segment.
2. Press F3 on your keyboard (or click the right mouse button and select Concordance Search
from the context menu).
3. This will display all segment pairs from the TM that contain the selected expression in the
Concordance Search window. In the source segment(s), the search string is highlighted with
a yellow background.
NOTE
D
The concordance search also finds derived and inflected forms of your search string. For example: if
you select access key, the TM will still find access keys.
NOTE
D
The concordance search can also be carried out in the target language. To do this select a string in the
target language and press F3.
Finish translating this segment, and confirm it with Ctrl+Enter.
Tracking the Translation Progress

Before you translate the next segment, take a minute to check on your translation progress. When you edit
or confirm a segment, the status of the document is updated in the status bar on the bottom of the
application window:
The status bar indicates the percentage of words in the text that have not yet been translated (about 20%),
that are in draft status (about 14%), and that have been confirmed (about 67%).

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Inserting Tag Pairs

The next segments contains two tag pairs. Tag pairs consist of an opening and a closing tag, which enclose
in this example a Web address.
To translate this segment take the following steps:
1. First, translate the segment. Just ignore the tags for now.
2. Then highlight the Web address in the target segment.
3. Move the mouse pointer over one of the csf tags in the source segment. (You can select either
the opening or closing csf tag.
NOTE
D
csf stands for change style formatting
4. With the Ctrl key pressed click one of the csf tags.
5. This will insert the csf tags around the Web address in your target segment. Repeat steps 3
and 4 for the field tag pair and the csf tag pair around the rest of the text.
NOTE
D
Tags here are placeholders for the beginning and end of formatting information, but they do not
substitute spaces. Please be sure that you are typing all the spaces your text needs.
Ghost Tags
Tags here are placeholders for the beginning and end of formatting information, but they do not substitute
spaces. Please be sure that you are typing all the spaces your text needs.
Before moving on to the next segment we would like to introduce the concept of ghost tags. Very often tags
need to occur in pairs, i.e. an opening tag and a closing tag to start and end some formatting. Deleting a
closing tag, for example, while leaving the opening tag in the translation is likely to cause problems in your
target document. For example, character formatting may be applied to words that are not supposed to have
this type of formatting. SDL Trados Studio offers an effective way of drawing your attention to such
problems. Try the following:
1. Try to remove the last (i.e. the closing) field tag with the Backspace key.
2. Note that the tag is not fully deleted. Instead, it becomes transparent. This is what is called a
ghost tag. The ghost tag will actually only be removed if you delete its opening counterpart
as well. Turning tags into ’ghosts’ is a way of warning users that they are missing a tag.
3. To restore the tag that you tried to delete, highlight the ghost tag, and click the right mouse
button. Then select Restore Tags from the context menu, which will restore the tag pair.
Confirm the segment with Ctrl+Enter to proceed.

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Tag View Options

You can change the way tags are displayed using the corresponding ribbon buttons by taking the following
steps:
1. Select the View tab of the application ribbon.
2. Click the Full Tag Text button to show the entire tag text, for example, the underline style
information, the color code, etc.:
The tags will then be displayed as shown below:
3. Click the No Tag Text button you can minimize the tags as shown below:
4. Switch back to the Partial Tag Text view by clicking the corresponding button. This is the
recommended default tag display option, as it shows only the names of the tags (e.g. field),
which gives you a good idea of what a particular tag stands for.
5. Now switch back to the Home tab.s
Automated Translations
The last segment only contains a Web address, which should remain unchanged in the target document.
The entire source segment is considered a placeable element. This is why it has a blue underline.

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The Web address can be easily inserted into the target segment by pressing Ctrl+T. The AT icon between
the source and the (identical) target segment indicates that this is an Automated Translation suggestion.
SDL Trados Studio ’assumed’ that the Web address does not need to be localized and translated the
segment automatically. If the Web address indeed does not need to be changed in the target segment,
confirm this short segment with Ctrl+Enter.
Finishing the Translation

You have now translated all segments in the document. Note that the status bar on the bottom of the
application window indicates that we have not confirmed and committed all segments to the TM.
In the above example about 2% of the text are edited, but not confirmed. Remember that you have not yet
confirmed the first segment. Place the cursor into the target column of the top row. Imagine you are not
happy with the way you first translated the first segment. Therefore, make a change to the translation (e.g.
instead of Einfache Sätze write Simple Sätze). After editing the first segment, press Ctrl+Enter to confirm
and save it to the TM.
NOTE
D
At this point you can still edit any of the target segments in the Editor view. By pressing Ctrl+Enter,
you can reconfirm them and commit the changes to the TM. The previously entered translation will
then be overwritten with the latest version.
SAVING THE DOCUMENT

Now save the document in SDL Trados Studio:
1. Switch to the Files tab, then click Save.
2. The document has now been saved in the background. Click Close to close the document.
NOTE
D
SDL Trados Studio saves all documents in the bilingual SDL XLIFF format (i.e. not in the native
format, e.g. DOC or PPT). SDL XLIFF files contain both languages, the source language segments
and your translated segments.

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CREATING AND SENDING THE RETURN PACKAGE

After finishing the translation you send back the package to the project manager in the form of a return
package. Return packages (like project packages) are compressed archives that contain the translated,
edited, or proofread documents. To create the return package, take the following steps:
1. Click the Projects View button to open the Projects view.
2. Right-click the training project and select Create Return Package from the context menu.
3. The Progress bars in the Create Return Package window show the translation progress for
the file, which should be at 100%. Click Next to continue.
4. Click Browse and select the location for the return package and the file name. Enter sample
as return package name. Note that return packages have the extension *.sdlrpx, which is
added automatically to the file name. In the Comment text field you can enter an optional
message for the recipient of the package (i.e. the customer or project manager).

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5. When the return package has been created you can send the return package by clicking the
Send Package by Email button.
6. This will automatically create an email using Microsoft Outlook (if available), and add the
return package as an attachment.
7. You can also choose to click the Open Target Folder button. This will launch Windows
Explorer, where you can view the file, attach it to an email, upload it to an FTP server, etc.
8. Last, click Close to close the Create Return Package window.

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4
Marking the Project as Complete

Make sure that you are still in the Project view. Note that the project, which you initially imported from
the project package, is still shown as In Progress in the Status column.
For good measure, mark the project as complete. When you are dealing with multiple projects this will
help you see at a glance which projects are completed, and which ones are still in progress.
1. Right-click the project name in the Projects view, and select Mark as Complete from the context
menu.
2. Confirm by clicking Yes.
Note that the Status column now shows Completed for the sample project.
SUMMARY
C Project packages contain the translatable files, project translation memories and possibly further
elements such as reference files, termbases, etc.
C When opening a project package in Studio the package content needs to be extracted to an empty
folder.
C The project package contains a file analysis reports, which gives an overview of the total number of
words, the repetition and the TM leverage rate, etc.
C You can view the translatable project files in the Files view. From there you can open the files for
translation by double-clicking them.
C After finishing the translation you create a return package, which contains the translated files, and
which can then, for example, be e-mailed to the customer/project manager.

CREATING PROJECTS

C Create a project for processing multiple files
C Add reference files to a project
C Automatically prepare the project files, i.e. file analysis
and pre-translation
Chapter
5
Creating Projects
5
THE SAMPLE PROJECT SCENARIO

For our first sample project imagine the following scenario:
C You need to manage a small project that contains one Microsoft Word and one Microsoft
PowerPoint file. A PDF document is provided as reference material. The files are part of a
documentation for a spelling checker software module.
C Existing translations can be leveraged from two TMs.
C The project goes from English into one target language, i.e. German.
C You assign translation and review tasks to a freelance translator and a reviewer.
The sample documents are available in your sample files folder, i.e. ..\Sample Files\02_Project creation.
NOTE
D
Note that the aim of this training course is not to learn how to translate with SDL Trados Studio, but
to take you through a full project round-trip. Therefore you do not necessarily have to speak the
project target language.
CREATING THE PROJECT

To create the project take the following steps:
Naming the Project and Selecting the Languages

1. On the Project view, click the New Project button in the ribbon.
2. You should find yourself on the first page of the project creation wizard. Enter a descriptive
name for your project into the text field Project Name, e.g. Spelling Checker Documentation.

Creating Projects
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3. Then make certain that English (United States) is selected in the Source Language
dropdown list.
4. Then make sure that in the Target Languages list German (Germany) is selected as target
language.
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You can quickly select a target language by typing the language name into the text field. If you enter
e.g. Ger the list of available target languages will be filtered to show only German and its variants.

Creating Projects
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NOTE
D
All project files are by default stored in your documents folder, e.g.
C:\Users\<UserName>\Documents\SDL Trados Studio\Projects. The application automatically creates
a sub-folder that is named after your project within your Projects folder. You may also store your
projects in a different location, e.g. on a central drive. To do this click the Browse button and select a
different location. Just note that for each project you need to use an EMPTY sub-folder to avoid
potential file conflicts.
NOTE
D
A project can have only one source language, but several target languages. However, in this exercise
we will use only one language pair.
Adding and Configuring the Project Files

1. Click the Add Existing Folders button. Then select the folder in which the sample files are stored,
i.e. ..\Sample Files\02_Project creation\Documents.
2. Now the folder and its files have been added to the project. The selected folder contains one
DOC file, one PPT file, one PDF file as well as a subfolder with two graphic files. Click the
arrow next to the project name to show the folder structure. The files contained in a
particular folder are listed on the right-hand side. Next to the folder names you will see how
much files a particular folder contains.
3. Take a look at the files in the Documents folder, in particular at the Usage column. The three
files in this folder have been recognized as translatable, as these formats can be processed by
SDL Trados Studio. Let us assume that the PDF document is only for reference, i.e. it must
not be translated. In this case you have to change the file usage. Just select the value
Reference from the Usage dropdown list next to the PDF file. Then confirm by clicking OK.

Creating Projects
5
4. Now select the images subfolder to view the two graphic files it contains. Note that both the
usage for both files is Reference. This is because pixel graphic files cannot be processed in
SDL Trados Studio.
5. When opened in Windows Photo Viewer, the file spelling_options.jpg looks as shown below:
6. As you can see, this image is a screenshot that contains localizable content. Let us assume
that you want the translator to translate the file outside of SDL Trados Studio, e.g. in Adobe
PhotoShop. In this case you need to change the file usage to Localizable, so that it is not
treated as a reference file. To do this select the value Localizable from the Usage dropdown
list next to the spelling_options.jpg file, then confirm with OK.
7. Now click Next to continue to the following page.
Selecting the Customer and the Project Due Date

1. Now the General page is shown. Select your previously-created client from the Customer dropdown
list.

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2. Set a due date for your project by clicking the arrow button next to the Due Date field, then
pick a date from the calendar. You can also select a delivery time by using the up and down
arrow buttons in the text field next to the date.
3. Then click Next to continue.
Adding Translation Memories

1. On the Translation Resources page you select the translation memories for your project. Note that
you can select more than one TM per language pair. We are going to select two TMs to our project.
2. On the left-hand side, click All Language Pairs -> Translation Memory and Automated
Translation.
3. To add the first TM click Use -> File-based Translation Memory.
4. Browse to the TMs sub-folder in your sample folder, i.e. ..\Sample Files\02_Project
creation\TMs. Then select the TM file Software_EN-US_DE-DE.sdltm by double-clicking it.

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5. Repeat the above step for the second TM, i.e. General_EN-US_DE-DE.sdltm. The two TMs
should now be listed on the current page.
6. Imagine the following scenario: the Software TM is a memory that fits the requirements of
your project, as you are dealing with a piece of software documentation. The General TM
might contain useful hits too, but it should be considered your secondary TM. Moreover, the
Software TM needs to be updated during the project lifecycle, but not the General TM.
7. Therefore, make sure that the check box in the column Update is NOT selected for the
General TM. This means that this TM should only be searched, i.e. you can use this TM for
looking up segments. However, new translations created during the project lifecycle will not
be stored in this TM. By default, the Update check box is activated for the first TM that you
select.
Adding an AutoSuggest Dictionary

Next, we add an AutoSuggest Dictionary. AutoSuggest dictionaries are separate databases that translators
use for looking up and inserting segment fragments while typing, which increases translation throughput
considerably. To add an AutoSuggest dictionary take the following steps:
1. Click English (United States) -> German (Germany).

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5
2. Then click the AutoSuggest Dictionaries icon.
3. Click the Add button in the lower right corner of the window.

Creating Projects
5
4. Browse to the folder where the sample AutoSuggest dictionaries are stored, i.e. ..\Sample
Files\AutoSuggest Dictionaries.
5. Select the AutoSuggest dictionary file EN-DE.bpm by double-clicking it.
6. Click Next to continue.
Adding a Termbase
1. On the Termbases page you can add one or more termbases to the project. To add the sample
termbase for this exercise, select Use -> File-based MultiTerm Termbase.
2. Browse to the path where the sample termbase is stored, i.e. ..\Sample Files\02_Project
creation\Termbase. Then double-click the termbase file Software.sdltb to select it.

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3. SDL Trados Studio automatically assigns the termbase languages to the languages of the
current projects. In the Project Language list, which you find on the bottom of the window,
you can verify whether the correct termbase languages have been selected for your project
(which is usually the case).

Creating Projects
5
4. Click Next twice to skip the Trados GroupShare and the PerfectMatch pages, as those two are
not part of this training course.

Creating Projects
5
Automatic Project Preparation

SDL Trados Studio supports the project creation process by automating various routine tasks, e.g.
converting files, counting words, etc. This is done by applying a task sequence to the project files. By
default, the Prepare project without project TM is selected.
Click Finish to start the automated project preparation.
This will display the Preparation page. The application is now running the automated tasks that are
contained in the selected sequence on the source documents. Below you find more detailed explanations
on each task.
Automatic Task Overview

The Prepare task includes a number of sub-tasks, which are carried out in parallel or sequentially.
C Convert to Translatable Format: Converts the original files from their native document format to a
bilingual exchange format called SDL XLIFF. That way translators and reviewers can work on files
such as Adobe InDesign, FrameMaker, etc. even if they do not have the corresponding application
installed. Conversion from the native format to SDL XLIFF also offers the advantage of separating
translatable content from layout.
C Copy to Target Languages: Creates copies of the original documents, which are then used for
translation, i.e. the original documents are not modified during translation. For each project
language a subfolder is created. This prevents, for example, users from accidentally overwriting the
English source files.
C Apply PerfectMatch: This task is not relevant at this point. It will be demonstrated and explained in
one of the following chapters.

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5
C Analyze Files: Determines the number of repetitions and matches from the selected TMs (i.e. the
TM leverage, etc.), and generates a detailed report.
C Pre-translate Files: Inserts any exact matches found in the TMs directly into the target documents
and generates a detailed report.
Saving the Project as Template

Let us assume that in the future you expect to handle similar projects, which use the same settings, i.e. the
same language pair, the same TMs, AutoSuggestion dictionary, and the same termbase. To save time
when setting up similar projects in the future, you can create a project template based on the current
project. To do this take the following steps:
1. When the automatic project preparation is complete, click the Create a new project template based
on this project radio button, which you find on the bottom of the window, then click Close.
2. In the Save Project Template box enter a name for the project template, e.g. Template English-
German, then click Save.
NOTE
D
In the SDL Trados Studio for Project Managers Part 2 training course you will learn more on using
project templates.

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5
The Projects View

Click the Projects View button on the bottom of the Navigation pane.
In this view you can see your newly-created project, which is shown on the right-hand side. For each
project that is listed here, you can view essential information such as the project name, the project status
(here In Progress), the due date, and a timeline.
Viewing the Project Files

In order to see where the project files are physically stored on your hard disk, take the following steps:
1. Right-click the project name and select Open Project Folder from the context menu.
2. This will open the folder in Windows Explorer where all project files are stored, e.g. source
and target documents, TMs, etc.
The en-US subfolder contain the original English files. The de-DE subfolder contains the working copies
in SDL XLIFF format. These are the files that will actually be processed by translators and reviewers. The
Tm subfolder contains the project TMs that were created when the project was prepared.
The Reports subfolder contains the detailed reports that were generated by the file analysis and pre-
translate tasks. The following chapter contains more information on such project reports.
The *.sdlproj file is the settings file for the project. It contains information such as the links to TMs,
termbases, AutoSuggest dictionaries, task sequences etc.

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5
SUMMARY
C When creating a project you provide the project name, due date, customer and project storage
location.
C Then you select the project languages. A project can contain only one source language, but you can
select multiple target languages.
C When selecting source files, the application automatically determines which files are translatable.
You can change the file usage manually to Reference, if specific files are not supposed to be
translated, but only provided as reference.
C Image files, for example, cannot be processed. Therefore, they are considered reference files by
default. However, you can set them to Localizable if they contain translatable content, which needs
to be processed outside of SDL Trados Studio (e.g. pixel graphics in Adobe PhotoShop).
C You can add one or several TMs and AutoSuggest dictionaries per language pair.
C You can also add one or several termbases. The termbase languages will be automatically assigned
to the respective project languages.
C The project files will be automatically prepared through a task sequence. This automates routine
tasks such as file conversion, word count, etc.
C When outsourcing jobs to e.g. freelance translators, it is recommended that you create project TMs.
These are project-specific subsets of the main TMs that you have selected, and which are forwarded
to the external translator(s).
C If you expect to have projects that follow the same structure, it is recommended that you create a
project template based on the current project. This will further streamline the creation of further
projects.

PROJECT STATISTICS AND
REPORTS
This chapter provides an overview of how to view project

statistics and reports generated during the automated project
preparation phase. You will learn how to:
C View the confirmation statistics
C Read the analyze files report
C Print and save reports
Chapter
6
Project Statistics and Reports
6
CONFIRMATION STATISTICS
With your newly-created project still highlighted in the Projects view click the Confirmation Statistics tab
on the bottom of the application screen.
Take a look at the chart on the right-hand side of the Confirmation Statistics window, which contains two
bars:
C Not Translated: Visualizes the number of words left untranslated during the automatic project
preparation phase.
C Translated: Represents the number of words that were pre-translated during the automatic project
preparation phase. In our sample project the number of pre-translated words is very high, i.e. the
TMs yielded a lot of exact matches.
NOTE
D
At this point none of the segments have the status Reviewed or Signed-off. These statuses will only
happen when you perform review and sign-off.
PROJECT REPORTS
Apart from the confirmation statistics chart you can also access some more detailed information by
viewing the reports.
Click the Reports View button on the bottom of the Navigation pane to display the reports that were
generated during the automatic project preparation.

6
Report Types
On the top of the Navigation pane you can see that two reports have been generated:
C The Analyse Files report provides detailed information on repetitions, exact and fuzzy matches
found in the TMs, i.e. the TM leverage.
C The Pre-translate Files report provides detailed information on the exact matches that have been
automatically inserted into the project documents.
The Analyze Files report type is most commonly used to ascertain the scope of a project. For this reason,
we would like to focus on this report type.
Viewing the Analyze Files Report

1. To view the report make sure that Analyze Files is selected.
2. The Analyze Files report should now displayed on the right-hand side. Take a look at the
table with the heading Totals. This section of the report gives you an overview of all the files
contained in the project.
Read the Totals from bottom to top:

C The last (Total) row in the above example displays the total number of segments and words.
C The New/AT row shows the number of segments and words for which no TM matches have been
found. These segments need to be translated from scratch.
C In the rows above New/AT (e.g. 75% - 84%) you find the number of segments and words for which
fuzzy matches have been identified, i.e. segments from the TM that are not identical, but similar to
those found in the document.
C The row 100% shows the number of exact matches, i.e. segments from the TM that are identical to
those found in the document.

6
C Repetitions shows the number of segments and words for which no TM matches have been found,
but which are repeated within a particular document.
C Cross-file Repetitions show the number of repeated segments between several files.
C The Context Match row shows the number of segments and words for which so called context
matches have been found in the TM. These are segments for which an exact (i.e. 100%) match has
been found in the TM and that are preceded by the same segment as the segment from the TM.
Context matches are even more reliable than 100% matches, because the segment sequence is the
same as in a previous (already translated) document.
C PerfectMatch refers to so-called PerfectMatches (PMs), which have been leveraged directly from
previously translated documents (i.e. not from the TM). PMs are highly reliable, even more reliable
than the context matches. In the project manager training course part 2 you will learn how to use
previously translated documents to efficiently process update projects with SDL PerfectMatch.
NOTE
D
The report also shows automated translation matches (AT). These refer to translation suggestions
provided by an online machine translation provider such as SDL Language Cloud. AT matches,
however, are not covered in this course.
Printing Reports
You can easily generate a hard copy of the selected report by clicking the Print button, if a printer is
connected.
Alternatively you can click the Print Preview button to generate a print preview in a separate application
window.
Saving Reports
With the Save As button you can save the selected report to an external file. Currently, you can save reports
in the following formats: HTML, MHT, XML, and Microsoft Excel.

6
SUMMARY
C After the project has been created you can get a quick overview of the number of pre-translated
words and the number of words that still need to be translated by looking at the project statistics,
which are presented in the form of a bar chart.
C For more detailed information you can view the reports, e.g. the analyze files report, which details
the repetition rates and the TM leverage. Reports can be saved to a file (e.g. in Excel format) and they
can be printed.

6

CREATING A TRANSLATION
PROJECT PACKAGE

C Package the project files and assign the package to a
translator
Chapter
7
Creating a Translation Project Package
7
ABOUT PROJECT PACKAGES

The automated project preparation used the TMs to pre-translate the project files. The content that was
left untranslated now needs to be translated by a human translator. With SDL Trados Studio you can create
so-called project packages. These can contain all the files translators (or reviewers) need to work efficiently,
i.e.
C pre-translated documents
C reference files (if any)
C TMs, AutoSuggest dictionaries and termbases
CREATING A PROJECT PACKAGE

To create a project package for a translator, take the following steps:
Files to Include and Package File Location

1. Click the Projects button on the bottom of the Navigation pane to switch back to the Projects view.
2. Right-click your project, and select Create Project Package from the context menu.

7
3. This opens the Create Project Package wizard. The first page of the wizard lists all the files
that will by default be included in the package. A progress bar indicates the percentage of
already pre-translated content for the translatable files. As you can see, a project package
contains by default translatable, localizable and reference files. You can deselect files by
unchecking the corresponding check boxes. However, let us assume that you would like to
include all the listed files in the package. Therefore, just click Next to continue.

7
4. On the Project Package Options page click the Browse button to select the location where the
package file should be saved. Select your desktop, so that you can find the package easily
after is has been created. Then click Next to continue.

7
Assigning the Package to a Translator

1. On the Review Project Packages page you need to assign the package to a user. To do this select the
user Translator from the Assign to dropdown list.

7
2. By default, the package due date corresponds to the project due date. However, let us assume
that you want the package delivered before the project is due, so that you have enough time
to handle the review. Therefore, change the package due date to an earlier date, e.g. 3 days
before the project is due.
3. In the Comment text box enter some additional information for the translator, e.g. Please use
Adobe PhotoShop to localize the graphic file.
4. Click Next to continue.

7
Including Additional Resources in the Package

1. On the Additional Options page you can decide whether you want to include additional resources in
the package. By default, the package will include the project TMs, which are subsets of your main
TMs. Let us assume that you also want to include the selected AutoSuggest dictionary and the
termbase. To do this activate the AutoSuggest dictionaries and Termbases check boxes on the
bottom of the window.
2. Then click Finish to create the package.
3. Wait for the packaging process to complete. Then click the Open Target Folder button.
4. This will open Windows Explorer and show the package file. This is the package file that you
forward to the translator, e.g. by attaching it to an e-mail, uploading to an FTP server, etc.
5. Click Close to close the Create Project Package wizard.

7
VIEWING PACKAGE ASSIGNMENTS

If you need to manage numerous projects and assign different tasks to different users, it may become
difficult to remember which user has been assigned which package. This is why SDL Trados Studio
automatically records the package assignment and displays it in the task history. To view the task history
for the current project take the following steps:
1. While still in the Projects view click the Task History tab on the bottom of the page. This will display
the Task History window.
2. This window shows all the tasks that have been performed up to this point. On the bottom of
the list you see the Translate task, which you have just assigned plus additional information
such as the package recipient, the due date, etc.
3. Note that different icons are used for completed tasks and tasks that are in progress.
Completed tasks have a green check mark icon, while tasks that are still in progress (i.e. the
Translate task) are marked with a play button icon.
SUMMARY
C Project packages include translatable, localizable and reference files as well as other resources, i.e.
project TMs, AutoSuggest dictionaries, termbases, etc.
C A package needs to be assigned to a user. The application tracks to which user you have assigned a
package.
C After creation packages are forwarded to the recipient, e.g. by e-mail, FTP, etc.

IMPORTING THE TRANSLATED
RETURN PACKAGE

C Open a return package and import the translated file into
your project
Chapter
8
Importing the Translated Return Package
8
PREPARING YOUR TRAINING ENVIRONMENT

Imagine that your translator has sent back the return package that contains the fully translated files. To
simulate this scenario your sample files folder contains a fully translated return package file.
NOTE
D
This prepared return package was created based on another project. This is why you will not be able
to import the return package content into the project that you created yourself. Each project has a
unique id, which must match the id of the package. For this reason you need to remove your project
and open the pre-configured project, which matches the return package. Note that this procedure
does NOT apply in a real-life scenario. The steps below are only required for simulating the return
package workflow in your one PC training environment. Take the steps below:
1. Right-click your project in the Projects view, select the Remove from List context menu command,
and confirm by clicking Yes.
2. Open the pre-configured project from your sample files folder. To do this click the Open
Project button on the Home tab.
3. Browse to the location of your sample files folder, i.e. ..\Sample Files\03_Attach Project.
4. Double-click the file Spelling Checker Documentation.sdlproj.
5. The pre-configured project is now listed in your Projects View. Note that this project
contains the same files as the project that you created yourself. This is the project that
matches the sample return package.
TIP
E
You can also take the above steps, for example, to add a project to your environment that another
user has created.

8
OPENING THE RETURN PACKAGE

To open the return package take the following steps:
1. Switch to the Files tab.
2. Then select Open -> Open Package, and browse to the location in which the return package
sample file is stored, i.e. ..\Sample Files\04_Return package translated.
3. Open the return package file, i.e. translation_english_german.sdlrpx, by double-clicking it.
4. In the Open Package window click Finish to extract and import the package content.
5. After the import has finished, click Close.

8
6. Click the Confirmation Statistics tab to show the updated confirmation statistics chart. Note
that after importing the translated content the bar chart shows the status Translated for all
words.
7. Click the Task History tab to show the updated task history. Note that the Translate task is
now shown as completed.
SUMMARY
C Translators and reviewers send return packages to the project managers that contain the translated
or reviewed SDL XLIFF files.
C When opening a return package the application automatically assigns the package to the
corresponding project. This is possible because each project has a unique internal id, which must
match the id of the return package.
C When opening a package the translated or reviewed SDL XLIFF files are extracted and imported
into your project, thereby overwriting the previous SDL XLIFF target files.
C The confirmation statistics and task history are updated accordingly.

SENDING FILES TO A REVIEWER

C Convert SDL XLIFF files to a bilingual Word format,
which allows you to send bilingual content to a reviewer
who does not have SDL Trados Studio
C Have the review be performed in the monolingual target
document format (e.g. MS PowerPoint), and then re-
import the changes into the SDL XLIFF files
Chapter
9
Sending Files to a Reviewer
9
ABOUT REVIEWING FILES

Reviewers are often not equipped with SDL Trados Studio, and usually prefer to do their work in e.g. MS
Word or PowerPoint directly.
However, if the review is not done in SDL Trados Studio, the updated content will not go into your
translation memories. However, SDL Trados Studio offers two ways of making sure that reviewers can
work outside of Studio, while still enabling you to make certain that your TMs contain the reviewed
translations:
1. Conversion of the SDL XLIFF file(s) into a bilingual MS Word table: Reviewers can apply any
corrections in MS Word regardless of the underlying format. This means that if the SDL XLIFF file
was generated from an Adobe InDesign, FrameMaker, XML, MS PowerPoint, etc. file, the file to
review will always be in the form of an MS Word table. That way, the reviewer can see both the
source and the target language. After review, any changes can be imported from the MS Word table
back to Studio.
2. Reviewing directly in the monolingual target file and retrofitting any changes into SDL
XLIFF: This may often be the preferred, and more ‚natural‘ way of reviewing files. Reviewers
can work directly on the monolingual target file, e.g. Adobe InDesign, FrameMaker,
PowerPoint, Excel, etc. After review you can import any changes back into the
corresponding SDL XLIFF file.
THE SAMPLE SCENARIO

In this chapter we would like to familiarize you with both of the above-mentioned techniques. Let us
assume that you would like to export the first file to a bilingual MS Word table for review.
For the second file, we generate the monolingual MS PowerPoint document, i.e. the review will occur in
the native format. After review, you will retrofit the changes back to Studio.
PREPARING THE SDL XLIFF FILES FOR THE REVIEWER
Generating a Bilingual MS Word Table

Take the following steps:

9
1. Make sure that the Home tab of the application ribbon is displayed, that the Files view is active, and
that both files in the Documents folder are visible:
2. Right-click the file Configuring_Spelling_Checker.doc.sdlxliff, then select click Batch Tasks ->
Export for External Review from the context menu.
3. On the first screen of the Batch Tasks wizard, click Finish to start the export.
4. After the export has completed, click Close.
5. You will now be asked whether you would like to open the folder that contains the exported
files. Click Yes.
6. This will open the folder that contains the exported files in Windows Explorer. Double-click
the folder name, i.e. de-DE, then double-click Documents to show the export file.
This is the file that you need to send to the reviewer. You can do this e.g. by e-mail or FTP upload, i.e. no
packaging in Studio is required for this.

9
The screenshot below shows that the converted file looks like in Word. As you can see, the converted files
are presented in a side-by-side view, which allows for easy comparison between source and target
segments.
NOTE
D
The track changes feature is by default activated for the DOCX files. This allows you to see what the
reviewer actually changed when you receive back the reviewed files.
Creating the Monolingual Target File

For the second file, we would like to use another approach. First, close the bilingual MS Word table, and
then close Windows Explorer. Take the following steps:
1. You should now be back to the Files view of Studio.
2. Double-click the document New_features.ppt.sdlxliff to open it in the Editor view.
3. Go to the File tab, then select the command Save Target As.
4. The application will prompt you to save the target PPT file to a location of your choice. For
example, choose your desktop.
5. This is the file that you send to your reviewer.
SUMMARY
C For sending translated SDL XLIFF files to users (e.g. reviewers, proofreaders, etc.) who do not have
SDL Trados Studio you can convert SDL XLIFF documents to Word DOCX format.
C SDL Trados Studio can convert SDL XLIFF files to DOCX. The DOCX files show both source and
target segments for easy comparison.
C Alternatively, you can also generate the monolingual target files through File -> Save Target As,
which you then send to your reviewer. After review you can retrofit any changes to the
corresponding SDL XLIFF file.

IMPORTING THE REVIEWED
CONTENT

C Import any changes made by the reviewer in Word into
your Studio project from a bilingual MS Word file
C Retrofit any changes made by the reviewer in the
monolingual target file into Studio
Chapter
10
Importing the Reviewed Content
10
THE SAMPLE SCENARIO

Let us assume that you have received the edited, bilingual DOCX file, and the edited monolingual PPT file
from the reviewer. For this exercise we have prepared two fully reviewed files, which you can find in your
sample files folder, i.e. ..\Sample Files\05_Reviewed files.
IMPORTING THE CHANGES BACK INTO SDL XLIFF
Importing from Bilingual MS Word

Now you would like to import any changes applied in the bilingual MS Word table to the corresponding
SDL XLIFF document, so that all reviewed content can be further processed in Studio (e.g. sign-off and
update of main translation memories).
To do this take the following steps:
1. Make sure that the Home tab of the application ribbon is displayed and the file
Configuring_Spelling_Checker.doc.sdlxliff is highlighted.
2. Right-click the file, and select Batch Tasks -> Update from Bilingual Review from the context
menu.
3. On the first screen of the Batch Tasks wizard, click Next.
4. On the second page of the wizard, you need to map the SDL XLIFF file to the reviewed
bilingual file. First, click the Documents folder on the left-hand side.

10
5. Then right-click the file that is listed in the Project File column, and select Add Specific
Review Document from the context menu.
6. Then browse to the folder that contains the reviewed files, i.e. ..\Sample Files\05_Reviewed
files. Select the corresponding file, i.e. Configuring_Spelling_Checker.doc.review.docx, by
double-clicking it.
7. Note that the SDL XLIFF project file has now been matched to the corresponding review file.
8. Now click Finish, and then Close.
In the next chapter we will see how the changes made by the reviewer have been imported into our project
files.
Retrofitting Changes from the Monolingual Target File

Now we will retrofit the changes from the reviewed PPT target file. To do this take the following steps:

10
1. Right-click the file New_features.ppt.sdlxliff, then select Batch Tasks -> Update from Reviewed Target
File (Retrofit) from the context menu.
2. On the first screen of the Batch Tasks wizard, click Next.
3. On the second page of the wizard, you need to map the SDL XLIFF file to the reviewed target
file. First, click the Documents folder on the left-hand side.
4. Then right-click the file that is listed in the Project File column, and select Add Specific
Review Document from the context menu.
5. Browse to the folder that contains the reviewed files, i.e. ..\Sample Files\05_Reviewed files.
Select the corresponding file, i.e. New_features.ppt, by double-clicking it.
6. Note that the SDL XLIFF project file has now been matched to the corresponding review file.

10
7. Now click Finish, and then Close.
8. In the next chapter we will see how the changes made by the reviewer have been imported
into our project files.
SUMMARY
C When you receive the reviewed bilingual DOCX files, you can update the SDL XLIFF project files by
importing any changes that have been made in the reviewed files.
C When you receive the reviewed monolingual target files, you can update the SDL XLIFF project files
by retrofitting any changes that have been made in the reviewed files.

PROJECT SIGN-OFF

C Open documents for sign-off
C View changes made by the reviewer
C Accept and reject changes
C Configure and run the automatic quality assurance
feature
Chapter
11
Project Sign-Off
11
SIGNING OFF REVIEWED DOCUMENTS

Imagine the following: it is your job to review the changes made to the documents and accept or reject
them as required.
Opening Documents for Sign-off

Now that you have imported all changes made by the reviewer in Word into your project, take the following
steps to open the project files for sign-off:
1. Double-click the project to switch to the Files view, where your project files are listed.
2. Right-click the file Configuring_Spelling_Checker.doc.sdlxliff and select the Open for Sign-off
command from the context menu.
3. This opens the document in the Editor view of Studio. The translated and reviewed
document is presented in a side-by-side view. The source segments can be found on the left,
the column on the right-hand side contains the target segments.
The Side-by-Side Editor

Translated documents are presented in the side-by-side view, with which you should already be familiar:
C The left-hand column contains the source segments
C The right-hand column contains the translated/reviewed segments
Viewing the Changes

1. Note that some segments contain words with strike-through and underline formatting, e.g. segment
3. These are the segments that were changed by the reviewer. All the (tracked) changes made in
Word have been imported into your project.
2. Moreover, the changed segments have the status Translation Rejected (the magnifying glass
with the red circle). This is to indicate that the reviewer did not agree with the translation,
and therefore has changed it.

Project Sign-Off
11
3. Let us assume that you would like to focus on the segments that contain changes. Studio
offers an easy way of showing only specific segment. This is called display filtering. To
access the display filter feature switch to the Review tab.
4. Click All segments (i.e. the filter icon), and then select With tracked changes from the list of
available display filter options.
5. This will show only the segments that contain changes, i.e.:

Project Sign-Off
11
6. For each change the application tracks the change date/time and change user as well as the
change type, i.e. deletion or insertion. Strings with strikethrough formatting have been
deleted, underlined strings have been added by the reviewer. Move the mouse pointer over
one of the tracked changes. This will display a tooltip that contains the information on a
specific change, i.e. the change user name and the change date/time.
Signing Off Segments

1. Let us assume that you want to accept the change in the first segment. To do this right-click the
deleted word in segment 3 (i.e. the word that has strikethrough formatting), and select Accept
Change from the context menu.
2. Repeat the above step for the inserted expression (i.e. the underlined expression). Now, all
track changes formatting should have been removed from segment 3. To sign off this
segment press Ctrl+Enter.
TIP
E
You move much faster through the tracked changes in this segment by pressing Ctrl+F9. This will
accept the selected change, then move to the next one.
3. Note that a Signed Off icon is now shown next to the segment.

Project Sign-Off
11
4. Move the mouse pointer over the icon that is displayed next to the target segment. This
shows a tooltip, which gives some more information on the segment as well as the meaning
of the icon, i.e. Signed Off.
Rejecting Changes
1. By pressing Ctrl+Enter you have also moved to the next segment. Let us assume that you do not
agree with the change made in this segment, and you therefore want to reject it.
2. To do this right-click the underlined word and select Reject Change from the context menu.
3. This removes the underlined (i.e. inserted) word from the changed segment.
4. Now press Ctrl+Enter to sign off the segment, which will again add the Signed Off icon to
the segment.
Accept the change for segment 9, then press Ctrl+Enter to sign it off. Now all segments that were changed
by the reviewer have been signed off.

Project Sign-Off
11
Handling Comments
To show all segments again click Reset Filters in the Review tab of the application ribbon.
Apart from changes the reviewer can also add comments to the bilingual MS Word document, which are
also imported into the corresponding SDL XLIFF file. This is actually the case in segment 7. Take the
following steps:
1. Go to segment 7, and move the mouse pointer over the part that is highlighted with a yellow
background. This displays a tooltip that contains the comment text. In this case the reviewer wanted
to check back with you that the correct terminology has been used in this case.
2. Let us assume that this is the correct terminology, and you now want to remove the
comment. To do this, make sure that the Comments tab on the bottom of the application
screen is selected. This shows the Comments window, which list the comment(s) that are
contained the current document.
3. To remove the comment, click the Delete Comment toolbar button. This will remove the
comment from the list and the yellow background from the corresponding segment.
4. Press Ctrl+Enter to sign off the current segment.
Completing the Sign-off

Let us assume that you would now like to sign off the remaining segments in one go. To do this, take the
following steps:
1. Switch to the File tab, then click Close.
2. You will now be asked whether you would like to sign off on all remaining segments. Just
confirm with Yes.

Project Sign-Off
11
3. You should now be back in the Files view, where you can see that the sign off progress for
the first file is at 100%.
4. Click the Confirmation Statistics tab on the bottom of the application window. This displays
the status bar chart for this particular file. Note that all words now appear in the Signed-off
row.
Now right-click the file New_features.ppt.sdlxliff and select Open For Sign-off from the context menu. This
will open the second translatable file in the Editor view:
As you can see, any changes that have been retrofitted from the target PPT file have been marked up as
tracked changes in Studio. Accept the changes and sign off all segments.
NOTE
D
Tracked changes are shown after the retrofit task in Studio even if tracked changes have not been
used by the reviewer in the native application.
NOTE
D
Comments made by the reviewer in the edited monolingual target file cannot be transferred to the
corresponding Studio file when retrofitting changes.

Project Sign-Off
11
AUTOMATED SEGMENT VERIFICATION

Now that you have signed off the project files switch to the Projects view.
Imagine the following: in the past you got a number of complaints about end punctuation not being
correct or inconsistent in the translated documents. Therefore you want to make certain that you or the
reviewer did not miss out on any end punctuation errors. As manually checking for such oversights can
be quite tedious and time-consuming, SDL Trados Studio offers an elegant and efficient way of
automatically checking for problems such as punctuation mistakes, number errors, etc.
Running the Segment Verification

Take the following steps:
1. Right-click your project and select Batch Tasks -> Verify Files from the context menu.
2. This opens the Batch Processing wizard. Click Next to continue, and then click Next again.
3. On the Settings page select Verification -> QA Checker 3.0 -> Punctuation.
4. On the right-hand side of the window activate the check box Check that source and target
end with the same punctuation, then click Finish.
5. When the Verify Files task is complete, click Close.

Project Sign-Off
11
Viewing the Verification Results

1. Note that the warning count is two, which means that two potential problems have been found.
2. To get more information click the Results button.
3. This opens the Task Results window, which shows that two end punctuation differences
have been detected in the file Configuring_Spelling_Checker.doc.sdlxliff.

Project Sign-Off
11
4. The segment verification also generates (printable) reports. To view the report click the
Reports tab. Then click the View button.
5. This will show the full report, which lists all the project files and the errors found in each
file. Note that in the file New_features.ppt.sdlxliff no problems have been detected.
6. To view the file with the end punctuation differences click the corresponding file name.
Correcting the File

To correct the reported errors take the following steps:
1. Now the document has been opened in the Editor view again. To focus on the two segments that
have been found to contain end punctuation problems, you can use the display filter again. Switch
to the Review tab, then select With messages from the list of available display filter options.
2. This will display only the two segments in which problems have been reported. The source
segments do not end on a colon, however, the target segments do. This is why a warning
icon can be found next to each target segment.

Project Sign-Off
11
3. Correct the two segments by removing the colon at the end of the target segments. Note that
doing so has grayed out the warning icons, which indicates that the issue is now pending.
Moreover, the Signed Off icon has been replaced by a pencil, which is the Draft status icon.
4. To be on the safe side, run the verification on this file by clicking the Verify button (or press
F8).
5. A verification message will open to inform you that no more problems have been found.
Click OK to close this message. Note that the grayed-out warning icons have been removed.
6. Re-apply the Signed Off status by right-clicking inside each segment and then selecting the
Change Segment Status -> Signed Off menu command.
7. Switch to the File tab. Save the file by clicking Save, and close it with Close.
SUMMARY
C You can open a file for sign off by right-clicking it in the Files view and by selecting the
corresponding command from the context menu.
C Any tracked changes made by the reviewer can be viewed in Studio.
C For each change you can see the change date/time and user in a tooltip.
C You can accept or reject changes by right-clicking the changed expression and selecting the
corresponding command from the context menu.
C You sign off a segment by pressing Ctrl+Enter if the document has been opened for sign-off.

Project Sign-Off
11
C When you close the document, you are prompted to sign off all remaining segments in one go. The
document will also be saved in the background.
C Any comments added by the reviewer in Word are also shown in Studio. Segments that contain
comments are highlighted with a different background color. You can view the comment text in a
tooltip if you move the mouse pointer over the highlighted parts.
C You can run an automatic segment verification on the project to identify problems such as end
punctuation differences between source and target segments.
C The verification generates an error report. From this report you can go to the corresponding file and
correct any errors. Through the display filter you can choose to show only segments in which
potential problems have been found.

FINALIZING THE PROJECT

C Run the Finalize task sequence to update your TMs and
generate the target documents in their original format
C Retrieve the target documents
C Mark your project as complete
Chapter
12
Finalizing the Project
12
FINALIZING THE PROJECT

Now that you have signed off on the project files there are two things left to do:
C Update the (main) TM to make sure they includes the latest content from the signed off documents.
C Generate the native file format (i.e. DOC and PPT) from the SDL XLIFF documents.
Updating the TM and Generating the Target files

To achieve both goals, take the following steps:
1. Make sure that you are now in the Projects view.
NOTE
D
The bar chart in the Confirmation Statistics window shows that all segments are now signed off.
2. Right-click your project and select Batch Tasks -> Finalize from the context menu.

12
3. This opens the Batch Processing wizard. Note that the Finalize task sequence performs
exactly the two required tasks, i.e. it updates the TMs and generates the target documents in
their respective native document formats (here DOC and PPT). Click Next to continue.
4. On the next page click Finish.

12
5. Wait until both tasks are completed, then click Close.
Exporting the Target Files

Now that the target files have been generated in their native document formats, you will want to retrieve
them, so that you can send them to your customer. The best way to do that is to export the files to a location
of your choice. To do this take the following steps:
1. Right-click the project name and select Batch Tasks -> Export files from the context menu.
2. In the Batch Processing window click Next, which will lead you to the Files page, on which
the files to export are listed. Click Next again.
3. On the Settings page select All Language Pairs -> Batch Processing -> Export Files.

12
4. On the right-hand side of the page click Browse and select a folder to which to copy the
target files, e.g. your desktop.
5. Click Finish, then wait for the task to complete, and then click Close.
6. Open Windows Explorer and browse to the folder to which you exported the target files. Note
that the Export task creates sub-folders for each target language. For example, if your target
language is German, you will find the target files in the subfolder de-DE.
Marking the Project as Complete

After finalizing a project it is recommended that you mark it as complete:
1. Right-click the project name in the Projects view, and select Mark as Complete from the context
menu.

12
2. When prompted confirm with Yes.
3. Note that the Status column now shows Completed for the sample project (i.e. no longer In
Progress).
SUMMARY
C After finishing translating all files in a project you can apply the Finalize task sequence to the
project to generate the target files in their respective native formats.
C The Finalize task sequence also makes sure that your TM reflects the signed off target content.
C Using the Export files task you can copy the target files from the project folder structure to a location
of your choice.
C After you have completed the project you should mark it as complete, so that it is flagged as
Completed in the Projects view.

CONTINUATIVE COURSES
This chapter provides an overview of further training courses

that help you gain more knowledge and become even more
productive.
Chapter
13
Continuative Courses
13
RECOMMENDED FURTHER TRAINING

If you want to get even more out of your solution, then we recommend the following training courses:
SDL Trados Studio for Project Managers Part 2

SDL Trados Studio for Project Managers Part 2 - Streamlining Projects and Pre-production is intended for
project managers who have completed the SDL Trados Studio for Project Managers Part 1 training course.
This course focuses on the following topics:

C Streamlining project creation through templates
C Changing project settings
C Handling update projects and mid-project updates effectively with SDL PerfectMatch
C What is SDL GroupShare?
C Creating your own AutoSuggest dictionaries
C Creating termbases from MS Excel files
C Alignment: how to leverage existing source/target documents to fill your translation memories with
legacy content
C Using legacy resources when setting up new projects
SDL MultiTerm
In the SDL Trados Studio training courses you have learned how to use existing termbases during the
localization process.
To fully leverage the potential of your terminology solution, we recommend that you take the dedicated
SDL MultiTerm course. This course focuses on the following topics:
C Introduction to basic terminology concepts
C Overview of the SDL MuliTerm application
C How to search a terminology database (termbase) effectively
C How to define filters to fine-tune your search
C Converting existing glossaries in MS Excel format for use in SDL MultiTerm
C Creating your own custom termbase from scratch
C Adding entries to your termbase
C Adding and editing entries more effectively through input models
C Leveraging legacy documents to fill your termbase quickly using terminology extraction
C Accessing termbases from SDL Trados Studio
C Exporting termbase content to tables and printable dictionaries
C Overview of SDL MultiTerm Online

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en e p i e c ome incl ding of he o ld op b and and he majo i of he la ge companie in o a ge ec tors.
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SDL Trados Studio

for Project Managers Part One:

Chapter 2: The SDL Trados Studio Environment

Chapter 3: Setting Up Your Environment

Chapter 4: Translating Files

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 1

Inserting Single Tags ... 4-16

Chapter 5: Creating Projects

Chapter 6: Project Statistics and Reports

Chapter 7: Creating a Translation Project Package

2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

Chapter 8: Importing the Translated Return Package

Chapter 9: Sending Files to a Reviewer

Chapter 10: Importing the Reviewed Content

Chapter 11: Project Sign-Off

Chapter 12: Finalizing the Project

Chapter 13: Continuative Courses

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 3

Copyright 2020 SDL plc.

4 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

ABOUT THIS TRAINING WORKBOOK

WHAT ARE CAT TECHNOLOGIES?

This technology offers two main advantages:

1-2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

SDL Trados Studio

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 1-3

This chapter provides a quick overview of the SDL Trados

INITIAL STARTUP OF THE APPLICATION

2-2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 2-3

2-4 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 2-5

2-6 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 2-7

2-8 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

The SDL Trados Studio User Interface

The Welcome Screen

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 2-9

The Navigation Pane

The Application Ribbon

2-10 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

For example, click the File tab:

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 2-11

Optimizing your Screen Space

2-12 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

In this chapter you will learn how to:

ADDING SAMPLE USERS

2. In the Users window click the Add button.

3-2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

5. After adding both users click OK to close the Users window.

ADDING A SAMPLE CUSTOMER

2. In the Customers window click Add.

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 3-3

4. Click OK and then Close to close the Customers window.

3-4 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

This chapter provides an example of how to translate a simple

WHAT ARE PROJECT PACKAGES?

OPENING A PROJECT PACKAGE

1. Switch to the Files tab of the application ribbon.

2. Then select Open -> Open Package.

4-2 SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1

4. This will open the Open Package window:

SDL TRADOS STUDIO FOR PROJECT MANAGERS PART 1 4-3