memoQ 42 Help

2010 Kilgray Translation Technologies

memoQ 4.0 Help

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memoQ 4.0 Help


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Kilgray Translation Technologies

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Table of ContentsForeword 0

Part I memoQ Help 10

Part II How to... 10................................................................................................................................... 101 Do a translation

.......................................................................................................................................................... 11Create a project through the project w izard ......................................................................................................................................................... 11New memoQ project w izard 1 - Project information......................................................................................................................................................... 12New memoQ project w izard 2 - Translation documents......................................................................................................................................................... 14New memoQ project w izard 3 - Translation memories......................................................................................................................................................... 15New memoQ project w izard 4 - Term bases.......................................................................................................................................................... 17Use the translation editor ......................................................................................................................................................... 17Work in the translation editor......................................................................................................................................................... 20Navigate the translation editor.......................................................................................................................................................... 25Work w ith formatting .......................................................................................................................................................... 26Deliver your work

................................................................................................................................... 272 Exchange data with other tools and with other memoQ users.......................................................................................................................................................... 27Exchange data w ith other CAT tools ......................................................................................................................................................... 29Exchange data w ith SDL Trados......................................................................................................................................................... 30Exchange data w ith STAR Transit.......................................................................................................................................................... 34Exchange data between memoQ users

................................................................................................................................... 343 Use resources.......................................................................................................................................................... 35Add existing resources to a project .......................................................................................................................................................... 35Import and export resources for offline work .......................................................................................................................................................... 35Share your resources w ith others .......................................................................................................................................................... 36Define your default resources .......................................................................................................................................................... 36Review and approve entries in a moderated term base .......................................................................................................................................................... 38Specify how texts should be segmented for translation .......................................................................................................................................................... 38Specify what kind of translation memory results should be displayed .......................................................................................................................................................... 39Specify what memoQ should translate automatically .......................................................................................................................................................... 39Specify what memoQ should not translate .......................................................................................................................................................... 39Specify what memoQ should ignore during spell-checking .......................................................................................................................................................... 39Specify a list of word pairs memoQ should correct automatically during translation .......................................................................................................................................................... 40Specify folders memoQ should export translations to .......................................................................................................................................................... 40Specify your own keyboard shortcuts .......................................................................................................................................................... 40Spot and mark machine-detectable mistakes

................................................................................................................................... 404 Work in a project set up by a project manager.......................................................................................................................................................... 41Work in an online project .......................................................................................................................................................... 42Work through an offline workflow

................................................................................................................................... 435 Align documents to create a translation memory

................................................................................................................................... 446 Create, import and export a collection of filtered segments

................................................................................................................................... 457 Check how a word or a phrase was translated in previous

contexts................................................................................................................................... 458 Deal with error and warning marks................................................................................................................................... 459 Disable the automatic lookup of translation results................................................................................................................................... 4510 Ensure the consistency of identical segments on the fly................................................................................................................................... 4611 Filter the list of translation results................................................................................................................................... 4612 Get the best hits inserted automatically into the translation................................................................................................................................... 4613 Leverage hits from your translation memories and term bases

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................................................................................................................................... 4714 Set the output folder and file name for exporting documents

................................................................................................................................... 4915 Specify the import of various file formats

................................................................................................................................... 4916 Translate and check numbers

................................................................................................................................... 5017 Work with many segments at the same time

Part III Concepts and Explanations 51................................................................................................................................... 511 Productivity features

.......................................................................................................................................................... 51Quality assurance ......................................................................................................................................................... 51Warnings vs. errors......................................................................................................................................................... 52Options in quality assurance......................................................................................................................................................... 52Run QA......................................................................................................................................................... 52Resolve errors and w arnings.......................................................................................................................................................... 53Real-time preview .......................................................................................................................................................... 53The results list .......................................................................................................................................................... 54Fragment assembly .......................................................................................................................................................... 56Statistics .......................................................................................................................................................... 57Pre-translation .......................................................................................................................................................... 57Spell checking .......................................................................................................................................................... 57On-the-fly filtering and sorting .......................................................................................................................................................... 58Auto-propagation .......................................................................................................................................................... 58Automatic lookup and insertion .......................................................................................................................................................... 58AutoCorrect .......................................................................................................................................................... 59Find and replace .......................................................................................................................................................... 59Bulk document actions ......................................................................................................................................................... 59Copy source to target w here empty......................................................................................................................................................... 59Confirm and update row s......................................................................................................................................................... 60Clear translations

................................................................................................................................... 602 Resources.......................................................................................................................................................... 61The Resource Console .......................................................................................................................................................... 63Working with resources (create, delete, import, export, edit) .......................................................................................................................................................... 64Using resources in projects .......................................................................................................................................................... 65Built-in and default resources .......................................................................................................................................................... 66Remote resources

................................................................................................................................... 673 Translation memories.......................................................................................................................................................... 67Using translation memories in projects .......................................................................................................................................................... 68TM properties ......................................................................................................................................................... 68ContexTM......................................................................................................................................................... 69Multiple translations.......................................................................................................................................................... 69TM settings .......................................................................................................................................................... 70Concordance .......................................................................................................................................................... 70Longest substring concordance (LSC) .......................................................................................................................................................... 71The translation memory editor .......................................................................................................................................................... 71Local, remote, and offline translation memories .......................................................................................................................................................... 71Exchanging translation memories ......................................................................................................................................................... 72Exporting translation memories......................................................................................................................................................... 72Import options for translation memories

................................................................................................................................... 724 Term bases.......................................................................................................................................................... 73Local, remote, and offline term bases .......................................................................................................................................................... 73Structure of entries in a term base .......................................................................................................................................................... 76Using term bases in projects .......................................................................................................................................................... 77Languages in a term base .......................................................................................................................................................... 78Looking up and adding terms .......................................................................................................................................................... 79Moderated term bases .......................................................................................................................................................... 79The term base editor .......................................................................................................................................................... 80Exchanging term bases

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......................................................................................................................................................... 81Export options for term bases

......................................................................................................................................................... 82Import options for term bases

......................................................................................................................................................... 84Exporting term bases in the MultiTerm XML format.......................................................................................................................................................... 85External terminology providers

................................................................................................................................... 855 Meta-information.......................................................................................................................................................... 86Relation to project settings

................................................................................................................................... 876 Light resources.......................................................................................................................................................... 88Segmentation rules .......................................................................................................................................................... 88Filter configurations .......................................................................................................................................................... 89TM settings .......................................................................................................................................................... 89Auto-translation rules .......................................................................................................................................................... 90Non-translatable lists .......................................................................................................................................................... 90Ignore lists .......................................................................................................................................................... 90AutoCorrect .......................................................................................................................................................... 90Export path rules .......................................................................................................................................................... 91QA settings .......................................................................................................................................................... 91Keyboard shortcuts

................................................................................................................................... 927 Exchange formats - other tools.......................................................................................................................................................... 92Bilingual file formats .......................................................................................................................................................... 93Bilingual DOC/RTF .......................................................................................................................................................... 94Multi-column RTF tables .......................................................................................................................................................... 96XLIFF .......................................................................................................................................................... 97TTX .......................................................................................................................................................... 97Translation memories (TMX) .......................................................................................................................................................... 98Term bases (CSV) .......................................................................................................................................................... 99Term bases (MultiTerm XML)

.......................................................................................................................................................... 100Segmentation rules (SRX)

.......................................................................................................................................................... 100STAR Transit projects ................................................................................................................................... 1018 Exchange formats - memoQ users

.......................................................................................................................................................... 101Resource formats in memoQ

.......................................................................................................................................................... 102MBD

.......................................................................................................................................................... 103XLIFF ................................................................................................................................... 1049 Monolingual file formats

.......................................................................................................................................................... 105DOC, DOCX, RTF

.......................................................................................................................................................... 106PPT, PPTX

.......................................................................................................................................................... 106XLS

.......................................................................................................................................................... 106HTML

.......................................................................................................................................................... 107XML

.......................................................................................................................................................... 107TXT

.......................................................................................................................................................... 107PDF

.......................................................................................................................................................... 107INX

.......................................................................................................................................................... 107MIF

.......................................................................................................................................................... 108Java .properties ................................................................................................................................... 10810 Formatting tags

.......................................................................................................................................................... 108Uninterpreted formatting tags

.......................................................................................................................................................... 109Inline tags ................................................................................................................................... 11011 Alignment................................................................................................................................... 11012 Views

.......................................................................................................................................................... 111Working with views

.......................................................................................................................................................... 112Typical scenarios involving views ................................................................................................................................... 11313 Regular expressions................................................................................................................................... 12114 What happened to...

.......................................................................................................................................................... 121Export and import of complete projects

.......................................................................................................................................................... 121Assemble from fragments

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Part IV Reference guide 122................................................................................................................................... 1221 Activation (dialog)................................................................................................................................... 1242 Add alignment pair (dialog)................................................................................................................................... 1253 Add folder structure (dialog)................................................................................................................................... 1274 Add new target language (dialog)................................................................................................................................... 1295 Add non-translatable (dialog)................................................................................................................................... 1296 Alignment................................................................................................................................... 1317 Alignment grid................................................................................................................................... 1358 AutoCorrect settings................................................................................................................................... 1369 Auto-propagation settings (dialog)................................................................................................................................... 13710 Automatic lookup and insertion (dialog)................................................................................................................................... 13911 Bilingual import (dialog; two-column RTF documents)................................................................................................................................... 14212 Bilingual import/update report (dialog)................................................................................................................................... 14513 Change export path (dialog)................................................................................................................................... 14614 Check out online project................................................................................................................................... 14815 Choose a handoff package to be updated................................................................................................................................... 14916 Clear translations (dialog)................................................................................................................................... 15017 Clone light resource (dialog)................................................................................................................................... 15118 Communication tab................................................................................................................................... 15319 Concordance (dialog)................................................................................................................................... 15720 Confirm and update rows (dialog)................................................................................................................................... 15821 Context menus................................................................................................................................... 16422 Copy source to target (dialog)................................................................................................................................... 16523 Create term base entry (dialog)................................................................................................................................... 17224 Customize appearance................................................................................................................................... 17525 Create a light resource................................................................................................................................... 17626 Create new term base................................................................................................................................... 17827 Create new translation memory (dialog)................................................................................................................................... 18128 Create view (filtering and sorting)................................................................................................................................... 18529 Dashboard................................................................................................................................... 18730 Document import settings

.......................................................................................................................................................... 188.NET resource files (RESX)

.......................................................................................................................................................... 189Bilingual DOC/RTF files

.......................................................................................................................................................... 191Adobe InDesign documents (INX)

.......................................................................................................................................................... 193Adobe FrameMaker documents (MIF)

.......................................................................................................................................................... 194HTML documents (Hypertext Markup Language)

.......................................................................................................................................................... 198Microsoft Excel documents (XLS and XLT) ......................................................................................................................................................... 201Advanced commenting options (dialog)......................................................................................................................................................... 204Context options (dialog)......................................................................................................................................................... 207Mark selected ranges (dialog)......................................................................................................................................................... 208Comment rules and context rules.......................................................................................................................................................... 209Java properties files (.properties) .......................................................................................................................................................... 212Microsoft Office Word 2007 documents (DOCX) .......................................................................................................................................................... 214Microsoft Powerpoint presentations (PPT and PPS) .......................................................................................................................................................... 216Microsoft Powerpoint 2007 presentations (PPTX) .......................................................................................................................................................... 218Microsoft Word documents (DOC and RTF)

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.......................................................................................................................................................... 219PDF files (Portable Document Format)

.......................................................................................................................................................... 221Plain text files (TXT)

.......................................................................................................................................................... 222SDL Trados TagEditor files (TTX)

.......................................................................................................................................................... 224XLIFF files (XML Localization Interchange File Format)

.......................................................................................................................................................... 226XML files (eXtensible Markup Language) ................................................................................................................................... 23631 Edit auto-translation rules................................................................................................................................... 24232 Edit export path rules................................................................................................................................... 24333 Edit filter configurations................................................................................................................................... 24434 Edit ignore lists................................................................................................................................... 24535 Edit keyboard shortcuts................................................................................................................................... 24736 Edit non-translatable list (dialog)................................................................................................................................... 24837 Edit QA settings................................................................................................................................... 25638 Edit segmentation rules................................................................................................................................... 25839 Edit term base................................................................................................................................... 26440 Edit term base entry................................................................................................................................... 27041 Edit translation memory - filtering and sorting................................................................................................................................... 27342 Edit translation memory................................................................................................................................... 27543 Edit TM settings

.......................................................................................................................................................... 277New user penalty

.......................................................................................................................................................... 278New TM penalty ................................................................................................................................... 27844 EuroTermBank options................................................................................................................................... 27945 Export bilingual................................................................................................................................... 28446 Export Transit project................................................................................................................................... 28547 Files already exist (dialog)................................................................................................................................... 28648 Filtering and sorting (translation document)................................................................................................................................... 28949 Filtering and sorting (dialog; term base editor)................................................................................................................................... 29250 Find and replace................................................................................................................................... 29551 Find and replace list................................................................................................................................... 29552 Find and replace in a term base................................................................................................................................... 29753 Go to next segment................................................................................................................................... 29954 Hit list filter settings................................................................................................................................... 30055 Horizontal editing................................................................................................................................... 30256 Import a new handoff package................................................................................................................................... 30357 Import new light resource................................................................................................................................... 30458 Import Transit project................................................................................................................................... 30859 Insert symbol................................................................................................................................... 30960 Keyboard shortcuts................................................................................................................................... 31261 Light resource properties................................................................................................................................... 31362 Log in to server................................................................................................................................... 31463 Look up term................................................................................................................................... 31864 Manage logins................................................................................................................................... 31965 Manage projects................................................................................................................................... 32166 Menu commands

.......................................................................................................................................................... 322Project menu

.......................................................................................................................................................... 323Operations menu

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.......................................................................................................................................................... 324Edit menu

.......................................................................................................................................................... 325Format menu

.......................................................................................................................................................... 325Translation menu

.......................................................................................................................................................... 327Alignment menu

.......................................................................................................................................................... 327Translation memory menu

.......................................................................................................................................................... 327Term base menu

.......................................................................................................................................................... 328View menu

.......................................................................................................................................................... 329Tools menu

.......................................................................................................................................................... 329Help menu ................................................................................................................................... 32967 View or edit TM entry (dialog)................................................................................................................................... 33168 Multiple file import settings (dialog)................................................................................................................................... 33269 New forum (dialog)................................................................................................................................... 33370 New memoQ project wizard................................................................................................................................... 33971 Options................................................................................................................................... 34072 Options - Appearance................................................................................................................................... 34273 Options - Automatic update settings................................................................................................................................... 34474 Options - Default resources................................................................................................................................... 34575 Options - Keyboard shortcuts................................................................................................................................... 34776 Options - Locations................................................................................................................................... 34877 Options - Spell settings................................................................................................................................... 35078 Options - Subsegment leverage................................................................................................................................... 35179 Options - Terminology plugins................................................................................................................................... 35380 Permissions (dialog)................................................................................................................................... 35681 Pre-translate (dialog)................................................................................................................................... 35882 Problems when delivering a handoff package................................................................................................................................... 35983 Project home................................................................................................................................... 35984 Project home - Alignment pane................................................................................................................................... 36185 Project home - Overview pane (translator pro)................................................................................................................................... 36286 Project home - Settings pane................................................................................................................................... 36587 Project home - Term bases pane................................................................................................................................... 36888 Project home - Translations pane................................................................................................................................... 36989 Project home - Translations pane - Documents tab................................................................................................................................... 37290 Project home - Translations pane - Views tab................................................................................................................................... 37591 Project home - Translation memories pane................................................................................................................................... 37892 Relative export path (dialog)................................................................................................................................... 37993 Resolve errors and warnings tab................................................................................................................................... 38294 Resource console................................................................................................................................... 38795 Run QA................................................................................................................................... 38896 Spell checking (dialog)................................................................................................................................... 39297 Statistics................................................................................................................................... 39698 Status bar................................................................................................................................... 39799 Term base CSV import settings................................................................................................................................... 400100 Term base export settings................................................................................................................................... 402101 Term base properties................................................................................................................................... 403102 Term base repair wizard

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................................................................................................................................... 406103 Term base TMX import settings

................................................................................................................................... 409104 Toolbar icons

................................................................................................................................... 412105 Translation editor

................................................................................................................................... 414106 Translation grid

................................................................................................................................... 417107 Translation memory CSV import settings dialog

................................................................................................................................... 419108 Translation memory properties

................................................................................................................................... 420109 Translation memory repair wizard

................................................................................................................................... 423110 Translation memory TMX import settings dialog

................................................................................................................................... 425111 Translation preview

................................................................................................................................... 426112 Translation results pane

................................................................................................................................... 429113 Update a handoff package

................................................................................................................................... 430114 About memoQ.......................................................................................................................................................... 432memoQ editions

Index 434

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1 memoQ Help

Welcome to the memoQ Help, your complete resource of information needed to efficiently and reliablywork with your translation environment.

Use the Table of contents to look for topics on:

How to do common tasks in memoQ

memoQ's concepts and their explanations

Detailed information about using memoQ's menus and dialogs

Help documentation for memoQ 4.2.

Version 4.2.11

2004-2010 Kilgray Translation Technologies. All rights reserved.

2 How to...

This section provides guidelines on how to use memoQ, how to get around in it, how to utilize itspowerful tools.

For more detailed descriptions of how the various elements function, see Concepts and explanations.

For more information on what is what in the windows, tabs and dialogs of memoQ, see the Referenceguide.

2.1 Do a translation

Translating a document in memoQ is a straightforward task supported by several resources. First youneed to create a project. The New memoQ project wizard enables you to do it in a fast and simple way,but you can also add resources and refine your on the fly, using various elements in Project home. Thedocuments you are working on are displayed in the translation editor, where they are divided intosegments. As soon as you place the cursor into a new segment, memoQ scans the active resourcesautomatically for similar segments. The results of this search are listed in the translation results pane

How to... 11


next to the translation documents, so everything you might need for your job is available at the sameplace.

If you are not working alone but on a team, it is the project manager who creates the project and you canjoin it in two ways. You can either work online, or by importing a handoff package, which contains onlythose documents and resources that are relevant to you. In the latter case you work on an offline copy ofthe online project.

This section covers the following topics:

Create a project through the project wizard

Use the translation editor

Work with formatting

Deliver your work

Work in a project set up by a project manager

2.1.1 Create a project through the project wizard

When you are working alone as a translator or proofreader, you need to create your own memoQ project.A project should include at least one translation document, and it may include translation memories,term bases and some additional resources.

The easiest way to create a project is using the New memoQ project wizard. The wizard is a sequenceof four dialogs: Project information, Translation documents, Translation memories, and Term bases.

You can invoke the Project information dialog in the following ways:

by choosing Create a new project from the Dashboard;

by clicking the icon in the toolbar;

by choosing New Project from the Project menu.

If you are using the 4Free edition of memoQ, the wizard displays only the first and the second dialog. Inthe second dialog, you will not be able to add more than one translation document. After adding atranslation document, the wizard will automatically create an empty translation memory. For moreinformation, see the memoQ editions.


New memoQ project wizard 1 - Project information

New memoQ project wizard 2 - Translation documents

New memoQ project wizard 3 - Translation memories

New memoQ project wizard 4 - Term bases

2.1.1.1 New memoQ project wizard 1 - Project information

The first dialog in the New memoQ project wizard allows you to specify the properties, or meta-

information, of the project you are creating.

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The fields listed in this dialog are described in detail in the topic 'Meta-information'. Some points that

might be of interest here:

Projects must have unique names on the local computer

It is not possible to change the name, the source language and the target language after you havecreated the project.

Project directory indicates the full name of the folder where the project will be stored. It can bemodified by clicking the button.

Created by indicates the creator of the project. The ID you are using in your operation system is pre-filled here as the default value, but you can freely change the name at this point or later in the settingspane of the Project home.

Created at indicates the creation date of the project. Being the system date set in the operating system,it cannot be modified by the user.

The meta-information entered here is saved as your current project settings. This data will be pre-filledas default, editable values for the same fields when you create a new translation memory or term basewithin the project.

After entering at least the Project name, the Source language and the Target language, you can eitherclick Next to go on to the following dialog or Finish to start the project empty.

2.1.1.2 New memoQ project wizard 2 - Translation documents

The second dialog in the New memoQ project wizard allows you to select documents that will beimported to the project in order to be translated in memoQ. You can invoke it from the Projectinformation dialog of the wizard by clicking Next.

How to... 13


To manage the translation documents in this dialog, you can use the commands listed under the listview, or the context menu invoked by right clicking the list view or its selected elements.

Add document: Click this command to browse for the documents you want to import and segment.memoQ supports various translation document file formats.

Add document as...: Click this command to browse for the documents you want to import andsegment and have the Document import settings dialog displayed to customize the import.

Documents are imported and segmented immediately and listed in the field, along with the followinginformation:

the name of the document;

the import path, or the folder where the source document is located on your computer;

the export path, or the folder where the translation will be located.

memoQ lets you import multiple translation documents of multiple file types at once. However, for eachfile with unknown extension memoQ will prompt you to select and configure one of the existing filters.

Remove: Click this command to remove the selected unwanted documents from the project you arecompiling.

Import/update bilingual: Click this command to browse for bilingual files created in memoQ or inother applications.

Please note that in the 4free edition of memoQ, you cannot add more than one document to the project.For more information, see memoQ editions.

After adding all documents you need, click Next to move to the next dialog of the wizard, or Finish tocreate the project as it is and go directly to the Translations pane of Project home, with the newly createdproject open.

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2.1.1.3 New memoQ project wizard 3 - Translation memories

The third dialog in the New memoQ project wizard allows you to create, register or import translationmemories you want to use in the current project. It also provides access to memoQ's management andmaintenance tools for translation memories. You can invoke this dialog from the Translation documentsdialog by clicking Next.

To manage the translation memories in this dialog you can use the commands listed under the list, or inthe context menu invoked by right clicking the list or its selected items. The list consists of the followingelements:

check boxes where you can select the translation memories you want to use in the project. This isuseful as some local and remote translation memories in the language pair of the project are listedautomatically, but they are not necessarily required. You can select or deselect the check boxes eithermanually or by clicking the commands Use in project/Remove from project under the list.

a symbol (either a green tick, a red x, or an orange lightning) showing the availability of thetranslation memory in question.

a column where the word Primary appears for the translation memory you have set as primary.Primary memory is the one where memoQ stores your newly confirmed segments, using all othertranslation memories only for retrieving existing information. You can make a translation memoryprimary by clicking Set as primary under the list.

a symbol showing whether the translation memory in question is a local resource, i.e. it is located onthe user's computer instead of a remote server. If it is, the symbol is a blue PC, while if you havechosen the offline copy of a remote translation memory, the symbol is a purple PC. If there is a remotetranslation memory in the language pair of your project that you have pinned to your computer, it willautomatically be listed and marked with a cloud symbol.

the Path, or the folder where the translation memory in question is located on your computer. Only the

How to... 15


beginning of the path is visible in the list - you can see the full path if you place the cursor over itsvisible part.

the Source, or the source language of the translation memory in question. You can select any languageregardless of the source language you selected in the first dialog of the wizard.

the Target, or the target language of the translation memory in question. You can select any languageregardless of the target language you selected in the first dialog of the wizard.

Below the list, there are commands to manage or maintain translation memories. Create/use new willprompt you with a new dialog and allow you to add a new translation memory. See the Reference guidefor details about them.

The following commands are not there to help you add new translation memories but to let you managethose already added to the project:

Synchronize offline: Click this command to create a synchronized copy of a remote translationmemory on your local computer. During synchronization the new entries added to the remotetranslation memory are downloaded, and the new entries you entered into the local synchronizedtranslation memory are uploaded to the server. Thus the remote translation memory will be identicalto your local synchronized translation memory.

Properties: Click this command to view and modify meta-information about the selected translationmemory and to define the way it takes context into account when yielding translation results.

Settings: Click this command to inspect and modify default translation memory parameters such asmatch s and penalties that define what translation memory results are selected.

After adding all translation memories you wish to use and defining their required settings, click Next tomove to the next dialog of the wizard, or Finish to create the project as it is, and go directly to theTranslations pane of Project home, with the newly created project open.

2.1.1.4 New memoQ project wizard 4 - Term bases

The last dialog in the New memoQ project wizard allows you to create or register term bases and/orassign term bases to the current project. It also provides access to memoQ's management andmaintenance tools for term bases. You can advance to this dialog from the Translation memories dialogby clicking Next.

memoQ 4.0 Help16


To manage the term bases in this dialog, you can use the commands listed under the list view, or in thecontext menu invoked by right clicking the list view or its selected elements. The list view consists of thefollowing elements:

check boxes where you can select the term bases you want to use in the project. This is useful as somelocal and remote term bases in the language pair of the project are listed automatically, but they arenot necessarily required. You can select or deselect the check boxes either manually or by clicking thecommands Use in project/Remove from project under the list.

a symbol (either a green tick or a red x) showing the availability of the translation memory in question.

a column where the word Primary appears for the term base you have set as primary. Primary termbase is the one where memoQ stores your newly entered terms, using all other term bases only forretrieving existing information. You can make a term base primary by clicking Set as primary underthe list.

a symbol showing whether the term base in question is a local resource, i.e. it is located on the user'scomputer instead of a remote server. If it is, the symbol is a blue PC, while if you have chosen theoffline copy of a remote term base, the symbol is a purple PC. If there is a remote term base in thelanguage pairs of your project that you have pinned to your computer, it will automatically be listedand marked with a cloud symbol.

the Path, or the folder where the translation memory in question is located on your computer. Only thebeginning of the path is visible in the list - you can see the full path if you place the cursor over itsvisible part.

the Languages of the term base in question (e.g., English, Latin).

Below the list, there are commands to manage or maintain term bases. Most of them will prompt youwith new dialogs and allow you to add new term bases in several different ways. See the Referenceguide for details about them.

How to... 17


The following commands are not there to help you add new term bases but to let you manage thosealready added to the project:

Synchronize offline: Click this command to create a synchronized copy of a remote term base on yourlocal computer. During synchronization the new entries added to the remote term base aredownloaded, and the new entries you entered into the local synchronized term base are uploaded tothe server. Thus the remote term base will be identical to your local synchronized term base.

Properties: Click this command to view and modify meta-information about the selected term base, tomake it read-only or moderated, etc.

After adding all term bases you wish to use and defining their required settings, click Finish to create theproject as it is and go directly to the Translations pane of Project home, with the newly created projectopen.

2.1.2 Use the translation editor

The translation editor is the editing interface of memoQ. It consists of three parts: the translation grid,where you actually do the translation; the translation results pane with all the hits you can leverage inyour work; and the preview pane, where you can see the translation in the same form as the originaldocument was sent in.


Working in the translation editor

Navigating the translation editor

2.1.2.1 Work in the translation editor

If you double-click the name of a document in the Project home, the translation grid opens.

memoQ 4.0 Help18


Re-use your existing translations

When you created your project, you added all resources relevant to your work. But what can you do ifyou do not have any relevant translation memory at hand? If you have already translated documents onrelated subjects, make use of them to create new translation memories. This process is called alignment.You can align a document and its translation by clicking Add alignment pair... in the Project menu.After adding files you want to utilize, click OK and memoQ matches the source-target segment pairsimmediately. You can, and should, check this alignment for possible errors, but it is still a great helpwhen you are in need of a translation memory. To learn more about the process, see Alignment.

Let memoQ translate as many segments as it can before you start working

If the active translation memories are likely to contain many segments from the source text, insert themall at once by instructing memoQ to pre-translate the document. Choose Pre-translate from theOperations menu and all segments that are found in the translation memory will be enteredautomatically. To learn more about the process, see Pre-translation.

Translate the document

To start translating, click the right side of the grid next to the first row. Type in your translation. Whenyou are finished, press Ctrl+Enter. memoQ then writes the translated segment into the primarytranslation memory, and proceeds to the next segment. You do not need to save the document duringtranslation because memoQ automatically saves every single change to the hard disk right after youmake them. When you confirm a segment, color of the status box becomes green and a green tick appearsnext to it.

Leverage the translation results

memoQ automatically searches the translation memories and term bases every time you start translatinga new segment, and the findings of these searches are listed in the translation results pane on the right.Inserting the most suitable hit from this list might be easier than translating the segment from scratch.For details about dealing with the Translation results pane, see How to leverage translation results.and Navigate the translation editor.

Insert translation results automatically

If you do not want to spend time with inserting translation results manually, enable memoQ to insert thebest hit automatically. It will find the best hit by checking the match rates of all hits for a segment, butyou should first define a minimum match rate under which a hit is not acceptable for automaticinsertion. The best hit for a segment is inserted when you confirm a preceding segment and jump intothe next one with the cursor. The segment you jump into should be empty, pre-translated or assembledfrom fragments. If the segment is not empty, the hit to be inserted should be of higher match rate than theone already being in the segment. Of course, you should always check the inserted translations andrevise them if necessary. To learn more about the process, see Automatic lookup and insertion.

Ensure the consistency of identical segments

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A tool called auto-propagation if enabled continuously monitors whether the segment you aretranslating is a repetition, and if it is, automatically propagates your confirmed translation into all otheridentical segments. You can enable this function by clicking Auto-propagation in the Translation menu.To learn more about this tool, see Auto-propagation.

Look up a word or expression in the active translation memories

Sometimes you may be unsure how to translate a word or expression in the current segment, but you donot receive any suggestions for it on the hit list. This is because the sentence as a whole was not found inthe translation memories, and the words in it were not found in the term bases. What can you do in thissituation? Instead of dealing with the whole segment, look up the problem word or expression itself inthe translation memories. To do this, use memoQs built-in concordance facility: select the problem wordor expression in the source cell, and press Ctrl+K. If the translation memories have segments containingthe word or expression, memoQ will list them in a separate window, along with their translation. Tolearn more about this tool, see Concordance.

Look up a term in the active term bases

Terms may have several different forms and some of them are not listed in the translation results pane.For example, the term base may contain the term go, but not the term went. Let us say that your textcontains the latter. As you probably know that went is an alternate form of go, you can search for thebasic form directly in the term bases and find out the meaning of the alternate form this way. To do adirect search, use memoQs built-in term base lookup facility: select a part of the problem word orexpression in the source cell, and then press Ctrl+P. If the term bases have terms containing that part ofexpression, memoQ will list them in a separate window, along with their translation. To learn moreabout the process, see Look up a term.

Build up or expand your term base on the fly

Term bases act as do-it-yourself dictionaries - while working in the translation grid, you can add anynumber of terms to the primary term base. If you find a repeated expression in the source text that youwish to add to the term base, select it and press Ctrl+E or click this icon. In the Create term base entrydialog that appears, enter the translation of the word or expression to the right, and click OK. memoQwill immediately add the term pair to the term base. Further occurrences of the term will automaticallybe highlighted. If the target cell already contains the translation of the term you want to add, you canselect both the source and the target expressions, and then press Ctrl+E. memoQ will automatically fillout both fields in the Create term base entry dialog. For details about the process, see Add a term.

Format your translation

In addition to regular text, the translation grid may contain also formatting tags. Since improperhandling of tags can cause many problems, make sure you are familiar with their concept before youstart translating the document. To learn more about formatting, see Work with formatting.

Deliver your translation

Once you have finished your translation, it is time to export it so that you can submit your work to yourclient or to your project manager. The way you can do it is defined by the nature of the project - whether

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you were working online, or by using the offline copy of an online document, or you received an offlinedocument by email and plan to submit your translation the same way. For details on exportingdocuments in these types of projects, see the topic Deliver your translation.

2.1.2.2 Navigate the translation editor

When you double-click on the name of a translation document on the Project home, the Translationeditor appears. Only one project can be open at a time but within that project you can edit multipledocuments simultaneously. There is a separate translation grid for each of them, opening in a separatetab above the editor. Next to the documents tab, the Project home is also available in its own tab.

More about the translation grid

The content of your document is laid out in a two-column table, the translation grid. The left columncontains the segments of the source document, while the right one contains empty places where you canenter your translations. Each segment on the left side contains a larger meaningful unit like a sentence, asubheading, the content of a table cell, etc. If you find that the current segment does not form ameaningful unit in itself but makes sense together with the next one, click to join two segments; andclick if you think that a segment should rather be split into two.

There is also a status column in the translation grid, providing the following information about eachsegment:

Match rate: A percentage that shows how exact hit is a segment inserted during pre-translation. Thepurpose of the match rate is to see the productivity arising from using translation memory andtherefore the number does not change after editing the segment. Match rate does not change to 100%once the translation has been entered, it preserves the original percentage.

Editing status: Shows the editing status of the segment using color coding in the background:

o Light green: Not startedo Light orange: Editedo Light blue: Pre-translatedo Pink: Assembled from fragmentso Green: Confirmed. Segments confirmed by the translator are also marked by a , and unconfirmed

segments are marked by an . Segments confirmed by the proofreader are also marked by a , andunconfirmed segments are marked by an .

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o Dark gray: Locked. Locked segments are also marked by the symbol . If you have Adminpermission to the project, you can lock a segment by double-clicking the , or symbol, orpressing Ctrl+Shift+L. This way you can secure segments against unintentional overwriting. Youcan unlock a segment by double-clicking the symbol, or pressing Ctrl+Shift+L. You can set thestatus of multiple segments of selected types to locked by pressing Ctrl+Alt+L and you can unlockmultiple segments of selected types by pressing Ctrl+Alt+U.

Color coding can be changed any time in the Appearance pane of the Options dialog that you caninvoke from the Tools menu.

Warnings, marked by the symbol, and errors, marked by the symbol. If you double click thesesymbols, you get information on the nature of the warning or the error.

Repetition: If you can see the symbol, exactly the same segment is repeated somewhere else withinthe project. If you can see the symbol, exactly the same segment is repeated somewhere else withinthe project and the translation was filled out with the translation of the other segment using auto-propagation.

Comment: You can add a comment by double-clicking the symbol, or pressing Ctrl+M. If there is acomment added to the segment, the sign appears darker: . You can move the mouse over thecomment, and it will be displayed as a tooltip. Comments are also visible in the information pane.Comments are stored in the project and exported via memoQ bilingual documents. However, they arelost when you export your document in the final stage of the translation process.

You can navigate the translation grid using the Up arrow and Down arrow or Page Up and Page Down, changing between the source and the target columns quickly by pressing Tab, or using the mouse.Apart from the target segment, the source segment can also be edited after choosing Edit source in theEdit menu or in the Translation grid context menu, or by pressing F2.

The translation grid allows you to edit the contents of a translation document manually. Translationdocuments, however, often contain a multitude of segments, and may be hard to navigate. The filteringand sorting toolbar integrated into the translation grid allows you to filter or sort the segments in thetranslation document so that you can work with it easily. For more information on this feature, seeFiltering and sorting.

More about the translation results pane

On the right side of the editing interface, the Translation results pane displays all suggestions memoQhas to offer after browsing your selected resources.

Status of queries

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In the upper right corner, three different icons can show the status of the query for each segment:

the spinning ring icon shows that memoQ is working on querying the different types of translationresources.

the icon indicates that every hit from the translation memories and term bases are displayed. Ifyou want to filter the hits, click this icon or press Ctrl+Shift+D. If you want to set the filtering settings,double click this icon.

the icon indicates that only the filtered hits from the translation memories and term bases aredisplayed. This is the default setting. If you want to display every hit, click this icon or pressCtrl+Shift+D. If you want to set the filtering settings double click this icon.

List of results

The first, largest text field of the Translation results pane contains a list of translation results (hits)coming from all translation resources. In the left column of this list, you can see the source languageentry of the given translation resource, the center column shows the identifier number, and the rightcolumn contains the target language equivalent. If there are several hits listed, you can move up anddown through the list using the Ctrl+Up Arrow and Ctrl+Down Arrow.

The background color of each result indicates what resource it was found in:

Translation memory hits: red. memoQ compares the current source segment to those stored in thedifferent translation memories added to the project. The comparison is statistical, based on thesimilarity of letters and words. Therefore do not be surprised if some segments found similar bymemoQ mean in fact quite different things.

Term base hits: blue. memoQ checks whether any word or sequence of words in the source segment isincluded in the term base as a term.

Fragment search hits: purple. memoQ attempts to put together the translation of the source segmentfrom its smaller parts that are found either in the translation memories or the term bases in the project.

Longest Substring Concordance (LSC): orange. memoQ attempts to retrieve the longest possibleexpressions that can be found by concordancing and tries to offer their equivalent too.

Non-translatables: gray. Non-translatables are terms that do not have a translation.

Auto-translatables: green. Auto-translatables are patterns that memoQ looks for in the source segment.Some linguistic elements have many combinations, and cannot be listed, but can be described usingspecial rules. These elements include dates, measures, currency conversion, etc. Auto-translatablesappear in green.

Compare boxes

When you select a specific hit in the Translation results pane, details will be displayed in the three textfields located below. These compare boxes show the original source segment, the source segment of thehit similar to the source segment, and the target segment of the hit. The following color codes are used tohighlight differences between words in the source segment of the hit and in the original source segment:

Black: identical parts in the source and the hit segment.

Red: differences between the first and second compare boxes. It means that you need to carefullyexamine the differences highlighted, and adjust the translation stored in the memory to the sourcesegment.

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Green: a deletion is needed. If you see a word set in green in the TM entry box (the second comparebox), it means that the entry coming from the TM includes that word, but the source segment does not,so you should remove the equivalent of that word from the translation.

Blue: an insertion is needed. If you see a word set in blue in the source segment box (the first comparebox), it means that the entry coming from the TM does not include that word, and should be added inthe translation.

Meta-information box

Below the three panes, you will find meta-information the current translation memory entry or term. Fortranslation memory entries, you will see the following information:

Sub, or subject

Dom, or domain

Pro, or project identifier

Cli, or the client the translation memory was created for

Aligned: This label is written in bold if the entry was created by means of alignment.

Corrected: This label is written in bold if the entry was manually post-edited.

The name of the translation memory the entry comes from.

The user name of the person who created or last modified the entry. If the entry was modified, thescript labeled Corrected is marked in bold font.

The date and time the entry was created or last modified. If the entry was modified, the Corrected labelis written in bold.

Match rate of the entry.

For terms, you will see the same information except for the Aligned label and the match rate of the entry.

You can customize the appearance of the translation results pane (such as colors, font type, etc.) byright-clicking in the grid and selecting Customize appearance from the shortcut menu. You can alsoenable Append space to inserted terms if you want memoQ to add a space after every term inserted intothe translation grid from the Translation results pane.

More about the preview pane

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Below the translation grid, the Preview pane usually shows the translation document in its originalformat real-time, with changes appearing as you type in your translations. The function can be enabledby clicking Show preview in the View menu. If Show Preview is enabled, but you cannot see thePreview pane, choose Reset Current Layout in the View menu.

The real-time preview feature is available for the following formats:

HTML documents (*.html, *.htm)

Microsoft Word documents and Rich Text Files (*.doc, *.rtf)

Microsoft Excel files (*.xls, *.xlt)

Microsoft PowerPoint files (*.ppt, *.pps, *.pot, *.pptx, *.potx)

XML files (*.xml)

memoQ bilingual documents of the above mentioned files (*.mbd)

If the document name is too long, memoQ is unable to create the real-time preview of the documentduring import. If this is the case, and you want to have the real-time preview of the document, you haveto shorten its name before importing. To display the preview of Microsoft Word, Excel, or PowerPointfiles, Microsoft Office version 2002 or higher must be installed on your computer. memoQ creates thepreview files by asking one of these programs to save a HTML view of the document.

The actual segment of the translation grid is indicated with a red frame in the Preview pane. If youtranslate a segment fully or partially in the translation grid, the Preview pane will soon be refreshedwith the current target version of the segment. If the actual segment contains tags, the structural parts ofthe segment will be indicated with independent red frames. Sometimes you have to wait a bit or have tonavigate to another segment to refresh the preview.

Previewing XML

memoQ allows for previewing XML files. This preview is different from the other file types because XMLfiles seldom contain formatting information. The goal of this preview is to display the tagged XML textin a way that makes it easier to read. Translators and project managers who are sufficiently aware ofXML tagging can readily see where the current segment fits in the general structure of the XMLdocument.

Menu commands

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Operations applicable to individual segments or segment pairs from the translation grid can be accessedfrom the menus and toolbars. Both change automatically when you switch between tabs, reflecting thefunctions available for the Project home, for a translation document, for a translation memory open forediting, etc. You can select multiple rows of

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Documents

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