Multiple language support and custom glossary for document translation are now generally available

Microsoft

Dec 04, 2024

Simultaneous multi-language document translation

As the daylight hours grow shorter and the temperatures drop lower, we’re here to brighten your spirits with exciting news: SharePoint and OneDrive now support document translation in multiple languages at once!

This feature significantly enhances productivity and efficiency by enabling you to translate documents in SharePoint or OneDrive into multiple languages simultaneously. Previously, translations were limited to one language at a time.

In the SharePoint library, simply right-click on the document or use the command bar to request a translation or use automated translation via a rule.

Figure 1: Right click on the document you want to translate

Then, select up to ten languages per request, and translated copies of the original will be generated. As with the existing translation feature, translation to multiple languages is available for all the supported languages and dialects.

This multi-language translation feature supports various file types, including Word documents and PDFs. Once the translation process is complete, the translated copies are added to the same library and folder as the original document.

Figure 3: Translated documents are automatically saved and stored to the same library or folder

You can also use SharePoint rules to translate documents from the Automate menu. This rule can be triggered by a file addition or a metadata modification.

Figure 4: Automate translation by creating a rule

Key tips to get started with simultaneous multiple language translation in SharePoint:

Supported file formats - Document translation is currently available for the following file types: .csv, .docx, .htm, .html, . markdown, .md, .msg, .pdf, .pptx, .txt, and .xlsx. For legacy file types .doc, .rtf, .xls, .ods, .ppt, and .odp, the translated copy is created in the modern equivalent (.docx, .xlsx, or .pptx). Currently, SharePoint site pages are not supported.
Supported file size – The maximum file size for documents to be translated is limited to 40 MB.
Supported languages – Translation is available for all supported languages and dialects. You can see a listing here: Language support | Microsoft Learn
Key notes on this feature –
- Text on an image within a document, encrypted files, and password-protected files are not translated.
- Translation actions are also available in the SharePoint Online library, SharePoint file viewer or your OneDrive for Business “My Files”.
- On-demand translation on folders is not available.

Create and use a custom glossary in SharePoint for document translation

In addition to multi-language simultaneous translation, we are also excited to include custom glossary support for translation. Every sector, industry, and business has its own specialized terminology. Whether you’re a pharmacist, engineer, or mechanic, these unique terms and acronyms are integral to your operations. To support this business use case, you can now create a custom glossary in SharePoint with specific translations. For example, imagine a pharmaceutical company developing labeling and packaging materials for a new drug, Contosominophen, they can define in the glossary how 'Contosominophen' should be translated into French or German.

It's as simple as adding your glossary file (CSV, TSV, TAB, or XLF format) to your document translation request. While you can translate up to 10 languages at a time with the feature noted above, if you’re including a custom glossary, you will only be able to translate one language at a time. The glossary will be available at the SharePoint site level; users can point to the same custom glossary in multiple libraries from within the same site. Once the translation process is complete, the translated copy is added to the same library or folder as the original document.

Figure 5: Access instructions right from the SharePoint screen to help set up your custom glossary

You can also use SharePoint rules to translate documents with a glossary file from the Automate menu. This rule can be triggered by a file addition or a metadata modification.

Figure 6: Create a rule for translation that includes the glossary file

Lastly, you can also translate documents with a glossary file from a different library by selecting the file path to the glossary file. Use the glossary file path for both on-demand translations or within your SharePoint rule.

Key tips to get started with custom glossary file translation in SharePoint:

Supported file formats – Glossary files must be in the format .CSV, .TSV, .XLF. CSV & .TSV files must have one separator only (comma for CSV or Tab for TSV) . For XLF it must be a well-formed XML file adhering to the XLF standard.
Key notes on this feature –
- Only one language can be selected when translating a document with a glossary file.
- We are currently working on enabling the custom glossary in OneDrive as well. Stay tuned for more information on that feature.

To learn more about document translation and glossary files, please see the following MS Learn articles:

We would love to hear how your organization will leverage custom glossaries. Feel free to share in the comments section so others can learn from you.

Start today!

Both multi-language translation and custom glossaries capabilities have entered general availability and are rolling out now. Roll out is expected to be completed by the end of January 2025.

Through June 2025, you can try out document translation and other premium SharePoint services at no cost with free monthly capacity if you have pay-as-you-go billing set up. Read more at Try out Microsoft Syntex and explore its services | Microsoft Learn.

Save the date! Check out our upcoming SharePoint and OneDrive online events: