Frequently asked questions


Q: How does T4T-S&R match up against Trados, DéjàVu, and similar translation memory programs?
A: First of all, T4T-S&R is not priced anywhere near the most widely used commercial translation memory programs. Second, it does not create a new environment for the translator: it works entirely within Microsoft Word which translators use in more than 85% of their work. Third, it does not provide fuzzy matches and does not automatically handle inflections: it pretranslates only what you have in your glossary, so its features are limited in comparison with the “big shots”.

Q: If I already own and use Trados, DéjàVu, or a similar translation memory program, should I switch to T4T-&R?
A: No, not if you are happy with the results you are getting. The beauty of T4T-S&R lies in its simplicity at the expense of bells and whistles.

Q: How do I know whether T4T-S&R will work for my kind of jobs?
A: If you are specialized in annual reports, for instance, you know that different clients have different terminology preferences. If you have separate glossaries for your clients, T4T-S&R will be a blessing.

Q: What does T4T-S&R stand for?
A: T4T stands for “Tools for Translators” and S&R stands for search & replace.

Q: What kind of software is T4T-S&R?
A: T4T-S&R is a Visual Basic macro designed to run within Microsoft Word.

Q: Aren't macros dangerous?
A: Programmers with enough criminal energy can design macros that contain self-propagating viruses. However, T4T-S&R is an absolutely safe search & replace utility; it remains resident on your computer and does not get embedded in any documents you create. And most importantly: it certainly contains no virus.

Q: When I install T4T-S&R, what components get installed and where?
A: T4T-S&R is one single component with no hidden files whatsoever. Its companion file, Security.T4T, resides in the same folder as T4T-S&R itself. The purpose of Security.T4T is to prevent unauthorized duplication.

Q: What kind of glossaries can T4T-S&R process?
A: T4T-S&R is very flexible in handling glossaries. Basically, one entry consists of a source-language term or phrase, a <TAB>, the matching target-language term or phrase, and a <RETURN>. You can add annotations in parentheses on both language sides. They will be ignored when T4T-S&R processes your term pairs. Introductory text at the top of your glossary documents, index letters, and incomplete entries will be ignored as well.

Q: Can I label glossary entries by subject/client?
A: You can annotate glossary entries, but T4T-S&R does not recognize subject/client labels. It expects the glossary you use to match the text you are translating.

Q: Can I enter new glossary term pairs on the fly with T4T-S&R?
A: No. T4T-S&R is merely designed to match your glossary against a source text. You need to quit T4T-S&R and open your glossary in Word to add term pairs.

Q: How much memory does T4T-S&R require?
A: T4T-S&R uses whatever RAM you have available. You do not need to change any settings. The speed of the translation process depends on the speed of your CPU - the more MHz, the faster it is.

Q: What do I need to know about the search & replace process?
A: If your glossary contains two source-language terms that begin with the same character sequence, T4T-S&R replaces the longer entry first. For instance, if you have these two term pairs:
Plakat & Werbe AG Plakat & Werbe AG (company name)
Plakat poster
T4T-S&R will not replace the word “Plakat” in the company name with “poster”. Just remember that a Smith & Wesson beats 4 aces: the longer string gets priority in the replacement process.

Q: How long can a glossary entry be?
A: There is no known limit to the length of a glossary entry. Financial reports and legal documents, for example, often contain “boilerplate” text. Theoretically, your glossary could contain an entire paragraph of text in the source language and the matching paragraph in the target language. Provided the two are separated by a <TAB>, T4T-S&R will recognize such an entry as a “term pair”. However, the paragraph in the source-language text must be an exact match with the source-language entry in your glossary. If it contains only one extra space or if only one letter is missing, T4T-S&R will not recognize the match.

Q: Why should I use T4T-S&R's color marking feature?
A: When you complete the language localization process, it is often helpful to see in context which terms originate from your glossary. You may find instances in which the glossary term pair does not fit the context, and color marking lets you see such instances so you can amend your glossary. The study mode is very helpful, by the way, in judging the quality of a glossary that you wish to use. You can see, within the context, how the phrases are translated and whether there are ambiguities you need to correct in the glossary.

Q: Why does T4T-S&R have two marking colors?
A: You may wish to run a second glossary on your source-language text. The second color again allows you to distinguish the origin of the replaced terms.

Q: Which precautions should I take before running T4T-S&R?
A: You should always make a copy of the source-language document before running T4T-S&R on it. The search & replace process cannot be undone. You can either save the document after the process has finished or you can close it without saving the changes. There is no other alternative.

Q: What other features of T4T-S&R should I know about?
A: One very useful feature of T4T-S&R is that it can process only selected text. For example, if you have a sales-by-country table that contains country names and percentages, and if you have a country glossary, you can select that table and have T4T-S&R translate only the country names in that table, leaving the rest of the document untouched. Remember to activate the “Selected text” radio button before starting the S&R process. You can also process text from the position of the cursor down.

Q: What size documents can T4T-S&R process?
A: T4T-S&R has been tested with documents that are 100 pages long and with glossaries containing 5,000 term pairs. There is no known limit, but obviously, the larger the files, the longer it takes for T4T-S&R to process them. And the larger the glossary, the longer it takes to load into RAM.

Q: With which versions of Microsoft Word is T4T-S&R compatible?
A: T4T-S&R runs on PCs with Word 97 and Word 2000, and on Macintosh computers with OS 9 and OS X in all versions of Word.

Q: What kinds of documents are best suited for T4T-S&R processing?
A: The results you get are directly associated with the structure and quality of your glossary, so you can pre-translate virtually any kind of document with T4T-S&R. If you handle legal work, patents, annual reports, operating instructions, and many other kinds of structured documents, T4T-S&R will save you an enormous amount of work. You have full control over the quality of the output and once you've used T4T-S&R a few times, you will intuitively realize how to fine-tune your glossaries to make the most of this useful search & replace utility.

Q: What's the best way to get started with T4T-S&R?
A: It is recommendable to work in the manual mode first and watch T4T-S&R in action. You can use T4T sample files before working on your own documents. Also, be sure to activate the color marking feature.

Q: When I open a document and launch T4T-S&R, I no longer have access to the document for editing purposes.
A: This is because T4T-S&R temporarily takes control of Microsoft Word and can only process a “locked” document. For example, to translate selected text only, you need to select the text first and then launch T4T-S&R. Once T4T-S&R is running, you cannot navigate in your source-language document.

Q: How does T4T-S&R work in the demo mode?
A: It works exactly as the registered version except that every second replacement will be “demo mode” instead of what you have in the glossary.