A Simple Method to Translate Text in Word

In the digital age, language should not be a barrier to communication, especially not in your documents. Microsoft Word offers a powerful built-in Translate feature that can effortlessly bridge language gaps within your documents. Whether you need to translate a snippet or an entire document, Word's comprehensive tools are designed to meet your needs.

For users who need more advanced control, Kutools for Word provides AI-powered translation tools that go beyond the built-in feature. With Kutools, you can translate selected text or entire documents, keep formatting intact, fine-tune translation style, manage terminology for consistent wording, and review results more easily before applying them.

Translate text in a Word document with the Built-in Translate feature

• Translate A Selection
• Translate the Whole Document
• Tips for using the Translate feature

Translate text in a Word document with Kutools AI tools

• Translate A Selection
• Translate the Whole Document
• Tips for using Kutools AI tools

Office Tab

Tabbed navigation for Word, Excel, PowerPoint, and more—just like a web browser, with smooth switching in one window.

Free DownloadLearn More

Video: Translate in Word

Translate text in a Word document with the Built-in Translate feature

The Translate feature of Word supports translating texts in a selection or the whole document.

Translate A Selection in Word with the Translate Feature

Sometimes, you only need to translate a specific portion of your text. Here’s how to do it:

Step 1. Highlight the text you want to translate

Note: The Translate feature only supports one selection at a time; if you select multiple sections, the Translate feature will not work.

Step 2. Access Translator feature

Go to the Review tab on the ribbon and click on Translate > Translate Selection.

Step 3. Choose Language

A Translator pane appears on the right side of the document. Automatically it will detect the original language, you only need to specify the going-translate language. Go to the To drop-down list, click the arrow-down button, and choose the language you want to translate to.

Step 4. Insert Translation

Review the translation, if satisfied, you can click the Insert button to insert the translation directly into your document which will replace the original texts.

If you do not want to replace the original texts directly, you can select the translation, copy it, and paste it anywhere.

Translate the Whole Document with the Translate Feature

For those times when you need a full document translation, follow these steps:

Step 1. Open the document you want to translate

Step 2. Open Translate Tool

Under the Review tab, select Translate and then choose Translate Document.

Step 3. Set Languages

Specify the original and target languages. Generally, it will detect the original language, you just need to go to the To section to choose a going-translate language from the drop-down list.

Step 4. Translate

Click Translate button, and a new document will be created with the translated contents.

Step 5. Review the Translation

Click View > Arrange All to arrange the two documents horizontally, then review the translation for accuracy.

If the translation meets your requirements, you can copy it and replace the original content or save the new document as you need.

Tips for Using the Translate Feature

Accuracy

While the Translate tool is useful, it may not always capture the nuances of the language perfectly. Always review translations for accuracy, especially in professional or formal documents.

Data Handling

Be mindful that when using online translation, your data is sent to Microsoft's servers, which might not be suitable for sensitive or confidential content.

Online Requirement

The Translate feature can only be translated online.

Add New Languages

You can add a new language to the To section. Click Review > Translate > Translator Preference, and click Add a language to select a language to add.

Translate text in a Word document with Kutools for Word

Kutools for Word provides flexible ways to translate text in a Word document, whether you only need to translate selected content or want to translate an entire document at once. Below are two practical methods you can use, depending on your needs.

Translate Selected Text with Kutools AI Utilities

The Translation tool in the Kutools AI Utilities pane lets you translate just the text you pick, and it also keeps a history of every translation result. That way you can go back, review, and compare different outputs anytime.

Step 1. Open the Kutools AI Utilities pane

In the Word document you want to translate, go to the Kutools tab, then click AI > AI Utilities.

Step 2. Switch to the Translation tab

In the Kutools AI Utilities pane that shows up on the right side of Word, click the Translation tab.

Step 3. Select the content you want to translate

Select the text in your document, it will auto fill into the Content to Translate box.

Step 4. Choose language and translate

From the Target Language drop-down list, choose the language you want to translate into, then click Send to start translating.

Step 5. Insert or copy the translation

Click Insert to place the translated text at the cursor location.

Or click Copy to copy the translated text and paste it anywhere you need.

Translate a Word Document using Kutools’ Document Translation

Kutools for Word’s Document Translation feature offers AI-driven translations while preserving document formatting. It works great with structured layouts, tables, and styled text. It also lets you pick translation styles, generate back-translation to verify accuracy, and compare results in a side-by-side view.

Step 1. Open the document you want to translate

Start by opening the Word document you want to work with.

Step 2. Open Document Translation

Go to the Kutools tab, then click Document Translation.

Step 3. Set translation options

In the Smart Translate & Keep Format dialog box, go to the Target Language drop-down list and choose the language you want to translate into.

Step 4. Generate the translated document

Click OK. A translated document will be created and shown side by side with the original one.

Step 5. Review and apply changes in side-by-side view

In the side-by-side view, reviewing and comparing is much easier:

• Click a paragraph in either document, the matching paragraph in the other document will highlight automatically.
• Use the toolbar to manage the translation:

  

  • Replace Source: replace the original paragraph with the translated version.
  • Insert Below Source: insert the translation under the original text.
  • Requirements: retranslate using another requirement.
  • Retranslate: generate a new version if the result needs improvement.
  • Done: open the Options dialog to save progress and exit, or end the translation.

After you finish reviewing, you can save the translated document as a separate file, or just close it.

Tips for Translating with Kutools AI tools

AI Understands Context, Not Intent

AI translation works by predicting meaning from patterns, not by understanding your real intent. Always check whether the translated text delivers the message you actually want to convey.

Guide the AI When Possible

In the Document Translation feature, you can specify tone, writing style, or domain focus, which can significantly improve translation quality.

Consistency Is Not Automatic

AI does not always translate the same term the same way across a document. The Term Bank in Document Translation helps maintain consistent terminology throughout the translation.

Try a Different AI model

Revisit the AI settings (Kutools > AI > AI Settings) to ensure the selected AI model match your needs. Different models are designed to produce vastly different results.

By understanding when to use Word’s Translate feature and when to use Kutools, you can translate Word documents more accurately and efficiently.

For additional transformative Word strategies that can significantly enhance your data management, explore further here.