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Translate contents to different languages and maintain the original format in Word

Author: Sun Last Modified: 2025-08-06

Kutools for Word

Translating documents into various languages is often essential in today's global economy. However, many translation tools on the market come with limitations, such as cumbersome usage, rigid translation styles, failure to retain original formatting, and difficulty in verifying translation accuracy or comparing the original text with the translation. Kutools for Word addresses these issues with its Keep Format Translate feature, leveraging advanced AI technology to offer flexible translation styles and additional features, ensuring the best possible translation experience tailored to users' needs.

shot Keep Format Translate 1

What Keep Format Translate Does for You

  • Users can choose from dozens of translation languages and various translation styles to fit different scenarios.
  • A back-translation feature checks whether the translated text conveys the intended meaning.
  • The side-by-side layout highlights paragraphs, making it easy to compare the original with the translation.
  • The translated content retains key original formatting and elements—including hyperlinks, comments, footnotes, and more—ensuring accuracy and document consistency.
  • A floating toolbar provides quick operations, such as inserting or replacing the original text, or regenerating the translation, offering increased flexibility and efficiency.
  • The floating toolbar also displays the original text, back-translation, and final translation in a compact view, helping you better understand and fine-tune the result.

How Keep Format Translate Works

After dowloading and installing Kutools for Word, please do as follows: 
Before using the feature: Since this functionality utilizes AI technology, you will need to set up your AI Key in the Settings section after enabling the Keep Format Translate feature. Without a key, the feature won’t function properly. If you don’t have a key yet, I recommend applying for one from our Kutools AI server, where you can get 100 free uses. For more details, click here.
Step 1. Open the Word document that you want to translate.
Step 2. Enable the Keep Format Translate feature.

Click the Kutools tab or Kutools AI tab, and select Keep Format Translate.

shot Keep Format Translate 2

Step 3. Configure the settings as you need in the popping Keep Format Translate dialog.
  1. Choose your desired target language.
  2. Select the content you want to translate.
  3. Pick a translation style that fits your needs.
  4. Optionally, decide if you want to generate a back-translation for verification.
  5. Click OK.

shot Keep Format Translate 4

Step 4. View the translated content and compare it with the original content.

  • If you choose not to tick the "Generate Back Translation" checkbox, the original document and the newly translated content will appear side by side, allowing for easy comparison.

    shot Keep Format Translate 6

    When you scroll through one document, the other will automatically scroll to the corresponding position, keeping both documents aligned for easy comparison.

    shot Keep Format Translate 7

  • If you check the "Generate Back Translation" box, in addition to the original document and the translated content, a third window will appear below the original document, displaying the back translation for further comparison.

    shot Keep Format Translate comparison with back translation
5. Handle the translation.

In the newly translated document, the paragraph where your cursor is located will be automatically selected. A floating toolbar will appear, allowing you to perform actions such as replacing, inserting, or re-translating the content — streamlining the entire process. This toolbar presents the original text, back-translation, and final translation in a compact, stacked layout for easy comparison. It also provides quick-access buttons like Replace, Insert Below, Style, Re-translate, and Done to help you efficiently refine and manage your translation results.

shot Keep Format Translate 15

Note: The floating toolbar can be resized — feel free to adjust its width and height for better visibility and comfort.

Example 1. If you're satisfied with the translation of a specific paragraph, click Replace to overwrite the original content with the translated version.

shot Keep Format Translate 12

Example 2. If you're not satisfied with the translation, click Re-translate to generate a new version until it meets your expectations.

shot Keep Format Translate 13

6. Save the new document with translated content.

After comparison and checking, save the new document if you want the translated content placed in a new document.

📝 Note: Here’s a quick overview of what each button on the floating toolbar does, so you can make the most of your editing and translation workflow:

  • Replace: Replace the highlighted area with the corresponding content in the original document.
  • Insert Below: Insert the highlighted content below the corresponding position in the original document.
  • Style: Switch between different translation styles.
  • Re-translate: Regenerate the translation for the current paragraph.
  • Done: Close the floating toolbar. Kutools AI will prompt you to confirm ending the translation session. If confirmed, the results will be saved in a separate Word document.
    shot Keep Format Translate 14
  • shot Keep Format Translate 8 Click this icon to pin the toolbar at your preferred location.
  • shot Keep Format Translate 9 Click this icon to open the Settings dialog and choose whether to display the original, back-translation, and/or final translation on the toolbar.
    shot Keep Format Translate 10

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