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This article describes the correct procedure when entering corrections during proof-reading of a translated text in RTF file format.
The instructions are intended for the customer review process that takes place after the PRODOC-internal review process.
Table of contents
Open the RTF-file
This is how a rtf-file created by memoQ for the proofreading of a translation looks like:
There are 6 columns:
Source language(in this case German)
(usually this is identical to the
Target language 1
Target language 2column, in order to preserve the original translation as provided by PRODOC), in some cases this column might also be in English as additional information for those proof-readers who do not understand German
Target language 2(This is the column where corrections of the translated text may be made)
Cells to edit
Only table cells with white background may be edited by you!
Cells to be left unchanged
The cells of the Target language column (4) with a grey background are locked cells (the Status column indicates "
Enter corrections only to target language cells with white background
Preparations for proofreading:
Settings in MS Word
Please do not change anything in the structure of the file.
You just have to work in the column of the translated text and in the fields with white background.
Before starting to proofread the text activate the Microsoft Word option
Track changes (
Once you choose this option, you can enter corrections in the text.
If not provided to you, ask for
- Terminology lists
- PDF reference files in order to get a better idea of the context of the document to be checked
Rules for proof-reading
Which segments have to be checked?
Only check segments with a white background in column (4) and status
Confirmed (dark green background in the status column (6).
Only these segments have been translated during the current translation job.
Segments with a grey background must not be changed, they have been approved by you or one of your colleagues in earlier translation projects.
What has to be checked?
PRODOC has already done the following checks
- Check that numbers and tags in source and target segment match
- Check that terms from term bases are used appropriately
- Check that the content of the source text is translated correctly
What PRODOC cannot check
- Check whether the translation has the wording you want to use for your target group
Checks before making a correction
Added/reduced content for your country
Before you enter a correction, check whether the changed sentence still is a possible translation of the source text.
Otherwise the Translation Memory will be made useless.
If a complete sentence does not seem to make sense for you in your market and you want it removed, or
if you want to insert information that is not given in the source text:
- Enter a comment in the
PRODOC will check all comments after re-importing the RTF file into memoQ and act accordingly.
Consistency with previous translations and the terminology
- Check the percentage value in the
If this is high (70% and above), a very similar segment (whose translation had already been approved) has been used as a basis for the current translation.
- If you have access to a terminology list of your organisation: check this first before you start to change terms that appear repeatedly.
- Try to keep the current translation consistent with already approved translations.
Just place the cursor where you want to add text and start typing
Added text should look like this:
Highlight the text you want to replace and start typing
Replaced text should look like this:
Highlight the text you want to delete and press Del (Entf on a German keyboard)
Deleted text shoul look like this:
Please do not enter corrections using the
new comment function of MS Word but only in the way explained above.
If want to add comments, enter them into the Comment column to the right of the target language column.
- Save all the changes you have done, and send us the modified RTF-file.