Format-Specific Localization Tips
Different file types come with unique formatting, layout, and structural quirks that can affect translation quality and efficiency.
This guide provides best practices for preparing and translating the most common file formats supported by Taia.
📝 DOCX (Microsoft Word)
What works well:
- Headers, lists, tables, images with captions
- Styles and formatting are preserved
Watch out for:
- Manually created line breaks (Shift+Enter) that may break segmentation
- Text inside images (not extracted unless OCR applied)
- Hidden or white-text content
Tips:
- Use styles for headings instead of manual formatting
- Avoid placing critical content in footnotes
📊 XLSX (Excel)
What works well:
- Multi-tab documents
- Structured text, UI strings, content plans
Watch out for:
- Formulas — not translated, but preserved
- Merged cells or hidden rows
- Sheets with mixed languages
Tips:
- Keep translatable text in a dedicated column
- Use a separate column for comments or character limits
📽️ PPTX (PowerPoint)
What works well:
- Titles, bullet points, speaker notes
- Slide layouts and visual styles are preserved
Watch out for:
- Text embedded in images or graphics
- Overlapping text boxes or animations
Tips:
- Use placeholder text for recurring slide templates
- Avoid cramming too much text on one slide
🖋️ PDF (Editable or Scanned)
What works well:
- Simple layouts with clear text structure
- Editable text blocks, tables, and headers
Watch out for:
- Scanned files (require OCR)
- Multi-column layouts
- Non-selectable or image-based text
Tips:
- Prefer uploading the original DOCX/IDML if available
- For scans, ensure text is high-contrast and legible
🎨 IDML (Adobe InDesign)
What works well:
- Layout-rich marketing brochures
- Multilingual DTP workflows
Watch out for:
- Overset text (content outside frame)
- Linked assets (images, fonts not included)
Tips:
- Export as IDML (not INDD)
- Keep layers organized and label language-specific content
🎬 SRT / VTT (Subtitles)
What works well:
- Timecoded subtitles
- Plain text + simple formatting
Watch out for:
- Overlapping timestamps
- Subtitle length and reading speed
- Language direction (LTR vs RTL)
Tips:
- Follow subtitle guidelines (max 2 lines, 42 characters per line)
- Use CAT Editor to preview and edit in sync
🔣 JSON / CSV / YAML
What works well:
- Structured content like strings and metadata
- Software UI, mobile apps, ecommerce feeds
Watch out for:
- HTML inside strings
- Escaped characters or markup
- Non-standard nesting or keys
Tips:
- Use consistent key naming
- Separate code from content where possible
💡 General Tips for Any Format
- Avoid inline HTML in source content when possible
- Use glossary and style guide for consistent tone and terminology
- Break long paragraphs into logical segments for better AI output
- Review formatting after translation, especially in visual documents
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