Are you looking to launch a new product and do you need a professional translation of your high-end brochures or marketing materials? A lot of companies create such documents with Adobe InDesign, a layout program widely used for sophisticated printed materials. When it comes to adapting these documents for international markets, you’re faced with the question, “How can the layout be retained when the text is translated into other languages?”. This is where the IDML (InDesign Markup Language) format comes into its own.
InDesign and its importance in desktop publishing
InDesign is a flagship program for layout and typesetting printed materials. It is often used to create visually appealing documents that require subsequent localization for different markets and languages. Examples include:
• brochures, flyers and catalogs
• magazines, newspapers and annual reports
• digital and interactive documents
• packaging design and advertising materials
When does it make sense to translate first?
It is advisable to consider the translation as early as in the planning phase of the project. For example, if a document is to be translated from German to French, you’ll need to allow more space, as French texts are generally longer. So, it makes sense to have the text translated first and then adjust the layout.
Options for translating InDesign files
If your InDesign files are already typeset, there are two main approaches to translation:
1. Manually extracting and translating texts: The texts are copied manually from the InDesign file, translated in a separate document (like Word), and then pasted back into the layout. But this is time-consuming and carries the risk of formatting issues.
2. Translating via the IDML format: A more efficient way is to save or export the InDesign file in IDML format. These files can then be directly imported into translation software like Trados Studio, where they are edited and, after translation, re-imported back into InDesign.
What is the IDML format?
InDesign Markup Language (IDML) is a file format that contains all the text and structure information of an InDesign document, but no embedded graphics. The major advantage is that this file is easy to import into standard translation software for editing. After completing the translation, the finished document is exported as an IDML file, which can be used directly to produce the final layout.
Advantages of working with IDML files
• Time savings: Directly exporting as an IDML file eliminates the need to manually copy texts, which significantly speeds up the editing process.
• Retaining the layout: The original layout is largely retained, thus minimizing the need for reworking.
• Easy handling: As IDML files are usually very small, they are easy to send by e-mail.
Optional layout check by the professional translator
After importing the translated IDML file, you are free to send us a PDF version of the final document. Our professional translators then review the translation directly in the layout. With this additional layout check, the quality of the translation is also verified in the final document. This includes, among other things, checking the following points:
• Correlation between text and images/graphics: Ensuring that the text correctly aligns with the corresponding visual elements.
• Font type, size, and color: Checking whether the font settings are consistent and have been retained as intended.
• Line breaks and hyphenation: Verifying correct line breaks and hyphenation in the multilingual layout.
• Spacing errors and capitalization: Checking for any typos, double spaces, and for correct capitalization.
Preparing your InDesign files for translation (tips for the layout designer)
To ensure a smooth translation process, the following key points should be considered when preparing the files:
1. Correct segmentation: Make sure the sentences remain complete and are not broken up by hard paragraph marks. Only then is a consistent translation possible. This applies both to the various sections and page breaks.
2. Show layers: Layers that are locked (marked with a lock) or whose visibility is deactivated are usually not translated. So bear this in mind when deciding which texts require translation and which don’t.
3. Avoid manual breaks: Use automatic paragraph and character styles to control line breaks and hyphenation. Especially in lists, you can use tabs to define your paragraph style, ensuring it corresponds to your list format.
4. Unicode-based characters: Use “characters” or “glyphs” to correctly display special characters – like the trademark ™ or the average Ø characters.
5. Use linked text frames: To avoid overset text, the related texts should be placed in linked text frames. Make sure that the “text wrap” function is enabled for elements that could disrupt the text flow.
6. Text-image linking: Anchor graphics within the text and keep your inserted images language-neutral. Captions should be added directly in InDesign.
7. Listing and numbering: Use paragraph styles for lists rather than tabs, manual line breaks, or spaces.
8. Logical text frame order: Make sure that text frames are created in logical order to ensure they are correctly displayed in the translation software.
9. Automation of content: Use automatic functions like tables of contents and clean up unused text layers to keep the document lean.
10. Check master pages: Make sure that the content on the master pages is also considered for translation.
11. Deactivate TrackChanges: Accept all changes before releasing the file for translation.
12. Optimize file size: If the IDML file is too large, the display resolution in InDesign can be set to “Fast” to reduce the file size.
Conclusion
Translating your InDesign files in IDML format is a time-saving and efficient solution for adapting your printed materials to international markets. A structured process and proper preparation ensure that your texts are accurately translated and the intended layout is perfectly retained.
By Florianna Brucker – Digital and print media designer
Project Manager – medical language service