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How can optical character recognition software improve your technical translations?

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Technical translation is a challenging and rewarding field that requires accuracy, consistency, and expertise. However, sometimes you may encounter documents that are not in a digital format, such as scanned images, PDFs, or handwritten notes. How can you translate these sources without spending hours typing or retyping the text? The answer is optical character recognition software, or OCR.

OCR is a technology that converts images of text into editable and searchable text. OCR software can scan and recognize characters from different languages, fonts, and layouts, and output them as plain text, Word, Excel, or other formats. This way, you can save time and effort, and focus on the translation process.

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Njomza Sallauka

Multilingual Communications Strategist | Translation Coordinator | Published Author | Policy Analist ??????
Rex Su

?? 英美权威认证翻译 | 英语&简体中文&香港繁体中文 | 本地化（网站、UI/UX、App） & 法律 & 市场营销&金融 | 服务多家知名科技公司和金融平台 | 目前在对全球Top5加密货币交易所进行本地化 | 持续服务于…

1 Benefits of OCR for technical translation

OCR software can make a significant improvement to your technical translation workflow by providing access to a wider range of sources, such as manuals, diagrams, charts, labels or certificates. Errors and inconsistencies caused by manual typing or copying and pasting can also be avoided. Moreover, you can use your preferred translation tools, such as CAT tools, glossaries or dictionaries with the OCR output. This will help to increase your productivity and efficiency, as OCR software can process large volumes of text in minutes. Additionally, it can enhance the quality and professionalism of your work by preserving the original formatting, layout and structure of the documents.

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Njomza Sallauka

Multilingual Communications Strategist | Translation Coordinator | Published Author | Policy Analist ??????
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??Efficiency: OCR speeds up the translation process by converting scanned documents into editable text, reducing manual typing. ??Accuracy: It minimizes errors by accurately recognizing and converting text, ensuring fidelity to the original document during translation. ??Cost-effectiveness: By automating the conversion process, OCR reduces labor costs associated with manual data entry, making technical translation more affordable. ??Accessibility: It enables translation of content from non-digital sources, such as printed materials or images, broadening the scope of documents that can be translated efficiently.

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Rex Su

?? 英美权威认证翻译 | 英语&简体中文&香港繁体中文 | 本地化（网站、UI/UX、App） & 法律 & 市场营销&金融 | 服务多家知名科技公司和金融平台 | 目前在对全球Top5加密货币交易所进行本地化 | 持续服务于 Workday & Bloomberg & Intel
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?? OCR (Optical Character Recognition) enhances technical translation by broadening access to diverse sources like manuals and diagrams, reducing manual entry errors. It integrates with translation tools, boosting productivity and preserving original document formatting, elevating work quality.

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Louis Floyd

Tech Writer, Japanese/English Translator at AIDA-America
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I am often given PDF docs to translate. I will always OCR them (Acrobat Pro), and though the results vary, with some minor editing I can spiff it up to where I can use my CAT tool. It also makes it easy to cut/paste the OCR'ed text into online translation sites (GoogleTranslate, DeepL).

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2 How to use OCR for technical translation

Using OCR software for technical translation is not a complicated process, however, it needs some preparation and attention. To begin, select a reliable and accurate OCR software that supports the languages and formats you need, such as ABBYY FineReader, Adobe Acrobat, or Microsoft OneNote. Then, scan or import the documents you want to translate; ensure the images are clear, high-resolution, and well-aligned. After that, adjust the settings and options of the OCR software according to your needs; for example, you can select the language, the output format, the recognition area, or the image enhancement options. Next, execute the OCR process and review the results; look for any errors or discrepancies in the text like spelling, punctuation, or formatting. If there are any mistakes you can correct them manually or with the help of the OCR software tools. Finally, export or save the OCR output as a file that you can use for translation; for instance, you can export it as a Word document, a TXT file, or a bilingual file.

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Rex Su

?? 英美权威认证翻译 | 英语&简体中文&香港繁体中文 | 本地化（网站、UI/UX、App） & 法律 & 市场营销&金融 | 服务多家知名科技公司和金融平台 | 目前在对全球Top5加密货币交易所进行本地化 | 持续服务于 Workday & Bloomberg & Intel
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??? To use OCR for technical translation, start by selecting a reliable OCR software like ABBYY FineReader or Adobe Acrobat. Ensure your documents are clear and high-resolution for scanning. Adjust OCR settings for language and output format, then process the text. Review for errors, correct as needed, and save the output for translation.

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3 Tips and tricks for OCR for technical translation

OCR software can be a powerful tool for technical translation, but it is not perfect. It may fail to recognize some characters, symbols, or images, especially if they are complex, obscure, or low-quality. To get the best results from OCR software, you should use a scanner or camera that can produce high-quality images of the documents. Clean and crop the images before running the OCR process, and make sure to remove any stains, marks, or irrelevant elements that can confuse the OCR software. Additionally, use the appropriate language and font settings for the OCR software. If possible, use a specialized OCR software that can handle technical terms, acronyms, or symbols. Compare the OCR output with the original document and verify its accuracy and completeness. Use a proofreading tool or spell-checker to detect any errors. Finally, leverage your previous translations with a CAT tool or a translation memory to ensure consistency and quality. By following these guidelines, you can make the most of OCR software and improve your technical translation skills.

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Rex Su

?? 英美权威认证翻译 | 英语&简体中文&香港繁体中文 | 本地化（网站、UI/UX、App） & 法律 & 市场营销&金融 | 服务多家知名科技公司和金融平台 | 目前在对全球Top5加密货币交易所进行本地化 | 持续服务于 Workday & Bloomberg & Intel
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??? For optimal OCR in technical translation, use a high-quality scanner or camera. Clean and crop images to enhance clarity. Adjust OCR settings for language and fonts, choosing software adept at technical terminology. Verify OCR accuracy against the original document, using proofreading tools for error detection. Incorporate CAT tools or translation memories for consistency. These steps elevate OCR effectiveness and translation quality.

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4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Rex Su

?? 英美权威认证翻译 | 英语&简体中文&香港繁体中文 | 本地化（网站、UI/UX、App） & 法律 & 市场营销&金融 | 服务多家知名科技公司和金融平台 | 目前在对全球Top5加密货币交易所进行本地化 | 持续服务于 Workday & Bloomberg & Intel
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?? Beyond techniques and tools, remember the human aspect of technical translation. Embrace the challenge of conveying complex ideas in simple terms, fostering understanding across languages and cultures. Stories of breakthroughs often highlight the translator's role in bridging gaps, such as a translator deciphering a technical manual that leads to innovation in a new market. These moments underscore the impact of translation beyond words, shaping ideas and facilitating global collaboration. Keep curious, stay adaptable, and value your role in the vast ecosystem of communication.

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How can optical character recognition software improve your technical translations?

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1 Benefits of OCR for technical translation

2 How to use OCR for technical translation

3 Tips and tricks for OCR for technical translation

4 Here’s what else to consider

Translation

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