From formatting issues, text extraction difficulties, file size and complexity, and confidentiality concerns, translating PDF files does not come without its challenges. However, thanks to AI technology, machine learning, OCR (optical character recognition) technology, and worldwide community language contributions, translators and teams now have the choice of a multitude of cutting edge PDF translation tools that can overcome these obstacles and produce the results they need, effortlessly.

Did you know that PDF is short for portable document format ? It is a type of file format (.pdf) that Adobe created in the 90s. A PDF is designed to be an easily shareable, self-contained electronic document that preserves its exact layout. No matter where it is viewed or printed, it should be easily viewed exactly as the creator intended.

Have you ever opened a document in Word (or other office software) and seen fonts or images go crazy? Or embedded videos and images refuse to load? PDFs don’t have those problems, and that’s what makes them so great for businesses. When you create and share a PDF, you know it’s going to ‘just work’.

This makes PDFs ideal for sharing your business communications, as you can be sure of what the recipients will be seeing. Whitepapers, presentations, reports, flyers—PDFs are great for all these and more. Other advantages of PDFs include:

• They are easily viewable on free software that everyone has access to

• They can contain images, videos, and links

• They can be protected by passwords, e-signatures, and encryption protocols

• They are hard to tamper with, providing extra security for sensitive data

All these benefits make PDFs an important business tool. It should not be neglected, especially when it comes to translation for other markets. Read on to learn about the importance of translating PDFs for companies, the challenges they may face, and best practices for successful translation.

The benefits of translating PDFs for companies are numerous. Translation allows companies to reach a wider audience and expand their business, and PDFs are an essential part of that. Here are the top reasons your company should translate PDFs:

Engage a global audience

If your business wants to operate in multiple markets, it pays to be able to communicate in that market’s native language. By translating PDFs into different languages, companies can effectively communicate with their target market, build trust, and increase their customer base.

Build trust with your customers

Translating PDFs can also improve a company’s credibility and professionalism. By providing translated materials, companies show their commitment to understanding and meeting the needs of their international customers. This can lead to better customer satisfaction and loyalty.

Cost-efficiency

While translating a PDF does involve some upfront costs for a company, it will save money in the long term. Re-using untranslated documents in English for international markets will only be effective for fluent English speakers in that region. This makes each document much less valuable in terms of its reach and sales. But when you translate your PDFs or other materials, they regain 100% of their potential to win conversions. Therefore, after the initial investment, businesses will gain more value for money from their translated PDFs.

The consequences of not translating PDFs can be significant. Firstly, it can result in miscommunication and misunderstandings with potential customers. This can create a negative image for the company and damage its reputation.

Moreover, not translating PDFs can lead to lost business opportunities. If potential customers cannot understand the information presented in a PDF, they are likely to look for alternative options. This can result in lost sales and revenue for the company.

Translating PDFs can be a complex and time-consuming process. This is partly by design, but some issues may also arise from the translation services used.

Technical issues with translating PDFs

PDFs are supposed to be complete, print-ready documents suitable for official distribution. Therefore, they are deliberately difficult to change without specialized software. This applies to translating as well as editing.

PDFs also usually contain images or design elements that can cause problems while translating. Some languages need more space than others to convey the same information. If the text of a PDF is changed, then the images and design may no longer fit.

Problems with PDF translation by agency

When a business wants to translate a PDF, they can contract a professional translation agency to do it for them. However, there are issues with this method.

Many translation agencies will only translate text literally, as they lack the localization skills to adapt the text properly to a new culture. Furthermore, most translation agencies do not have the graphic design specialists on their teams to help with non-text elements. Some of the challenges that companies may face include poor language quality, lack of cultural appropriateness, inconsistent terminology, and difficulty in localizing images. Additionally, the original English text may be too long, resulting in spacing issues when translated into other languages.

Another challenge is the slow turnaround time from translation agencies. Important meetings or presentations may be delayed due to the inability to get translated PDFs back on time. This can have a negative impact on a company’s operations and reputation.

Luckily, you don’t have to struggle with PDF editors or an agency to get a fast, high-quality PDF translation nowadays. Thanks to AI, it’s never been easier to translate any type of file in just a few seconds. Below, we’ll show you how, step-by-step.

A translation platform that uses AI can not only speed up translations, but make it easy to do from your own device. For example, Smartcat is a translation management platform that offers an efficient and streamlined approach to translating PDFs or other files. Here’s how it works:

1. Go to the Smartcat web page and sign up for free.

2. Drag and drop your file into the Smartcat file translator to start the translation. Smartcat’s AI technology provides contextual and near-human quality translations. Most translations take only seconds, or minutes at the most.

3. Review and edit the translation in the Smartcat Editor. The editor comes with a preview of the presentation, allowing you to see the translations in context. You can also invite local teams to collaborate and review the translations, making necessary edits.

4. Hire a subject matter linguist from the embedded Smartcat marketplace. The platform offers a wide range of experienced translators in various fields, ensuring high-quality and accurate translations. AI also helps you to quickly find the right collaborators for your project.

5. Store your files on Smartcat to access them for future translations. The translation memory feature on Smartcat allows you to reuse previously translated content, saving time and ensuring consistency.

AI translation platforms make the technical side of translating PDFs much easier and more cost-effective, but there’s more to it. Generally speaking, following these best practices from the beginning will make your translation project go much more smoothly.

1. Plan ahead

It is crucial to plan for translation and localization from the initial stages of creating a PDF. This can help avoid potential issues and save time and resources in the long run.

2. Use clear and concise language

When creating a PDF, use simple and straightforward language that is easily translatable. Avoid using idioms, slang, or colloquialisms that may not translate well.

3. Maintain consistency

Consistency is key in translation. Make sure to use the same terminology and style throughout the document to avoid confusion and maintain professionalism. Good translation platforms—like Smartcat—have a translation memory feature that saves your brand style to ensure consistency across all projects.

4. Consider cultural appropriateness

Understand the cultural norms and preferences of your target market and ensure that your PDF is culturally appropriate to avoid any misunderstandings. Research your target market and collaborate with local experts to understand the local culture.

Most people find it difficult to extract text from a PDF, so you might be wondering how AI does it. Text retrieval from a PDF and its conversion into a translation tool like Smartcat involves several steps.

1. Firstly, the platform opens the PDF document and extracts using OCR (Optical Character Recognition) software. It then scans the document and recognizes the characters, converting them into editable text.

2. You can automatically translate the text in seconds using an AI translation engine such as Smartcat AI. Then you can review and edit the translation in AI human workflows by reviewing and editing the translations in Smartcat Editor.

3. In Editor, the text is then broken down into segments, such as sentences or paragraphs, and is displayed side-by-side with the translation interface in the target language. This allows the reviewer to easily compare the original text with the translated version and make any necessary adjustments.

4. Smartcat also offers features like translation memory, glossaries, and quality assurance checks to ensure consistency and accuracy in the translation process.

5. Once the translation is complete, the final version is saved and can be exported back into the original PDF document or any other desired format. This process of text retrieval and conversion into a translation tool like Smartcat not only saves time and effort but also ensures a high-quality translation for any PDF document.

As a learning and development manager, it is crucial to provide all employees with the necessary learning materials and job aids in their preferred language. This includes translating PDFs for local employee learning guides and job aids. Translated PDFs will help your company:

1. Improve equity and diversity in the workforce

If your company recently opened a branch in a non-English speaking country, consider the language needs of your local employees. While they may be proficient in their native language, they may struggle with understanding complex concepts and instructions in English. By translating PDFs into their native language, you create a level playing field. Now, your team can learn and develop in a language they are comfortable with.

2. Enhance performance and productivity

Translating PDFs for local employee learning guides and job aids can greatly enhance the effectiveness of training and development programs. When employees can fully grasp the material, they are more likely to retain information and apply it in their work. This can lead to improved job performance, increased productivity, and better overall results for the company.

3. Increase happiness and motivation

Furthermore, translating PDFs also demonstrates that the company values and respects the cultural and linguistic diversity of its workforce. It promotes inclusivity and can boost employee engagement and motivation to learn and grow within the organization.

4. Maintain compliance

Having translated PDFs can also be beneficial for compliance and safety purposes. If there are specific regulations or safety protocols that need to be followed in the local language, having these materials translated can ensure that all employees are aware of and understand them.

Marketing and sales PDFs, such as one-pagers, presentations, and guides, are crucial for businesses to attract clients and generate revenue. These materials showcase products/services and convince potential customers to make a purchase or sign a deal.

When translating PDFs for marketing or sales outreach, companies must ensure that they do the following:

• Maintain tone, message, and branding - The most successful brands are both predictable and exciting—no matter where in the world, customers know what they are getting. Using translation memory, included in platforms like Smartcat, makes ensuring consistency across different markets much easier.

• Understand the target audience's cultural nuances and preferences - This is part of the art of localization—the process of adapting the language, design, and references of media to a different audience. Localizing your PDFs can establish a strong brand image and build trust with potential clients.

Now that you know the criteria by which to assess a PDF translation tool, let’s dive into our list of the best free PDF translation software for teams and translators.

1. Google Translate