Easily translate by integrating ChatGPT with Office products! Introducing methods and benefits

1. How to translate documents using Office products - Word, Excel, PowerPoint, and Outlook

1-1. Use the standard features of Office applications

Each Office application comes with a built-in automatic translation feature. We will explain how to use each one. Please note that the input and output data when using the standard automatic translation in any of the applications will not be reused. Data reuse refers to the use of translation input and output data for training machine translation models or improving services. It is important to be cautious of the data reuse policy, as there is a possibility that confidential business information may leak externally.

For Word: You can access it from the "Review" tab on the ribbon → "Language" → "Translate". You can translate a selection using "Translate Selection" or translate the entire file using "Translate Document". If you select "Translate Selection", the translated text will be displayed in a separate panel and can be inserted into the main text. If you select "Translate Document", a new file will be created after the translation is executed, and that file will be displayed in a separate window in Word.

For Excel: You can access it from the "Review" tab on the ribbon → "Language" → "Translate". You can translate the selected range. The translated text will be displayed in a separate panel. However, you cannot insert the translated text into the table.

For PowerPoint: You can access it from the "Review" tab on the ribbon → "Language" → "Translate". You can translate the selected text. The translated text will be displayed in a separate panel and can be inserted into the slide.

For incoming emails in Outlook (common to both "New Outlook" and the traditional version for Windows): When you view an email in a foreign language, a link that says "Translate message to Japanese" will automatically appear at the top of the email. Clicking this link will translate the entire email.

For new emails in Outlook ("New Outlook"): There is no translation feature.

For new emails in Outlook (Windows Classic version): You can select the text and right-click to display the context menu, from which you can translate using the "Translate" option.

1-2. Copy the document and paste it into an external translation tool

The standard translation feature of Office applications uses Microsoft's automatic translation service. If you have doubts about the accuracy of the translation or wish to translate using different expressions, you may consider using other online services such as DeepL or ChatGPT. Below, we will explain how to use each service. We will also explain the policy regarding secondary use of data.

Please note that the use of Google Translate is not recommended for business purposes as there is a possibility that data may be reused. However, if you use Google Translate via the API, your data will not be reused. Therefore, if you wish to use Google Translate, please utilize an automatic translation service that connects to the Google Translate API (Google Cloud Translation API), such as our MTrans service.

In the case of DeepL: Access https://www.deepl.com/translator in your web browser, select the target language after translation, and then paste the text into the left text box. Alternatively, you can visit https://www.deepl.com/translator/files to upload an Office document file.

Please note that if you use the free version, the data you input may be used to improve DeepL's services, so be sure to use the paid version, DeepL Pro. For more information about DeepL's secondary use policy, please see the article below.

Confidentiality with DeepL Translations. Is It Secure?

For ChatGPT: Access https://chat.openai.com/ in your web browser, type "Translate to <language>" in the chat box at the bottom of the page, and then paste the text to be translated. By specifying the type of document, such as "Translate the text for a homepage into Japanese," "Translate the text for marketing documents into English," or "Translate the text for software technical documents into Chinese," phrases and expressions appropriate for the document will be used. ChatGPT handles input data differently depending on whether you are using the free version or a paid plan. For more details, please see the article below.

Is confidentiality maintained with ChatGPT, Microsoft Copilot, and Google Gemini?

1-3. Use Copilot for Microsoft 365

Microsoft Copilot is an AI service that Microsoft has uniquely extended from OpenAI's large language model GPT-4 and customized for its various products. In particular, Copilot for Microsoft 365 is provided for the Microsoft 365 service, which includes Office applications such as Word, Excel, PowerPoint, and Outlook. The service was launched for large enterprises in November 2023 and for small and medium-sized enterprises in January 2024.

Copilot automates the processing and analysis of information, as well as the creation and modification of documents, presentations, and messages based on natural language instructions (prompts), similar to ChatGPT. Unlike ChatGPT, Copilot comes with pre-prepared general prompts and is integrated into each Office application, allowing for quick access when needed. Compared to ChatGPT, it enables more efficient collaboration with AI while using Office applications.

For Word: You can use Copilot in two places: the inline (Copilot dialog) in the editing screen or the right-side panel (Copilot panel).

・Copilot Dialog
When the cursor is placed on an empty line, the Copilot icon will appear on the left side.

Click the Copilot icon (or press Alt + I) to display the "Draft with Copilot" dialog. Enter a concise draft and click "Generate" (or press Ctrl + Enter) to generate text based on that content. Please note that this dialog is for draft purposes only, and no processing other than drafting, such as translation, can be performed.

・Select "Copilot" from the "Home" ribbon to display the Copilot panel on the right side of the screen.

You can enter any prompt in the input field below. If you enter "Translate the text into English," Copilot will refer to the text and translate it into English. However, since the translation result will be displayed in the Copilot panel, you will need to click the "Copy" button to copy it to the clipboard and then manually paste it into the text.

For Excel: Select "Copilot" from the "Home" ribbon to display the Copilot panel. In the input field of the Copilot panel, enter "Translate the following into English: <text to be translated>". Once the translation result is displayed, select the translated text, press Ctrl + C to copy it to the clipboard, and then paste it into the cell.

For PowerPoint: Select "Copilot" from the "Home" ribbon to display the Copilot panel. Enter "Translate the slide into English" in the input field of the Copilot panel to translate the slide. However, there may be cases where the slide is not translated and you are directed to the standard translation feature. Please repeat the same prompt until it is translated.

For incoming emails in Outlook (common to both "New Outlook" and the traditional version for Windows): With Copilot, you can summarize foreign language emails in Japanese. However, since the Copilot panel is not available and you cannot input any prompts, it is not possible to translate the emails directly.

In the case of a new email in Outlook ("New Outlook"): You can create drafts and receive coaching with Copilot, but the Copilot panel does not exist, and you cannot input any prompts, so it cannot be translated.

For new emails in Outlook (Windows Classic version): Copilot is not available and cannot be used for translation.

1-4. Using MTrans for Office

There is also a way to translate using an add-in with translation functionality. Our company, Human Science, has developed "MTrans for Office," an add-in that adds translation features to Word, Excel, PowerPoint, and Outlook. Once this add-in is installed, you can easily translate selected text in documents and emails. You can choose from four translation engines: "DeepL," "Google," "Microsoft," and "ChatGPT." Since all engines connect via API, the input and output data are not reused.

Automatic translation software for Office applications: "MTrans for Office"

For Word: You can perform translations while editing by overwriting or in the right panel (translation pane). Select the language and machine translation engine in the ribbon under "MTrans" → "Settings" and then execute the following.

・Overwrite Translation
Place the cursor over the paragraph to be translated or select the paragraph, then click "MTrans" → "Translate" → "Selected Paragraph" on the ribbon to overwrite the translation of the selected paragraph.

・Translation Pane
Place the cursor over the paragraph to be translated or select the paragraph, then click "MTrans" → "Translate" → "Translate While Reading" on the ribbon.

The translation pane is displayed on the right side of the screen, showing the translated text. You can select multiple machine translation engines, allowing you to display translations from ChatGPT, DeepL, and Google simultaneously. Clicking the "Replace" button ( ) will replace the paragraph to be translated with the translated text.

For Excel: Select the language and machine translation engine in the "MTrans" → "Settings" in the ribbon, then select the cells to be translated and choose "MTrans" → "Translate" → "Translate Selected Items". The selected cells will be translated with overwriting.

For PowerPoint: Select the language and machine translation engine in the "MTrans" → "Settings" ribbon, and while displaying the slide to be translated, choose "MTrans" → "Translate" → "Translate Current Slide". The slide to be translated will be overwritten with the translation.

For received emails in Outlook ("New Outlook"): Select the received email, then click on "More actions" ( ) in the upper right corner of the email → "MTrans for Outlook" → select "Translate".

The translation pane will be displayed on the right side. By selecting the machine translation engine and language, and then choosing "Run Translation", the translated subject and body of the email will be displayed in the translation pane.

For new emails in Outlook ("New Outlook"): Create a new email, then select "Message" in the ribbon → "More Options" ( ) → "MTrans for Outlook" → "Translate".

The translation pane will be displayed on the right side. Select the text to be translated in the email body and click "Run Translation" in the translation pane to display the translated text. You can choose from multiple machine translation engines, allowing you to display translations from ChatGPT, DeepL, and Google simultaneously. Pressing the "Replace" button will replace the text to be translated with the translated text.

For received emails in Outlook (Windows Classic version): Select the language and machine translation engine in the ribbon under "MTrans" → "Settings", and while displaying the email to be translated, select "MTrans" → "Translate" → "Entire Email".

The translation pane will be displayed on the right side, showing the translated text.

For new emails in Outlook (Windows Classic version): Select the language, machine translation engine, and the option for "Insert translation in draft" ("Behind", "Behind (with template)", "Inline", "Translation pane") in the ribbon under "MTrans" → "Settings", then place the cursor on the paragraph to be translated or select the paragraph, and choose "MTrans" → "Translate" → "Selection".

Depending on the option for 'Insert translation in draft location', the translated text will be added after the paragraph or displayed in the translation pane.