What is the Efficient Way to Translate Excel Files with ChatGPT? Introducing Specific Tools and Benefits

1. How to Translate Excel Files with ChatGPT

1-1. Copy the Excel document and paste it into the external ChatGPT site

Access https://chat.openai.com/ in a web browser, enter "Translate to <language>" in the chat box at the bottom of the page, and then paste the text to translate it. When translating, specifying the type of document, such as "Translate the homepage text into Japanese," "Translate the marketing document into English," or "Translate the software technical document into Chinese," will use vocabulary and expressions appropriate to the document. ChatGPT input data may be used for training a model shared by all users. For more details, please see the article below.

Is Confidentiality Maintained with ChatGPT, Copilot, Gemini, and Claude? Beware Information Leaks, Even for Translation Purposes!

1-2. Use Microsoft 365 Copilot

Microsoft 365 Copilot is an AI service provided by Microsoft that independently extends OpenAI's large language model GPT and customizes it for each of Microsoft's products. It is specifically offered as part of the Microsoft 365 service, which includes Office applications such as Word, Excel, PowerPoint, and Outlook.

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.

In the Excel ribbon, select "Home" → "Copilot" to display the Copilot panel. In the input field of the Copilot panel, enter something like "Translate the following into English: <text to be translated>". Alternatively, enter "Translate this workbook into English." 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.

1-3. Use the add-in "ChatGPT for Excel"

"ChatGPT for Excel" is an add-in that can be directly integrated into Excel, automating tasks such as data translation, extraction, and formatting, significantly improving efficiency for complex and repetitive work. It offers a wide range of features including AI-powered Q&A, table creation, data cleaning, and list generation, making it useful across various fields such as business, research, and marketing. Equipped with both ChatGPT and Claude AI engines, it seamlessly integrates with existing Excel files, eliminating the need to recreate files. It protects data with enterprise-level security and offers flexible pricing plans starting with a free trial.

1-4. Using the Bulk File Translation Site "Doc2Lang"

"Doc2Lang" is a bulk document file translation service that utilizes ChatGPT. It supports a wide variety of file formats including Excel, Word, PowerPoint, PDF, as well as images, EPUB e-books, subtitle files, videos, and audio. By simply uploading files, the AI automatically performs highly accurate translations. It provides natural translations in over 100 languages while preserving the original information such as layout, formatting, timing, and style as much as possible. No membership registration or monthly subscription is required; it uses a pay-as-you-go pricing model. On the security front, it offers features such as complete file deletion and encrypted communication, ensuring a safe and reliable user experience.

1-5. Integrating with Translation Software

By integrating the ChatGPT API with existing translation software, you can realize translation services that leverage ChatGPT's advanced natural language processing capabilities. Specifically, when a user inputs the text they want to translate, that text is sent to ChatGPT (GPT model) via the API, and the translated result in the specified language is returned. This mechanism enables more natural and contextually appropriate translations than conventional translation software, and it can be flexibly incorporated into various applications and business systems.

2. Disadvantages of Using Add-ins or External Sites When Translating Excel with ChatGPT

When using add-ins or external sites to translate Excel with ChatGPT, there are the following disadvantages.

2-1. Risk of Information Leakage

When using add-ins or external websites for Excel translation tasks, there is a need to send data to external servers, which increases the risk of information leakage. Especially when handling customer information or highly confidential data, there is a possibility of unintended leaks or unauthorized use if the data is passed to third parties, so careful attention is required.

2-2. The Necessity of Fact-Checking

When translating Excel content using add-ins or external websites, the accuracy of the translation results and the appropriateness of the context cannot always be guaranteed. Therefore, it is essential to perform fact-checking to ensure there are no mistranslations or unnatural expressions. This is especially important when used for business purposes, as translation errors could lead to operational issues, requiring careful verification.

2-3. "ChatGPT for Excel" incurs API usage fees (pay-as-you-go)

When using add-ins such as "ChatGPT for Excel," translation is performed through OpenAI's API, resulting in usage-based charges. If you translate large amounts of data or use the service frequently, costs may become higher than expected, so it is necessary to check the pricing structure in advance and thoroughly manage costs.

3. What is "MTrans for Office," the translation software that enables Excel translation with ChatGPT?

MTrans for Office is a translation and AI generation add-in that can be used directly within Office applications such as Microsoft Word, Excel, and PowerPoint. A major feature is its ability to integrate not only with DeepL, Google Translate, and Microsoft Translator but also with ChatGPT (OpenAI). It can translate Excel cell ranges or entire documents while preserving layout and formatting, significantly improving work efficiency by eliminating the need for copy & paste. Furthermore, the ChatGPT integration enables flexible and natural text generation beyond simple machine translation, including summarization, paraphrasing, and English proofreading. This translation software is highly practical for business use, with security considerations addressed through API-based utilization.

How to Link "MTrans for Office"

When you install MTrans for Office, an "MTrans" tab is added to the Excel ribbon. To translate, select "MTrans" → "Translation Panel" → "Show" to display the translation panel, then select the cells you want to translate and click "Translate." Translations from automatic translation services such as ChatGPT (OpenAI), DeepL, Google, and Microsoft will be displayed in the translation panel.