How to reduce the translation time of Outlook emails by 30%? ~Smooth communication with foreign staff through email~

Do you know how many foreign workers and employees are working in Japan? According to the "Employment Situation of Foreigners" announced by the Ministry of Health, Labour and Welfare, as of the end of October 2020, there were 1,724,328 foreign workers in Japan. This is the highest number ever recorded.

In addition, there is an increasing demand for communication in foreign languages, such as communication with local staff and customers, in addition to communication with foreign workers working in Japan.

Communication via email can take surprisingly long, even for those who are accustomed to foreign languages. Here are some tips for streamlining email exchanges.

Table of Contents

1. Use the translation function built into Outlook
2. Using the Outlook add-in tool "MTrans for Office"
① Peace of Mind Security
② Easy translation of emails with Outlook compatibility
③ No need to edit layout after translation!
④ Equipped with DeepL-compatible glossary function

1. Use the translation function standardly equipped in Outlook

●Version up to Office2016
There is a default translation function and you can use Microsoft's engine to translate. When you click the translation button displayed on the proofreading tab, the translated text will be displayed.

In versions up to Office2016, translation is done in a format called "Statistical Machine Translation (SMT)". This is a mechanism for translating by statistically processing a large number of source and target text pairs, and in recent years it has been compared to the popular "Neural Machine Translation (NMT)" and has a tendency to have lower accuracy.

●Office 2019/365
In Office 2019/365, add-in installation is required, but the usage is the same as above. In this version, translation is done in a format called "Neural Machine Translation (NMT)". NMT, also known as "AI translation", is a highly anticipated automatic translation technology. By using neural networks that mimic brain cells, the quality is significantly improved compared to SMT.

2. Use the Outlook add-in tool "MTrans for Office"

In addition to using the standard built-in features, there is an easy way to translate emails. It is "MTrans for Office" provided by Human Science.
"MTrans for Office" is a solution package that allows for safe, easy, and highly accurate automatic translation. It can be used with everyday applications such as Outlook, Word, Excel, and PowerPoint.

To use, you need to install the add-in tool. Once installed, a tab called "MTrans" will appear on the ribbon, allowing you to translate with just one click.
You can freely choose from three translation engines: DeepL, Google, and Microsoft. These three engines use the "Neural Machine Translation (NMT)" format, allowing for high-quality translations.
The features of "MTrans for Office" include: ① secure security, ② easy translation of emails with Outlook support, ③ no need to edit layout after translation! ④ equipped with a terminology function for DeepL support.

① Peace of Mind Security

The translation engine does not have to worry about publishing or sharing translation data because of API connections. Translated data can be used with peace of mind without being used for any other purposes besides translation.

②Easy translation of emails with Outlook compatibility

You can prepare translated text only on the email editing screen. There is no need to switch between the editing screen and web browser, etc.!

③ No need to edit the layout after translation!

Not only emails, but also layouts of other files such as Word are highly reproduced (formatting, font color, etc.). This greatly reduces the work of coloring or bolding after copying and pasting. Of course, security is also guaranteed. There is no risk of the translated text being reused or leaked.

④Equipped with a terminology function compatible with DeepL

In April 2022, DeepL's glossary function became available in Japanese. MTrans for Office was quick to support this glossary function, allowing for automatic translation with specified terms. By registering product names, service names, company names, and department names in the glossary, these names will be translated correctly. This reduces the need for manual corrections after automatic translation, improving efficiency in email creation.

MTrans for Office

① Unlimited number of files and glossaries that can be translated with a fixed fee
② Translate with one click from Office products!
③ Secure API connection for peace of mind
・For customers who want further enhancement, we also offer SSO, IP restrictions, etc.

④ Japanese language support by Japanese companies
・Possible to respond to security check sheets
・Payment by bank transfer is available

MTrans for Office is an easy-to-use translation software for Office.