Are you tired of translating individual cells in Google Sheets? Well, it turns out that the best way to translate an entire Google Sheets spreadsheet into another language in 2024 is not by using Google Sheets itself. Nor is it by relying on free online translation tools for Google Sheets. In this article, I’ll explain why your current method of translating Google Sheets is not efficient and how you can optimize the translation process with the best online Google Sheets document translator. As a result, you’ll be able to translate Google Sheets faster, smarter, and easier.
Common Issues when Translating Whole Google Sheets Documents
1. Google Sheets Itself Can’t Translate the Entire Sheet (Unless You Run a Script)
Translating complete Google Sheets spreadsheets within Google Sheets itself requires a third-party add-on from the Google Workspace Marketplace or running a Google Apps script. However, your organization might not approve these methods from a security standpoint. Otherwise, you would need to copy and paste the text from each cell or chart into an external translation tool like Google Translate. This process is tedious and time-consuming. Alternatively, you could use the Google Translate formula and apply it to each cell individually using the =GOOGLETRANSLATE() formula.
When using add-ons, scripts, or formulas, you’re giving third parties access to read the content of your Google Sheets document. In summary, if you want to translate all the cells in Google Sheets at once, there is no easy and quick built-in functionality to do so. You can use Google Translation Hub, Google’s answer to web-based translation management systems, but it has certain limitations. At Pairaphrase, we have created a Google Sheets translator that offers additional benefits that may better suit your organization. We’ll discuss them below.
2. Free Google Sheets Translation Tools Have Size Limitations
If you frequently need to translate a Google Sheets spreadsheet larger than 10 MB, many free document translation tools won’t allow it. For example, Google Translate has a 10 MB limit, and it’s not the only tool that restricts the translation of large Google Sheets spreadsheets. Therefore, if your company needs to translate large Google Sheets files, you need a better alternative.
3. URLs are Translated
When translating a Google Sheets spreadsheet, the URLs in the document are often included in the translation. However, you need a tool that can analyze spreadsheet data in a way that recognizes URLs as text that should not be translated.
How to Translate an Entire Sheet in Google Sheets?
To translate an entire Google Sheets spreadsheet, use professional translation software. Our recommended solution is Pairaphrase. It allows you to translate entire Google Sheets files larger than 10 MB, ensures data security, and allows you to edit, improve, save, and reuse translations.
First, you need to download the file as an Excel file (XLSX) in Google Sheets, which only takes 5 seconds!
How to Convert Google Sheets to Excel?
To convert a Google Sheets document to Excel in the Google Sheets application, follow these 5 steps:
- Go to the File menu.
- Select Download.
- Choose Microsoft Excel (.xlsx).
- Name the file.
- Click Save.
Why Pairaphrase is the Best Way to Translate Google Sheets Spreadsheets
Pairaphrase is the best way to translate Google Sheets compared to any other translation software on the market. Pairaphrase is an AI-powered translation management system designed for teams that value safer, smarter, and faster translation in a web-based environment. It’s specifically designed to provide you with quick translation and cost-saving features that improve the quality of your translations over time. Most of our users are organizations that need to translate large documents and files, such as Google Sheets.
Here are some specific features that make Pairaphrase the best way to translate a Google Sheets document:
1. Batch Translation (Most Efficient Google Sheets Translation Method for Multiple Files)
Pairaphrase is the fastest way to translate Google Sheets spreadsheets “in bulk”. It allows you to upload a Google Sheets file and receive a preliminary translation within seconds or minutes. Even the text within charts and diagrams you create in a Google Sheets spreadsheet will be translated for you. Not only will all the cells in Google Sheets be translated at once, but you also have the option to translate multiple files or documents simultaneously in one session. This feature is especially useful for a group of files related to a single project (we’ll explain it further in the Translation Memory section).
2. Translate Whole Google Sheets Documents While Preserving Formatting
Preserving file formatting is another feature that sets Pairaphrase apart as the best way to translate a Google Sheets file. When using online Google Sheets translation tools to translate your entire Google Sheets file, many of them lose all formatting and layout. Pairaphrase aims to preserve as much as possible, including image placement, line breaks, paragraph breaks, font properties, images, and charts. This means you save a considerable amount of time as you don’t need to reformat an entire Google Sheets spreadsheet.
Please note that Pairaphrase’s automatic formatting is not perfect, but it will save you a lot of time.
3. Reuse Words and Phrases (Translation Memory)
One of the most compelling arguments for Pairaphrase as the best way to translate Google Sheets is its use of Translation Memory technology. After receiving this initial quick translation of your Google Sheets file from Pairaphrase, you can edit the translation segments in the translation editor to improve the translation. As you edit the file and save your changes, the text is stored in a central bilingual repository for future translation purposes.
How Translation Memory Helps Translate Google Sheets
Translation memories consist of terms and phrases that have been previously translated by machines and edited by humans or translated by humans and saved within the system. When you upload additional documents for future translation, the system divides your source text into segments and searches for exact or fuzzy matches of these segments within your translation memories. The system then suggests the most closely related phrase from your translation memories to be used as a translation. You can then accept or modify these “matches” for use as a segment’s translation.
As you save translations in your translation memories, you gain more matches, and the system continues to improve the quality of translations. This also greatly reduces translation time and costs. It’s important to keep in mind that to benefit from a translation memory system, human editing of machine translation or human translation is necessary.
4. Collaboration on Google Sheets Translation
You might find yourself in a situation where you need to work with a subject matter expert on a specific translation project. Whether that person is a colleague within your organization or an external business partner, collaboration is essential. Pairaphrase offers easy and real-time collaboration. You can quickly share translated files and invite colleagues into the platform to work on edits without needing to upgrade your plan. Additionally, you can start a conversation and track users’ editing history by segment, so you don’t have to guess who made what changes. Superior collaboration on translation is another reason why Pairaphrase is the best way to translate a Google Sheets spreadsheet.
5. Translation Engine Options
When using Pairaphrase as an alternative to Google Translate or as a replacement for another free tool like onlinedoctranslator.com, you have more flexibility. For example, you have the choice of multiple translation engines. You can translate not only with Google’s engine but also with those from Microsoft and Amazon Translate.
6. Data Security
Data breaches are increasing exponentially, making data security non-negotiable when translating business documents like Google Sheets. Pairaphrase offers the highest security standards to protect your translation data. Here’s how Pairaphrase safeguards your translation data to keep your company’s information secure and confidential:
- 4096-bit SHA-2 encryption
- 256-bit SSL certification
- Encrypted storage of files in transit, in use, and at rest via AWS
- “No return” to machine translation providers
- PCI-compliant payment processing via Stripe
- HIPAA, SOC1, and ISO27001-compliant data centers
- Multi-factor authentication
- TLS 1.2 (Transport Layer Security)
- Display of last login date and time in the footer
- Automatic session logoff for inactivity
- Password expiration after one year
- Automatic lockout after failed password attempts
- Device authentication
- GDPR and HIPAA compliant
- Single sign-on
- Supported secure browsers: Chrome, Firefox, Edge, and Safari
- Third-party security audit and assessment records
Use this Google Sheets Translator
Pairaphrase allows you to translate a Google Sheets spreadsheet into more than 100 languages and over 10,000 language pairs. This includes English, Spanish, French, German, Italian, Portuguese, Arabic, Hindi, Swedish, Dutch, Korean, Japanese, Chinese, and many more. It also supports the translation of files in an additional 21 file formats.
Now that you know how to efficiently translate an entire Google Sheets document using Pairaphrase, why not give it a try yourself? Schedule a demo or share this article with a colleague.
