Lingo Alignment Guide Version 7.0

MadCap Lingo Alignment Guide Version 7.0

Information in this document is subject to change without notice. The software described in this document is fur- nished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of MadCap Software. MadCap Software 7777 Fay Avenue La Jolla, California 92037 858-320-0387 www.madcapsoftware.com CONTENTS

CHAPTER 1 Introduction 5 CHAPTER 2 Creating Alignment Projects 7 CHAPTER 3 Aligning Files 11 CHAPTER 4 Aligning Segments 17 APPENDIX PDF Guides 27 INDEX 29

Alignment Guide iii MADCAP LINGO

iv Alignment Guide CHAPTER 1 Introduction

You can leverage translation work previously completed outside of Lingo by using the alignment feature.

EXAMPLE

Let's say your company has some legacy content that was created in English using MadCap Flare (or even another tool such as Microsoft Word). Subsequently, that content was translated into German using a tool other than Lingo. Now your company has purchased Lingo and wants to use it to translate future updates to that same documentation. The problem is that you do not want to lose all of that pre- vious translation work. The solution is to launch the MadCap Align utility from Lingo and create an alignment project.

From MadCap Align, you use the Start Alignment Wizard to create the new alignment project. In the process of doing this, you select the English version of the original Flare project (or other type of project/file), as well as the German translation of that project or file. In addition, you make sure the option is selected in the wizard to automatically upload the translated segments to your translation memory. Therefore, when you translate content in future Lingo projects, that previously translated content can be used via the suggestions feature in Lingo.

Alignment Guide 5 MADCAP LINGO

Following are the steps involved with the alignment feature. 1. Create alignment project From the MadCap Align utility, you can create an alignment project. See "Creating Alignment Projects" on page 7. 2. Align files or segments Although translated segments can automatically be uploaded to a translation memory database during the process of creating an alignment project, there might be some files or segments that require manual alignment. In MadCap Align the original and translated files and segments are shown side by side, allowing you to make sure everything is correct. If any pair of files or segments do not match precisely, you can manually align them. See "Aligning Files" on page 11 and "Aligning Segments" on page 17. 3. Upload segments to translation memory Once the file/segment alignment process is completed, you can manually upload the translated files or segments to your translation memory database. To do this, you can double-click any of the aligned files in the File Map window pane. Then, in the Alignment Tool, you can select specific segments and click in the local toolbar, or you can click to upload all of the segments in the file.

6 Alignment Guide CHAPTER 2 Creating Alignment Projects

You can create alignment projects after launching MadCap Align. An alignment project lets you leverage translation work previously completed outside of Lingo, uploading translated segments to your translation memory database. HOW TO CREATE AN ALIGNMENT PROJECT 1. Do one of the following, depending on the part of the user interface you are using.

Ribbon Select the Tools ribbon. In the Launch section select MadCap Align.

You can use the Options dialog to switch between ribbons and the classic menu/toolbar layout. For more information see the online Help.

Keep in mind that the smaller the application window becomes, the more the options in a ribbon shrink. Therefore, you might only see a small icon instead of text, or you might see only a section name displayed with a down arrow to access the options in it. You can hover over small icons to see tooltips that describe them. You can also enlarge the application window or click one of the section drop-downs in the ribbon to locate a hidden feature. Menu Select Tools>MadCap Align.

2. In MadCap Align do one of the following, depending on the part of the user interface you are using. Ribbon Select File>New Align Project. Menu Select File>New Align Project.

Standard toolbar Click .

To open the Standard toolbar from the menu view, you can select View>Tool- bars>Standard.

The Start Alignment Wizard opens.

Alignment Guide 7 MADCAP LINGO

3. Next to the Original Version field, click .

4. In the dialog that opens, navigate to the original project or file (in the original language) that you have already translated, and double-click the appropriate file. The various types of files that you can open to translate include: Flare projects and files; Mimic projects and movies; MadCap documents (e.g., for use in Contributor); Madcap Capture image files; MadCap packages/bundles (ZIP files); text files; HTM, HTML, and XML files; DITA files; Microsoft Word files; Adobe FrameMaker files; Adobe InDesign files; Microsoft PowerPoint files; and XLIFF files.

Note: Individual image files can be selected and translated in their own Lingo projects. However, if the images are included in Flare projects, you can translate the cal- lout text for those images at the same time that you are translating the other parts of the Flare project.

5. Next to the Translated Version field, click . 6. In the dialog that opens, navigate to the previously translated version of that same project or file and double-click it.

7. (Optional) If you want to automatically upload previously translated segments to translation memory, click the check box. Your translation memory database should be displayed in the field below. If it is not, you can click in the field and select it.

Note: If you select this check box, any uploaded segments that are already matched 100% will not be displayed in the File Map window pane in MadCap Align. Only files with segments that require alignment will appear in that window pane.

Note: If you do not use this feature, you will need to manually upload the translated segments to translation memory after the alignment project is created.

Note: In order to use this feature, you must first install a translation memory database.

8 Alignment Guide CHAPTER 2 Creating Alignment Projects

8. Click in the next field and select a translation memory database. 9. Click Next. 10. In the Source language section, select the original language that is used in the project you are translating. In the Target language section, select the language that you want to use for the translation. 11. Click Next. 12. In the Project Name field, type an appropriate name for your project. 13. By default, a path to the Documents\My Aligned Projects folder on your hard drive is entered in the Pro- ject Folder field. (This folder is created when you install the program.) All subfolders and files related to the aligned project will be placed in this folder as you work on the project.

Note: In some operating systems, the folder is called "My Documents" instead of "Documents."

14. Click Finish.

Alignment Guide 9 MADCAP LINGO

10 Alignment Guide CHAPTER 3 Aligning Files

When you create an alignment project, the original and translated files are matched and aligned by name. Although it might not be a common occurrence, there are a variety of reasons that a file from the original project might not be aligned with the same file in the translated project. The important thing is that you identify such mis- alignments and then correct them. You can do this by using the File Map window pane in MadCap Align.

The File Map window pane groups files found in both projects by file type. For each type, you can match the files together when necessary. There are a few operations for aligning files; you can shift the selected cells up and down, or swap two selected cells. After the files are aligned, you can manually upload them to your translation memory database.

Alignment Guide 11 MADCAP LINGO

EXAMPLE

After creating an alignment project, let's say you open the File Map window pane and notice that all of the topic file rows are aligned with identical names, except for two—"Welcome.htm" and "Intro- duction.htm."

To fix this you can select one of the misaligned cells (say, the "Introduction.htm" file in the first column) and click the appropriate "swap" button.

12 Alignment Guide CHAPTER 3 Aligning Files

The files become aligned, like this:

You can then upload the aligned files to the translation memory database.

Alignment Guide 13 MADCAP LINGO

You also might encounter situations where one file should actually align with two or more files.

EXAMPLE

Let's say that during the original translation, the topic "A1.htm" was translated into Spanish and the res- ulting topic file name was also "A1.htm." Later, however, maybe someone split the topic in the original version into two separate files—"A1.htm" and "A2.htm." In the File Map window pane of an alignment project, the results might look like this (notice that about half of the segments are in the source A1.htm file and the other half are in the source A2.htm file):

You can align and upload the files in order to store all of the translated data in translation memory. To do this, you would begin by aligning the first topic with the translated file. In the image above, this is already done (A1.htm is aligned with A1.htm on the right). Then you would double-click the row with the aligned files (A1.htm and A1.htm). In the Alignment Tool, you would make sure the aligned segments are translated properly and use one of the buttons in the local toolbar to upload the file or selected segments to translation memory.

After this, you would close the Alignment Tool. Then, in the File Map window pane, you would align the A2.htm source file with the A1.htm target file. For example, with the A1.htm source cell selected, you can click . This will swap that cell with the A2.htm cell, like this:

Once this is done, you would double-click the row with the aligned files (A2.htm and A1.htm). In the Alignment Tool, you would make sure the aligned segments are translated properly and use one of the buttons in the local toolbar to upload the file or selected segments to translation memory.

14 Alignment Guide CHAPTER 3 Aligning Files

HOW TO ALIGN FILES 1. Select Tools>MadCap Align.

2. In MadCap Align open the aligned project. Unless you specify otherwise, these types of projects are stored in the Documents\My Aligned Projects folder on your computer. (Lingo creates the My Aligned Projects folder when you install the program).

Note: In some operating systems, the folder is called "My Documents" instead of "Documents."

3. The File Map window pane should already be open. If it is not, do one of the following, depending on the part of the interface you are using.

Ribbon Select View>File Map. Menu Select View>File Map.

Standard toolbar Click .

To open the Standard toolbar from the menu view, you can select View>Tool- bars>Standard. Keyboard shortcut Press CTRL+SHIFT+R. 4. (Optional) In the File Map window pane, you can use the Filter field in the local toolbar to choose the types of files to see in the window pane.

5. Select the appropriate cell(s) on either the source language side or the target language side. You can hold down your SHIFT or CTRL key to click and select multiple cells.

Note. The File Map window pane is populated only if you have files that require alignment. If the window pane is empty, there is no need for you to do anything.

Alignment Guide 15 MADCAP LINGO

6. In the local toolbar, click one of the buttons to perform an alignment action (so that the source files on the left are aligned with the proper target files on the right).

If you have selected two cells (one above and one below) and click this button, the positions of those two cells will be swapped.

Click this button if you want to swap the selected cell(s) with those below it.

Click this button if you want to swap the selected cell(s) with those above it.

7. Click to save your work.

16 Alignment Guide CHAPTER 4 Aligning Segments

Whereas the File Map window pane can be used to perform alignment at the file level, the Alignment Tool can be used to do the same at the segment level. In most cases, you probably will not need to align segments. However, there may be situations when it is necessary.

To open the Alignment Tool, first open the File Map window pane in the MadCap Align utility (View>File Map). Then double-click on the associated pair of files. Like the File Map window pane, the Alignment Tool lets you shift selected cells up and down, or swap two selected cells. In addition, you can split and join segments.

EXAMPLE

After creating an alignment project, let's say you double-click on a pair of files in the File Map window pane and notice the following in the Alignment Tool.

Alignment Guide 17 MADCAP LINGO

The segments are not completely aligned. Therefore, you correct the situation, like this.

18 Alignment Guide CHAPTER 4 Aligning Segments

Now the cells are correctly aligned with their counterparts on the left, so you can upload them to translation memory.

Alignment Guide 19 MADCAP LINGO

EXAMPLE - SPLITTING A SEGMENT INTO TWO

Here is a situation where two segments are stuck together:

20 Alignment Guide CHAPTER 4 Aligning Segments

To split the segments apart, double-click in that cell. Then place your cursor where you want the split to occur.

Alignment Guide 21 MADCAP LINGO

When finished, you can upload the aligned segment(s) to your translation memory database.

22 Alignment Guide CHAPTER 4 Aligning Segments

EXAMPLE - JOINING A SEGMENT THAT IS SPLIT

Here is an example where one segment has been broken into two:

You can join that segment, like this.

Alignment Guide 23 MADCAP LINGO

When finished, you can upload the aligned segment(s) to your translation memory database.

24 Alignment Guide CHAPTER 4 Aligning Segments

HOW TO ALIGN SEGMENTS 1. Select Tools>MadCap Align.

2. In MadCap Align open the aligned project. Unless you specify otherwise, these types of projects are stored in the Documents\My Aligned Projects folder on your computer. Lingo creates the My Aligned Projects folder when you install the program.

Note: In some operating systems, the folder is called "My Documents" instead of "Documents."

3. The File Map window pane should already be open. If it is not, do one of the following, depending on the part of the interface you are using.

Ribbon Select View>File Map. Menu Select View>File Map.

Standard toolbar Click .

To open the Standard toolbar from the menu view, you can select View>Tool- bars>Standard. Keyboard shortcut Press CTRL+SHIFT+R.

4. In the File Map window pane, double-click on a row with aligned files. The Alignment Tool opens, dis- playing all of the segments from those aligned files. 5. In the Alignment Tool select the appropriate cell(s) on either the source language side or the target language side. You can hold down your SHIFT or CTRL key to click and select multiple cells.

6. In the local toolbar, click one of the buttons to perform an alignment action (so that the source segments on the left are aligned with the proper target segments on the right).

If you have selected two cells (one above and one below) and click this button, the positions of those two cells will be swapped.

Click this button if you want to swap the selected cell(s) with those below it.

Click this button if you want to swap the selected cell(s) with those above it.

Alignment Guide 25 MADCAP LINGO

Click this button if you have selected one cell and want to split its content into two cells. This button is disabled until you double-click in the cell that you want to split. After double-clicking the cell, place your cursor where you want the split to occur in the segment. Then click this button.

Click this button if you have selected multiple cells (above and below one another) and you want to join the content within them into a single cell.

7. Click to save your work.

After you align segments, you should upload them to your translation memory database. If you select specific segments and click in the local toolbar, only those translations will be uploaded. If you click in the local toolbar, all translations in the file will be uploaded.

26 Alignment Guide APPENDIX PDF Guides

You can download any of the following PDF guides from the online Help. Just open the topic called "PDF Guides" and click any of the download links. You can also scan any of the following QR codes to open the PDF on your mobile device.

Getting Started What's New Alignment

Key Features Shortcuts Termbases

Alignment Guide 27 MADCAP LINGO

Tour Workspace Translation

28 Alignment Guide INDEX

EXPS file 8 A Adobe FrameMaker 8 F Adobe InDesign 8 Files Align See MadCap Align aligning 6, 11 Alignment projects 5-7 FLPRJ file 8 files 6, 11, 15 FM file 8 segments 6, 17 FrameMaker See Adobe FrameMaker AVI file 8 G B GIF file 8 BMP file 8 Graphics See Images BOOK file 8 H C HDP file 8 Capture See MadCap Capture HTM file 8 HTML file 8 D DITA 8 I DITAMAP 8 Images 8

E EMF file 8

Alignment Guide 29 "JPEG file" through "ZIP file"

MadCap Flare 8 J MadCap Mimic 8 packaging 8 JPEG file 8 starting 5-7 JPG file 8 S M Segments MadCap Align 5 aligning 6, 17 MadCap Capture 8 SWD file 8 MadCap Contributor 8 SWF file 8 MadCap Flare projects 8 T MadCap Mimic TIF file 8 movies 8 TIFF file 8 projects 8 TM See Translation memory MCDOC file 8 Translation memory MCDOCT file 8 database 11 Microsoft PowerPoint 8 uploading 6-7 Microsoft Word 8 TXT file 8 MIF file 8 Mimic See MadCap Mimic W MIMOV file 8 WDP file 8 MIPRJ file 8 WMF file 8 MOV file 8 Word See Microsoft Word Movies MadCap Mimic 8 X XLIFF file 8 P XML 8 Pictures See Images XPS file 8 PNG file 8 PowerPoint See Microsoft PowerPoint Z Project Packager 8 ZIP file 8 Projects alignment 5-7

30 Alignment Guide