What Is Desktop Publishing?

Desktop publishing (DTP) refers to formatting translated documents to match the original layout and creating print-ready files. This is a special skill that requires specific software applications. Most customers outsource DTP to a professional language service provider as part of the localization process.

If you’re considering translating technical documentation, employee handbooks, product instructions etc. you should always provide your document files for localization in their native format to accelerate timelines and reduce costs. 

What Are Native File Formats?

A file’s native format is the format of the application it was originally created in. For document translation, typical native file formats are:

1. Microsoft Excel (.xlsx )
2. Microsoft PowerPoint (.pptx)
3. Microsoft Word (.doc or .docx.)
4. Adobe InDesign (.indd)
5. Adobe Photoshop (.psd)
6. Adobe Illustrator (.ai)

Files can be saved in many other formats, including .txt (plain text file), .pdf (portable document format), and .rtf (rich text file). Although localization teams can often work with these files, they are not ideally suited for localization purposes due to missing fonts, links, or version compatibility issues.

Why Is Desktop Publishing Required?

The main reason DTP is required is that the length of the translated text can vary greatly depending on the target language. For example, the original text can expand by as much as 30% when translated from English into German, or from English into French. 

Because of this text expansion, headings and words may be truncated (cut off) and images moved to the next page. These problems can be resolved by modifying the images and/or resizing the text to fit within the original layout of the page.

Moreover, some Asian and Middle Eastern languages require different fonts because they use special characters not found in the Roman alphabet. For example, Arabic translations may need extensive DTP since this language is written from right to left. The entire layout, including images, must be adapted in order for these languages to fit on the page.

Multilingual Desktop Publishing as Part of the Localization Process

1. At the quote stage: A file check is conducted to ensure all required files are present and correct. For instance, it is crucial to have all fonts and images that might later be needed for DTP. Any additional images, screen captures, drawings, or other non-editable elements that might require localization or need to be recreated must also be accounted for at this time.
2. At the translation stage: The text is extracted, and a translation memory is applied (or created if this is your first project). Translation memory tools allow translators and reviewers, who typically do not work directly in native formats, to focus on the quality of the text, (style, terminology, and consistency, etc.) rather than on the layout.
3. At the formatting stage: After the translation has been reviewed, the project manager sends the files to a multilingual desktop publisher who specializes in desktop applications and graphics. This specialist will open the file in the correct application, such as Adobe InDesign, and begin work on the layout. DTP localization specialists amend the formatting, including bullet points, tables, and graphics. They ensure there are no hidden, truncated, or overlapping texts, reconstruct the table of contents, and add localized images if necessary. 
4. At the quality assurance stage: The localized files are exported in .pdf format for a final check. A native speaker will look for incorrect line breaks and broken hyperlinks and flag any issues to the DTP team. After fixing any problems, the DTP specialist creates localized print-ready files. This step ensures that the final documents do not contain any language or layout errors when they go to print. 

Pro tip: If you like, your project manager can also send you the translated files for review prior to the DTP stage. This way, any revisions from your team can be implemented before DTP, saving you time and money. 

Why Outsource Multilingual Desktop Publishing?

There are many reasons customers may elect to outsource DTP to their language service providers as part of the entire localization process. Some of the most common are as follows:

1. Lack of in-house DTP specialists
2. Little or no experience with foreign languages 
3. Teams are busy working on core tasks
4. No international staff to carry out final checks

At SimulTrans, we employ experienced multilingual DTP specialists, thus ensuring good quality multilingual DTP services in any language you require.                                                            

Have a business document that requires translation and DTP?