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Workflow - memoQ

Contents

Translator – Software workflow ................................................................................................................. 5

Set up project .......................................................................................................................................... 5

Individual: Create and configure new project ..................................................................................... 5

Translator in a workflow ..................................................................................................................... 8

Prepare document for translation ............................................................................................................ 9

Enable Auto-propagation (if needed) .................................................................................................. 9

Enable tracking of changes (recommended) ....................................................................................... 9

Pre-translate ........................................................................................................................................ 9

X-translate......................................................................................................................................... 10

Populate number only segments ........................................................................................................ 10

Create image localisation pack.......................................................................................................... 10

Translate document(s) ........................................................................................................................... 12

Edit source text (if needed) ............................................................................................................... 13

Check segmentations ........................................................................................................................ 13

Translation Results............................................................................................................................ 13

Predictive typing ............................................................................................................................... 13

AutoPick ........................................................................................................................................... 14

Spelling and grammar check ............................................................................................................. 14

Use concordance ............................................................................................................................... 14

Leave comments ............................................................................................................................... 14

Review document(s) ............................................................................................................................. 15

View and resolve errors and warnings (if any):................................................................................. 15

Confirm/reject translations: ............................................................................................................... 15

Compare versions ............................................................................................................................. 15

Review changes and conflicts ........................................................................................................... 15

View row history and revert to earlier version (if needed) ................................................................ 16

Synchronise project to server (for online projects/ projects with workflow) ......................................... 17

Manual synchronisation .................................................................................................................... 17

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Automatic synchronisation................................................................................................................ 17

Pass documents to next user .................................................................................................................. 17

Individual: Export document(s) ........................................................................................................ 18

Translator in a team: Deliver document(s) to next user ..................................................................... 18

Extract terms ......................................................................................................................................... 19

Quickly add term to termbase (can be done at any stage of workflow) ............................................. 19

Use term extraction tool (after whole document is translated) .......................................................... 19

Resolve LQA errors (if reviewer returns back) ..................................................................................... 20

Wrap up (mark as finished) and archive project .................................................................................... 20

Reviewer – Main tasks .............................................................................................................................. 22

Edit LQA model ................................................................................................................................... 22

QA Model ......................................................................................................................................... 22

QA Mapping ..................................................................................................................................... 22

Pass/Fail criteria ................................................................................................................................ 23

Perform LQA ........................................................................................................................................ 23

Deliver or return document ................................................................................................................... 24

Create and export LQA report............................................................................................................... 25

Translator and reviewer - Side tasks ......................................................................................................... 27

Create reports ........................................................................................................................................ 27

Progress report ................................................................................................................................. 27

Analysis report .................................................................................................................................. 28

Edit distance statistics ....................................................................................................................... 29

Import more files (individual) ............................................................................................................... 30

Turn on spelling and grammar checker ................................................................................................. 30

Manage resources ..................................................................................................................................... 31

Translation Memories ........................................................................................................................... 31

Create new translation memory......................................................................................................... 31

Edit TM............................................................................................................................................. 32

Termbases ............................................................................................................................................. 33

Repair termbases ............................................................................................................................... 33

Import terms from files ..................................................................................................................... 35

Edit a term base................................................................................................................................. 36

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LiveDocs corpus ................................................................................................................................... 37

Align bilingual files .......................................................................................................................... 37

Export LiveDocs corpus to TM ......................................................................................................... 41

Muses (TM + LiveDocs corpus) (local resource) .................................................................................. 42

Create and train a Muse. ................................................................................................................... 42

AutoCorrect List ................................................................................................................................... 43

Migrate AutoCorrect List from Microsoft Word 2010 to MemoQ .................................................... 43

Stop word list ........................................................................................................................................ 45

Create stop word lists ........................................................................................................................ 45

Import a new stop word list from text file ......................................................................................... 46

Append a stop word list (from text file) to an existing list ................................................................ 46

Combine two stop word lists in memoQ (both .mqres files) ............................................................. 46

Lock/unlock stop word list from editing ........................................................................................... 46

Dictionaries ........................................................................................................................................... 46

Install more Hunspell dictionaries ..................................................................................................... 46

Create a Hunspell dictionary from a non-Hunspell .dic file. ............................................................. 47

memoQ web search ............................................................................................................................... 48

Edit memoQ web search settings ...................................................................................................... 48

Project Manager – Main tasks ................................................................................................................... 50

Create new online project ..................................................................................................................... 50

Import files ........................................................................................................................................... 50

Add users to project .............................................................................................................................. 50

Assign roles to users and set deadlines ................................................................................................. 51

Launch project ...................................................................................................................................... 51

Check out and open local copy ............................................................................................................. 52

Export data ............................................................................................................................................ 52

Post-translation analysis ....................................................................................................................... 52

Project Manager - Side tasks ..................................................................................................................... 54

Set up auto-assign ................................................................................................................................. 54

Server management................................................................................................................................... 56

Manage users ........................................................................................................................................ 56

Set up e-mail alert service ..................................................................................................................... 58

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Create e-mail templates for each alert ................................................................................................... 58

Broadcast a message and change message settings ............................................................................... 59

Miscellaneous ........................................................................................................................................... 61

Refresh project data ............................................................................................................................. 61

Suspend corpus indexing to speed up PC .............................................................................................. 61

Transcribe images (if any) .................................................................................................................... 61

Locate segments to translate ................................................................................................................. 61

Set default fonts .................................................................................................................................... 61

Set up automatic updates....................................................................................................................... 61

Toggle display of non-printing characters ............................................................................................. 61

Clear change marks ............................................................................................................................... 61

Appendix .................................................................................................................................................. 62

Dashboard icons .................................................................................................................................... 62

Translation status .............................................................................................................................. 62

Location/Type ................................................................................................................................... 62

Workflow status ................................................................................................................................ 63

Match rate band ................................................................................................................................... 63

Translation memory built-in field names and their field types .............................................................. 64

Resource locations ................................................................................................................................ 64

memoQ vs TRADOS-like word counts (from memoQ’s Word Counts and Match Values guide) ........ 65

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Translator – Software workflow

Set up project

Individual: Create and configure new project

1. From the dashboard, under “Frequent Tasks”, select “Create a new project”.

Set up project Prepare

document for translation

Translate document(s)

Review documents

Synchronise project (for

online projects)

Pass translation to next user

Extract terms Review LQA

errors (if needed)

Wrap up and archive project

Individual: Create and configure new project

Translator in a workflow

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2.

Name: This is the memoQ project file name which cannot be changed afterwards. These

characters cannot be used: \ | / : * ? “ < and >. Other Windows filename restrictions apply.

Source and target language: This cannot be changed afterwards.

Project: This is the project’s name for your own reference. No naming restrictions apply. Optional.

Domain: This is the theme/topic of your translation. Optional.

Subject: This is the subject of your translation. Optional.

Project directory: This is where you would like to save the file (changing location afterwards is

not recommended as links will break).

Created by: This is populated with the username of the PC user by default which can be changed.

Optional.

Deadline: Optional.

Record version history for translation documents: Recommended to check this option. If

unchecked, you cannot use X-translate and compare versions. Uncheck only if the PC is running

out of memory.

Create Language Terminal entry for this project: Language Terminal is memoQ’s online platform

to manage projects and share resources. Uncheck this option as Language Terminal is not set up

yet.

Connect to a content source: Check this option if source files are not hosted locally.

3. Import sources files

Note: Images can be imported but memoQ will not extract the text from the image (i.e.

memoQ has no OCR function). Refer to here on how to localise images.

Note: If you want to use LQA review in your project, do not import your documents yet as

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LQA models will only apply to documents imported after it is selected. Follow the steps

below:

Complete the wizard without importing.

Go to Project home Settings LQA models.

Select the LQA model you wish to use in your project and then go to the Translations

tab to import your files.

Skip to step 5 if your source files are in different folders and you want to keep the folder structure.

Normal importing: Select “Import” for normal importing (in most cases this will suffice).

If you wish to adjust settings select “Import with options…” The following window will

appear.

Filter: This helps memoQ to identify the type of the file imported.

Create preview: Check this option if you want to preview the files before

importing.

Record version history: Uncheck this option if the PC is running out of memory.

Import embedded objects/images: Check these options if you need the objects

and images to be in the translated files.

4. Select the appropriate translation memory/memories and term base(s) on the next two screens and

complete the wizard.

Follow this step for importing whole folders. If not skip to the next step.

Go to Project home Translations Import folder structure…

Choose the base path (the folder that contains all your folders, sub-folders and files).

Press OK.

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5. Go to Project home tab Live Docs, Term bases, Muses and Settings tab and select which

resources to use for the project.

Translator in a workflow

To receive files from server

From the dashboard (the first screen you see when you launch memoQ), select “Check out online project”.

Type “memoqserver” in the server URL and press the Select button. Select and check out the project you

want.

If received handoff package from email

From the dashboard, select “Import handoff package”.

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Prepare document for translation

Enable Auto-propagation (if needed)

When enabled, auto-propagation continuously monitors whether the segment you are translating is a

repetition, and if it is, automatically propagates your confirmed translation into all other identical

segments.

Open a project and go to Translation menu Auto-propagation…

Recommended settings are shown below.

Enable tracking of changes (recommended)

Go to Translation menu Toggle Track Changes

Pre-translate

Perform auto translation based on all bilingual resources (TM, LiveDocs corpus, Termbase, Muses)

Go to Operations menu Pre-translate.

Scope and lookup

Scope: Where you would like to pre-translate

Lookup: How accurate you want the translation to be (select “Settings…” and check also)

Segmentation:

Pre-translate (auto-translation

based on resources)

X-translate (recover previous

version)

Populate number-only

segment

Enable auto-propagation

Enable tracking of changes

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Select “Perform fragment assembling” for using fragments of translation memories to pre-

translate if you cannot find whole matching segments

Select “Automatically join and split segments for best match” to perform segmentation based on

TM (use this if TM is large enough). Select “Settings…” and adjust “Minimum segment length

after splitting”.

Confirm/lock

Adjust this only if you wish to lock segments

Versioning

Check both checkboxes and save a backup (snapshot) so that you can revert to your previous translation if

you are not satisfied with the pre-translation.

Statistics

Click here for explanation.

X-translate

Translate based on a previous version that is available.

Note: You need to have versioning enabled in the project creation wizard for your imported

documents to use x-translate. A major version is saved whenever you import an updated source document.

Go to Operations X-translate. Choose the version you wish to recover. In most cases, using “Mid-

project update” will suffice. Ignore the “Work on the basis of context IDs, not text flow” checkbox.

Populate number only segments

Go to the Operations menu and select “Populate number-only segment”.

Create image localisation pack

Create image transcription: manually transcribe or OCR the image.

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Open the project in memoQ and import the image.

If you double-click on the image file in the Translations tab, the translation editor will appear

with the words “Image needs to be transcribed”:

Go back to Project Home. Go to Operations Images Transcribe Images. Paste or type in the

transcription and leave instructions for the graphics designer.

Click on “Open document for translation”. The “Image needs to be transcribed” message will be

replaced with the transcription.

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Translate the image as you would a normal document.

Translate document(s)

Navigation: Use the Up and Down arrow button or Page Up and Page Down to navigate through

segments. Tab to toggle between source and translated text.

Save file: Press Ctrl+S. This will also refresh the view pane below the translation editor. The current

segment is boxed in red.

Lock a segment from editing: Press Ctrl+Shift+L or double-click on the cross/tick symbol at the right side

of the segment.

Basic formatting:

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Edit source text (if needed)

Check if source text is rendered properly. To edit the source text, right click and select “Edit Source” or

press F2.

Check segmentations

To join segments, select the segments to be combined and select “Join Segments” or press Ctrl-J.

To split segments, position caret (the blinking line in a text editor) at the place you want to split in the

source text. Right click and select “Split Segments” or press Ctrl+T.

Translation Results

Click on translated text box. If there is any match in TM, it will appear in the Translation Results panel at

the right side of the screen.

To use a result (“hit”), double click on it or press Ctrl+[result number]. To insert the first hit, press

Ctrl+Enter.

Predictive typing

Type something in the target text column. If there are suggestions from Predictive Typing, a small dialog

box should appear. Suggestions come from term bases, non-translatables, LSC hits which have a

translation (from TMs), Muses and auto-translatables.

You can close it by pressing Esc, or simply ignore the list. You can navigate the list by using the

Up/Down arrows on your keyboard. Insert the selected item by pressing Enter.

Edit source text

Check segmentations

Translation results

Predictive typing

AutoPick Spelling and

grammar check

Concordance Leave

comments

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AutoPick

To copy tags, numbers, terms, non-translatables and auto-translatables from source text to translated text,

use AutoPick by pressing Ctrl when editing translated text.

Note: If numbers are typed using Chinese input method, it will not be detected by AutoPick.

Spelling and grammar check

Press F7. If using this feature for the first time, you need to turn on spelling and grammar checker first.

You do not need to configure it again for subsequent projects.

Use concordance

Highlight word in source or target column and press Ctrl+K. Segments from the TM and LiveDocs corpus

that contain the highlighted word will appear.

Leave comments

Double-click on the speech comment below the tick/cross OR

Right click on segment and select “Add Comment…” OR

Press Ctrl+M

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Review document(s)

View and resolve errors and warnings (if any):

Double-click on orange thunder symbol or red exclamation mark symbol at the side of a

segment OR

Change view of View Pane to Review OR

Go to Operations menu Resolve errors and warnings. If warnings are ignored, the thunder symbol

will become white . Documents with warnings can be exported, however errors cannot be ignored

and must be rectified before memoQ allows you to export the file.

Confirm/reject translations:

Ctrl+Enter: Confirm translation and save translation to TM. Refer to the translation status legend

here.

Ctrl+Shift+Enter: Confirm translation without saving to TM.

Shift+Enter: Reject translation.

Compare versions

Go to Project Home Translations.

Right click on document History/Reports.

Choose version and select “View differences using track changes” (to view in MemoQ) or “Export

difference as change-tracked Word file” (to view in Word).

Review changes and conflicts

Go to Translations Toggle Track Changes Custom… Choose the version you wish to compare

against the current translation and press OK.

View and resolve errors and warnings

(if any)

Confirm/reject translations

Compare versions

Review changes and conflicts

View row history and revert to earlier

version (if needed)

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View row history and revert to earlier version (if needed)

Open the Translation pane and select a row. Go to Translations Row history.

Before reverting Revert to earlier version

After reverting

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To use an old version, close the Row History dialog box, go to the Translations menu and select Revert to

Earlier Version or press Shift+Ctrl+E.

Synchronise project to server (for online projects/ projects with workflow)

Manual synchronisation

Open project and press the Synchronise Project button

Automatic synchronisation

Press the Synchronisation Behaviour of Documents button and select “Auto Save On Server”.

Pass documents to next user

Individual/ last user in workflow: Export

document(s)

Export translation Export bilingual files (source and target

text)

Export image localisation pack

Translator in a team: Deliver document(s)

to next user

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Individual: Export document(s)

Export translation (all documents in project)

Note: If translation is incomplete, the following dialog box will appear. Follow settings below

(recommended).

Single file

Open document to translate

Go to Project Export active document

Batch export

Go to Project home Translations

Select “Export (dialog)” to choose where to save

Select “Export (stored path)” to export to defined folder path (by default, memoQ will save it to

the same location as the source files)

Export both source and translated text (bilingual files)

Go to Project home Translations. Select the translations to export and click “Export bilingual”.

memoQ XLIFF: memoQ’s native file format (for transferring translations between memoQ users)

TRADOS-compatible bilingual DOC: for import into TRADOs (ignore)

Two-column RTF: to share translation with people without CAT tool/ for a printer-friendly

document.

Export image localisation pack (if images are translated)

Before exporting, you need to create an image localisation pack first.

Go to Project Home Translations

Choose image files and select “Prepare image localisation pack”

Translator in a team: Deliver document(s) to next user

Go to Project home Translations tab and select “Deliver/return” OR

Right-click on the document and select “Deliver/return” OR

Press the button on the toolbar.

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Extract terms

Quickly add term to termbase (can be done at any stage of workflow)

Highlight the term in source text and corresponding translation in translated text, then right click and

select “Quick Add Term” or press Ctrl+Q.

Use term extraction tool (after whole document is translated)

Go to Operations Extract Terms…

Delimiters: the symbols that separates terms from one another (e.g. if “-“ is listed as a delimiter, e-mail

would be seen as “e” and “mail”.)

Stop word list: A stop word is a word that should not occur in relevant terms (在，去，哪 etc. in

Chinese and am, because, shall etc. in English). Without stop word lists, you will have a lot of irrelevant

terms, or for Chinese, invalid terms (e.g. 在超 instead of 超市). Choose the stop word list to be used from

the drop-down menu. Before term extraction, ensure that you have stop word lists available first. If not,

use the first method (quick add term).

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Go through the terms. Press Ctrl+Enter to accept a term/terms, Ctrl +D to drop (reject a term). When

completed, press the Export to Termbase button .

Resolve LQA errors (if reviewer returns back)

Click on the funnel icon, check the Rejected check box under the Status tab and then click OK.

In the View pane, switch to the Review view: click the Review button. All LQA and QA warnings are

displayed here.

Click on to accept an error correction. Click on to edit an error or to add a comment. Click on

to start a discussion (only for online projects). Click on to delete an error.

After all the errors are rectified, deliver the document back to Reviewer 1.

Wrap up (mark as finished) and archive project

Go to Project home Translations and select “Wrap up”. At the dashboard, the finished project will be

marked in green.

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Select “Delete Project” to move the project to the Recycle Bin and archive it.

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Reviewer – Main tasks

Edit LQA model

Go to Resource Console LQA settings. Select the model and press Edit.

QA Model

If penalty points are used, you will see the following type of model:

If penalty points are not used, there will be no minor and major column in the model.

QA Mapping

QA mappings will convert all warnings automatically detected by memoQ into LQA errors. If you

remove an item from the list, memoQ will still detect and mark the QA type as a warning in the document.

Edit LQA model

Perform LQA

Deliver or return

document

Create and

export LQA

report

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Pass/Fail criteria

If penalty points are used:

Normalised score: A number between 0 (no changes at all) and 1 (whole document has errors) (i.e. how

much errors are there as a percentage of whole document/project).

If penalty points are not used:

Text unit: can be a word, segment or document

Example: 20 minor errors per 3000 words or 3 major errors per 3000 words.

Perform LQA

Open a translation as Reviewer 1 or 2 and reject a segment with error. The following dialog box will

appear.

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Deliver or return document

Press the button on the toolbar. The following dialog box will appear

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For reviewer 1: If there are no LQA or QA errors you may check the first radio box to deliver it. If there

are errors, memoQ will force you to return the document to the previous user (i.e. the translator). If you

do not want to return the document, you have to rectify all the errors in order to deliver the document.

Create and export LQA report

Go to Operations menu LQA reports

Word Counts: Refer to here for explanation.

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Translator and reviewer - Side tasks

Create reports

Explanation of terms

Progress report

Go to Project Home Translations. Under the Progress tab, click “Create new report now”.

Create reports Import more

files

Create image localisation

pack

Clear change marks

Turn on spelling and grammar

checker

Progress report Analysis report Edit distance

statistics (for MT post-editing)

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Analysis report

Go to the Operations menu Statistics…

Analysis section

1) Homogeneity:

If there are repeated terms/segments in the passage, they will be counted in the analysis as if they are

already in a translation memory and being utilised.

2) Create project TM:

If checked, memoQ will collect all segments from the TM and LiveDocs corpora that give a result

during pre-translation, forming a Project TM with data relevant to the subject of the document, to

be reused in future projects about the same subject.

3) Repetitions take precedence over 100%:

When checked, If a segment is a repetition AND not the first occurrence of the repetition in your

current analysis AND has a 100% best match, this segment is counted as a repetition in your statistics.

4) Disable cross-file repetition: If you do not check this check box, then memoQ treats repetitions being

found in different documents as repetition in the statistics.

Word counts section:

1. memoQ: Check this check box to display memoQ word counts (recommended).

Note: In memoQ, similarly to Microsoft® Excel®, every string or character that is between

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whitespaces is counted as a word. Therefore in memoQ mode you always count numbers as a single

word and hyphenated words like in-bound are also considered to be a single word.

2. TRADOS-like: Check this check box to display Trados-like word counts. SDL Trados® is another

CAT tool on the market that handles word counts differently.

Refer to memoQ vs TRADOS-like word counts for further explanation.

Tags in word and character counts section:

1. Tag weight (words and/or characters): Leave the weight at 0 words and 0 characters to exclude tags

from the word count.

Export

Click on the Export button.

For general viewing purposes, export the report in HTML format. For further processing in Excel, export

the report as CSV (Reflecting displayed results) or CSV (Per-file, all information).

Edit distance statistics

Use this to measure the quality of Machine Translation, after post-editing. Under the Edit Distance

Statistics tab, click “Create new report now”.

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1. Absolute edit distance: A sum of added and deleted characters over a text (document, project, etc.)

which tells you how much editing someone did overall.

2. Normalised edit distance: A number between 0 (no changes at all) and 1 (the two segments are

infinitely different) (i.e. how much is edited in comparison).

Editing time report

Import more files (individual)

Go to Project home Translation Import/ Import with options…/ Import folder structure

Turn on spelling and grammar checker

Go to Tools menu Options… In the Options dialog box, select the “Spelling and Grammar” category,

then select the Spelling tab. Check the “Check spelling as you type” check box.

Under Language-dependant settings, use MS Word for English and Hunspell for other languages.

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Manage resources

Note: to view server resources, launch the Resource Console, select “memoqserver” from the drop-

down menu at the top of the screen, and press Select.

Translation Memories

Create new translation memory

Go to the Tools menu Resource Console Translation memory and click on “Create new”.

Translation memories

Termbases (a.k.a.

glossary)

LiveDocs corpus

Muses (TM + LiveDocs)

AutoCorrect list

Stop word lists

Dictionaries memoQ web

search

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No context: memoQ will store only the segment itself. (Highest match is 100%)

Simple context check box: memoQ will store the segment you confirm, along with the text flow

context (preceding and following source segment).

Double context: memoQ will store the ID-based context and the text flow context for a TM

entry.

100% match: source segment matches TM entry.

101% match: source segment + text flow context matches TM entry.

102% match: source segment + text flow context + ID-based context matches TM entry.

Allow reverse lookup check box: If you tick this, the translation memory will be "reversible".

This means that you can use it for lookups in the target language. For example, if you create an

English-Spanish translation memory with this setting turned on, you will be able to use it in

Spanish-English projects.

Read-only check box: This locks/unlocks the TM from editing (saving or deleting entries).

More fuzzy hits/Faster lookup slider: Faster lookups return more accurate hits but provides lesser

suggestions (useful parts of the contents of the TM might be missed). On the other hand, if you

choose more fuzzy hits, the lookups, and especially pre-translation or statistics will be slower.

Edit TM

Go to the Tools menu Resource Console Translation Memory. Select the TM to edit and click on

“Edit”. Click on OK if you do not need to perform any filtering

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Notes:

Author's role: If you uncheck all the roles, then you get all TM entries with no role information in your

search result. If you do not want to filter by role, check all four checkboxes.

When you filter the Project, Domain, Author, Client, and Subject fields in the TM editor, you must

enter the entire filter string.

Example: if your client's name is "Kilgray Deutschland GmbH", you cannot filter the TM in just typing in

"Kilgray" or "Kilgray Deutschland", you have to enter the whole search expression, i.e. "Kilgray

Deutschland GmbH". The filter is not case sensitive, you get hits for filter "kilgray deutschland gmbh" as

well.

Termbases

Repair termbases

Go to the Tools menu Resource Console Term bases Repair resource

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Import terms from files

Go to the Tools menu Resource Console Term bases. Select the term base which you wish to

import the terms to (or create a new termbase, then select it). Click on “Import terminology” and select

the file to import. Supported file types are .csv, .txt, .tmx, .xls, .xlsx, .xml, and .tbx.

If you import an Excel file, the following dialog will appear.

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Check the “First row contains field names” check box if your Excel table has headers

If your field is not in any of the default fields, select “Import as other field” “Comments”.

Edit a term base

Go to the Tools menu Resource Console Term bases. Select the term base and click on “Edit”.

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Matching tab:

Matching:

Fuzzy: Use this value to get hits independently of prefix or suffix matching. E.g. “forest”

will match “forest”, “rainforest”, “deforestation” etc,

50% minimum: Use this value to set the prefix matching sensitivity of the selected term

base entry to permissive. This is the default setting. E.g. “project” will match both

“project” and “projects” but not “projectapplication”.

Exact: Use this value to set the prefix matching sensitivity of the selected term base entry

to insensitive. E.g. “project” will match “project” but not “projects” and

“projectapplication”.

Case sensitivity:

Permissive: small caps will match both small and big caps (e.g. “it” will match “it”, “It”

and “IT”, but big caps will only match big caps (e.g. “IT” will only match IT).

Usage tab:

Forbidden term: Check this check box to set the selected term entry to forbidden. If a source term

is set to forbidden, it will not appear on the Translation results pane. If a target term is set to

forbidden, it will appear on the Translation results pane in black.

LiveDocs corpus

Align bilingual files

Go to the Tools menu Resource Console LiveDocs and select “Add alignment pairs…”.

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Use terms as anchors: Select this option if you want memoQ to relate segments together by common

terms.

Look up terms now check box: If you think memoQ will find a lot of terms, select this option: then

memoQ will read through the documents and look up all possible terms up front: this makes the

alignment process quicker.

Term base with the highest rank only: Check this check box if your project has multiple term bases,

but you want the alignment to use the highest ranked term base only. If you have large reference term

bases, this can also make alignment run faster.

Minimum term length spin box: The higher the minimum term length, the lesser the number of false

anchors. Normally, you should not change this number, unless you have specific abbreviations in

your term base that you want memoQ to match in the documents.

Compare bold/italic/underline check box: Select this option if you want memoQ to relate segments

together by common formattting.

Compare inline tags check box: Select this option if you want memoQ to relate segments together by

common inline tags.

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Note: this works only when the two documents are in the same document format (for example, both

are DOCX files), and their formatting is fairly similar.

Scope radio buttons: Choose Entire document to re-align the entire document. Choose From current

segment to re-align the document only downwards from the current segment.

Click OK. The aligned documents will be listed as shown below. Double-click on a pair to open the

alignment editor.

memoQ will auto-align segments but the alignment may not be accurate. Click on “Edit document” to

perform manual alignment.

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Close the alignment editor. Go back to Project Home LiveDocs and click on Export to TM.

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1. Green lines: auto-alignment

2. Blue lines: manual synchro link (Ctrl+L)

3. Pink line: manual cross link (Ctrl+O)

When completed, check the “Alignment is finished” checkbox.

Export LiveDocs corpus to TM

Go to Project home LiveDocs. Select the corpus to export and click on “Export to TM” at the bottom

of the screen.

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If you did not confirm all the auto-alignments (i.e. you have green links in the editor) and you want to

keep those entries, uncheck the “Only confirmed (blue) lnks” checkbox.

Muses (TM + LiveDocs corpus) (local resource)

Create and train a Muse.

Go to the Tools menu Resource Console Muse and click on “Create new”. Name the Muse, select

the source and target language and click OK.

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Sensitivity and precision: the lower the value, the more entries extracted and created (but may be slower

and have more inaccurate hits)

Training data: only local resources can be used. If you want to use a remote resource, you will have to

create a local copy first.

What to use from alignment: If the second radio button is selected, ensure that you have manually

confirmed all the segment links in your LiveDocs corpus, as auto-alignments will not be saved as Muse

entries (and you may end up with very little hits without realising why).

AutoCorrect List

Migrate AutoCorrect List from Microsoft Word 2010 to MemoQ

Open Microsoft Word 2010 and create a blank document.

Press Alt + F11 to open the Visual Basic Editor.

In the Project Explorer at the left side of the window, expand Normal and then the Modules folder.

Select the New Macros module.

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Note: If you cannot see Project Explorer, go to the View menu and select Project Explorer or

press Ctrl+R.

Copy and paste the following VBA macro in the VBA editor and close the editor.

Go to the View tab Macros View Macros. Run the macro “BuildAutoCorrectList”.

A list of all AutoCorrect entries will populate the document. Paste the following code at the

beginning of the document. Minimise the Word document first.

Launch MemoQ. Open the Resource Console and go to AutoCorrect lists. Create an AutoCorrect

list and select the language you want this list to apply to (e.g. MS Word’s default AutoCorrect list

is mainly for English). Do not create any entries. Export the blank AutoCorrectList. You should

get a .mqres file.

Open the .mqres file in Notepad. You will see something like the screenshot below (with different

filenames etc.)

Copy all the text in the minimised Word document and append to the code in the .mqres file. Save

the file.

Sub BuildAutoCorrectList()

Dim ACE As AutoCorrectEntry

'Create new document

Documents.Add

'Iterate through AutoCorrect entries.

For Each ACE In Application.AutoCorrect.Entries

'Insert each entry name and its value on a new line.

Selection.TypeText ACE.Name & vbTab & ACE.Value & vbCr

Next

End Sub

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Import the .mqres file into memoQ.

Stop word list

Create stop word lists

Go to the Tools menu Resource Console Stop word lists and click on “Create New”. Type in a

name, select a language and click OK.

Select “Edit”. The following box will appear.

1. Head stop words (Blocks as first): If a word sequence starts with a head stop word, it is discarded

from the list.

2. General stop words (all three options checked): If a word sequence includes a general stop word

(anywhere), it is discarded from the list.

3. Tail stop words (blocks as last): If a word sequence ends in a tail stop word, it is discarded from the

list.

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Import a new stop word list from text file

Create a stop word list in memoQ with the name and language of the stop word list to be imported.

Select the newly created list from the Resource Console and click on “Export”. Save it at somewhere

convenient (e.g. Desktop). You should have an .mqres file.

Open the text file and ensure that the stop word list is in the following format:

[word]+tab character+[check “Block as first” or not] + [check “Block inside” or not] + [check “Block

as last” or not]

[Note: 1 means “checked”, 0 means “unchecked”]

Open the .mqres file in Notepad. You should see an XML file that resembles the picture below:

Append the stop word list to the end of the .mqres file. Save the .mqres file.

Restore memoQ. Go back to Resource Console Stop word list. Delete the existing stop word list

and re-import the file.

Append a stop word list (from text file) to an existing list

Export the existing list.

Follow steps 3 to 6 of “Import a new stop word list from text file”.

Combine two stop word lists in memoQ (both .mqres files)

Export both lists and open them in Notepad.

Copy the stop word lists (excluding the XML tags) in one of the files and append to the other.

Re-import into memoQ.

Lock/unlock stop word list from editing

Go to the Tools menu Resource Console Stop word list. Right-click on the stop word list to be

locked, then select Properties. Check the “Read-only” option to lock, uncheck to unlock.

Dictionaries

Install more Hunspell dictionaries

1. Go to http://extensions.openoffice.org/ and download the dictionary files.

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2. Change the extension of the .oxt file to .zip.

Note: If you cannot see file extensions, open any folder in Windows. Go to the Organise

dropdown menu and click on “Folder and search options”. Go to the view tab and uncheck “Hide

extensions for known file types”. Now you can see and modify file extensions.

3. Extract the .zip package and open it. Now create a new blank zip file. Copy from the extracted

files the .dic, .aff and README text file for the country and language you need. The screenshot

below is an example for the US English dictionary.

4.

5. Open memoQ and go to Tools Options… Spelling and Grammar. Select your language and

click on “Install new dictionary from file”. Select the new zip file you created.

Create a Hunspell dictionary from a non-Hunspell .dic file.

1. Rename the .dic file in the following format: [language]_COUNTRY.dic (e.g. en_US.dic). The

filename is case-sensitive.

2. Ensure the .dic file is saved in UTF-8 format. If unsure, open it in Notepad and go to FileSave as…

In the Save as dialog box, choose “All Files (*.*)” in the Save as type drop-down menu and “UTF-8”

in the Encoding drop-down menu.

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Save it anywhere but, as a precaution, do not overwrite the original file.

3. Create a new Notepad file. Type “SET UTF-8” and save the text file, naming it in the following

format: [language]_[COUNTRY].aff (e.g. en_US.dic). In the Save as dialog box, choose “All Files

(*.*)” in the Save as type drop-down menu

4. Create a new Notepad file. Type in a description for the dictionary. Save the text file as a .txt file,

naming it in the following format: README_[language]_[COUNTRY].txt (e.g.

README_en_US.dic).

5. Create a ZIP file, naming it in the following format: [language]_[COUNTRY].zip. Place all three files

in the ZIP file.

6. Launch memoQ, go to Tools Options… Spelling and Grammar. Select the language for the

dictionary and click on “Install new dictionary from file”. Select the ZIP file.

memoQ web search

Edit memoQ web search settings

Go to the Tools menu Resource Console Web search settings

Tick the checkbox to use a search provider. Type a search term in the “Quick test” column to test the

provider’s settings.

Click “Add new” to add a new provider.

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Choose a display name and enter the search URL. To find out the search URL for an engine, search

anything on its website and look at the address. E.g. search “cars” on Google and you will get

https://www.google.com.sg/search?q=cars. Simply replace whatever is behind “?q=” with the

placeholders “{}”.

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Project Manager – Main tasks

Create new online project

On the dashboard select “Create online project”.

Workflow options:

Allow package creation: If this is checked, to prevent conflicts, the document will be locked

whenever a user check-out a package (offline version of the document). At any single time, only

one user can check out and edit each document.

Workflow phases can overlap for simultaneous translation and review: More than one user can work

on a document at the same time, however they must be connected to the server.

Import files

Refer to Import more files.

Note: If you want to use LQA review in your project, do not import your documents yet as

LQA models will only apply to documents imported after it is selected. Follow the steps

below:

Complete the wizard without importing.

Go to Project home Settings LQA models.

Select the LQA model you wish to use in your project and then go to the Translations

tab to import your files.

Add users to project

Go to the People tab and check the checkbox besides the users you wish to add into the project.

Create new online project

Import files Add users to

project

Assign roles to users and set

deadlines Launch project Refresh data

Check out and open local

copy Export data

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Project manager role: besides translating documents, the user also have management rights such as

assigning users and resources.

Terminologist: besides translating documents, the user can also moderate the term bases in the project.

Licence: Always check this check box. If not, the user cannot use memoQ.

Assign roles to users and set deadlines

Click on the drop-down box below “Translator”, “Reviewer 1” and “Reviewer 2” to assign roles

Launch project

To launch the project,. Click on the button located on the left panel.

The following dialog box will appear. If you tick the “Attach project distribution file” checkbox, a .mqdf

file will be attached to the e-mail the team members receive. The team members can open the .mqdf file

to check-out the project conveniently instead of logging into the server to manually check-out the project.

Press “OK” to launch the project.

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When launched successfully, the rocket button will become .

Check out and open local copy

To check out a project, press the button located at the left panel.

To open a project, press the button located at the left panel.

Export data

Refer to Individual: Export document(s).

Post-translation analysis Go to Project Home Translations. Under Post-translation Analysis, click “Create new report now”. The

data for the report is obtained from the final translation. This report will assist in evaluating the

effectiveness of the translation resources (TM, glossaries etc.) and how much more training data is

needed.

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Post-translation analysis settings

Repetitions take precedence over 100%: If this option is selected, when a term is both a repetition and

a 100% match, it will be counted as a repetition.

Tag weight: if you would like to count tags in your statistics, assign them a weight (“value”). The tag

weight will be added to the word/character count for every tag found.

Post-translation analysis report

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Project Manager - Side tasks

Set up auto-assign

Open a project and click on the People tab at the left panel. Go to Languages and Roles and select the

language to set roles for. The following dialog box will appear. Select the users accordingly and press OK.

Go back to Translations, select a document and click on “Auto-assign” at the bottom of the screen.

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Use weighted word counts to distribute documents, if available: if more than one document is selected,

memoQ will attempt to delegate the same amount of words (including tags) to translate/review to each

user.

If you select “Calculate deadlines”, the following dialog box will appear.

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Server management

Manage users

From the Project Manager dashboard, go to “Manage a MemoQ server” User Management category.

Right click on a user and select Properties

To send out e-mail alert to this user, fill up the E-mail text box.

Full name: the translator’s real name as opposed to the user name.

Manage users Set up e-mail alert

service

Create e-mail templates for each

alert

Broadcast a message and

change message settings

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Workflow type

Icon Status

Cloud only

Package only

Both package and cloud

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Set up e-mail alert service

From the Project Manager dashboard, go to “Manage a MemoQ server” Configuration and logging

category E-mail settings tab.

Fill in the Address and Name for the Sender section. Ask IT department to help fill in the SMTP settings.

Create e-mail templates for each alert

From the Project Manager dashboard, go to “Manage a MemoQ server” Configuration and logging

category E-mail templates tab.

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Broadcast a message and change message settings

From the Project Manager dashboard, go to “Manage a memoQ server” Broadcast message category

Broadcast tab.

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Miscellaneous

Refresh project data

To refresh the project data, press the button located on the left panel.

Suspend corpus indexing to speed up PC

Go to Tools menu Corpus indexing and press the switch button to toggle corpus indexing.

Transcribe images (if any)

1) Import image into project first.

2) Go to Operations menu Transcribe Transcribe images

3) Type or paste in transcriptions and any notes in the instruction pane.

4) Select “Open image document for translation” to translate the transcription

Locate segments to translate

To search or filter segments, use the search bars or press the funnel icon above the translation pane

Set default fonts

Go to Resource Console Font Substitution and edit the master setting.

Select your language in the left panel and select the default font from the “Font Family for exported

documents” drop-down list. The default fonts will override the fonts used in the source document.

Set up automatic updates

Go to Tools menu Options… In the Options dialog, go to Updates and News and check the “Look for

updates online”, “Install updates automatically”, “Download and install the next update after I quite

memoQ” and “Check for new versions online”.

Toggle display of non-printing characters

Go to Tools Options… Appearance. Check the “Show non-printing characters” to show spaces as a

middle dot, paragraph marks etc.; uncheck to hide.

Clear change marks

This clears the change marks generated from the “Toggle Track Changes” option. Go to Operations

Clear change marks…

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Appendix

Dashboard icons

Translation status

Icon Status

In progress

Translator confirmed

Reviewer 1 confirmed

Reviewer 2 confirmed

Location/Type

Icon Status

Local project

Local project created from a handoff package

Local project created from an online project handoff package

Local (checked out) copy of an online project

Online project

Online project created from an online project template

Local project created from a local project template

Content connected project created from a project template

Content connected project

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Workflow status

Icon Status

Unknown

Translator (not started)

Translator (in progress)

Reviewer 1 (not started)

Reviewer 1 (in progress)

Reviewer 2 (not started)

Reviewer 2 (in progress)

Completed

Match rate band Match rate Explanation

X-translated/ double context 102% match where the previous and next segment

and the ID-context matches the TM entry.

Repetitions appear more than twice in the source text.

101% Context match from the TM, where the previous

and next segment matches the TM entry

100% an exact match in the TM

No match no match found in the TM

Fragments Translation formed from fragment assembly

during pre-translation

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Translation memory built-in field names and their field types

Field name Meaning Field types

changeid The name of the user who last changed the

translation unit.

Picklist (single).

creationid The name of the user who created the

translation unit.

mq-subject A subject matter label.

mq-domain A domain label.

mq-project A project identifier.

mq-client A project identifier.

changedate The date and time when the translation unit

was last changed.

Date/Time

creationdate The date and time when the translation unit

was created.

mq-iscorrected True if the source segment was corrected

from memoQ’s translation editor.

Field type: Number

Value: 0 for False, 1 for True

mq-fromalignment True if the current translation unit results

from aligning two documents.

mq-document The name of the document where the

translation unit comes from.

Free text

Resource locations

Configurations: C:\Program Files (x86)\Kilgray\memoQ-2014\Configurations.zip

Hunspell dictionaries: C:\Program Files (x86)\Kilgray\memoQ-2014\Hunspell

Download Hunspell dictionaries and other linguistic resources online:

http://extensions.openoffice.org/

XPDF utilities: C:\Program Files (x86)\Kilgray\memoQ-2014\XPDF

memoQ preferences: C:\Users\[user]\AppData\Roaming\MemoQ

memoQ log files: C:\Users\[user]\AppData\Roaming\MemoQ\Log

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memoQ vs TRADOS-like word counts (from memoQ’s Word Counts and Match

Values guide)