Glossaries Usage Guide

Still struggling with inconsistent terminology translations? A terminology database is your lifesaver!

Have you ever encountered those exasperating moments when the same brand name appears with a variety of translations in different parts of a document? Or when each team member translates a key technical term differently, making the final product look highly unprofessional?

Don’t worry—this is a challenge faced by nearly every translator. The key to solving this problem is actually quite simple: establish and use a terminology database (Glossary).

In simple terms, a terminology database is like a tailor-made 'living dictionary' for your project. It systematically collects terms that require consistent translation, such as:

Proper Nouns: Personal names, company names, place names
Brands and Products: Product names, feature names
Technical Terms: Technical jargon, industry slang, legal terms

Maintaining a well-curated terminology database means you can eliminate inconsistent translations and ensure the professionalism and accuracy of your entire project from the outset.

How does O.Translator simplify terminology management?

In O.Translator, we have refined the terminology database feature to be highly intuitive and user-friendly. You can create terminology entries that include multiple language pairs, with each entry clearly defining the 'source text' (source language term) and the 'target translation' (your designated standard translation).

Most impressively, during translation, the system will automatically detect these terms and give priority to the translations you have specified in the terminology database. It's like having a tireless assistant checking your work to ensure that every key term is translated with precision and accuracy. Of course, if you encounter the rare situation where the AI model does not fully grasp the context, you can always fine-tune the translation using our Post Editing feature.

Create your own terminology list in just two simple steps

In O.Translator, we provide two flexible methods to help you build a terminology database: manually create one from scratch, or directly upload your existing file.

1. Manual Creation

If you are just starting out, or only have a few terms to manage, manual creation is undoubtedly the fastest option.

After logging in, go to 'Personal Center,' find and click 'Terminology List' in the left menu.
Click the 'Create Terminology List' button.
Give your terminology list an easy-to-remember name (for example, 'Project A – English to Chinese'), and confirm.

A blank terminology list will be created, and you can start adding your first entry at any time!

2. Upload existing files (.xlsx and .tbx)

For professional translators or teams who have accumulated a large number of terms, this feature is truly invaluable. You don't need to copy and paste each entry—simply upload files in .xlsx or .tbx format directly.

After uploading, the system will intelligently parse the file contents and generate a draft for your review. Here, you can easily specify which column is the source text and which is the translation. Once confirmed, click Save, and a comprehensive terminology list will be instantly imported. Want to learn more about best practices for terminology database management? You can refer to the Wikipedia introduction to terminology databases.

Adjust Anytime: Flexibly Edit Your Terminology Database

As the market evolves and products iterate, terminology naturally requires updates. On the terminology database details page in O.Translator, management becomes exceptionally simple.

You can:

Rename or delete the entire terminology database.
Add new entries at any time to capture the latest terminology.
Edit or delete individual existing entries.

Our goal is to make maintaining terminology databases no longer a tedious task, but an easy and efficient part of your workflow.

One-Click Application: Activate Terminology Databases in Translation Projects

Once you’ve created a terminology database, be sure to use it where it matters most!

Before you begin translating any document, simply click to select one or more terminology databases you wish to enable for the project. It’s that simple! Once selected, O.Translator will support you throughout the translation process.

Take your data with you: Easily export terminology databases

Your data always belongs to you. We support one-click export of any terminology database as a .xlsx file.

Whether for local backup, sharing with clients or team members, or migrating to other platforms, you can do it with ease. In the future, we will also support exporting to more common formats such as .tbx. Stay tuned!

Advanced Techniques: Three Tips for Using Terminology Databases

Want to maximize the effectiveness of your terminology database? Try these tips:

1. Combine with Post Editing for flawless corrections

In most cases, terminology databases ensure translation accuracy. However, if a special context leads to a mismatch, don't forget to use the Post Editing feature for the final touch.

2. Refer to sample files before uploading

If you are unsure whether your .xlsx or .tbx file format is standard, consider downloading our sample files first. This can help you avoid many unnecessary issues.

3. Large data volume? Local editing is more efficient

If your terminology database is very large (for example, more than 1,000 entries), we strongly recommend editing the file locally using Excel or other professional tools before uploading it all at once. This is much faster than modifying each entry individually on the web page.

We hope this guide enables you to fully utilize the terminology database feature in O.Translator, elevating your translation quality and efficiency to a new level. Start by creating your first terminology database now.