Best Way to Translate an InDesign File

Source: Dev.to

Looking for the best way to translate an InDesign file (.IDML) online and haven’t had much luck? As seasoned veterans of the translation industry, we’re not surprised your organization hasn’t yet found a good Adobe InDesign translation method.

There are multiple roadblocks people commonly encounter when attempting to translate InDesign files into another language. Fortunately for you, we’re going to help. Continue reading to learn the best way to translate an InDesign document so that you don’t need to deal with these common issues.

Or, watch our InDesign File Translation series below. We’ll also recommend the best InDesign file‑translator tool for enterprises (better than an InDesign translation plugin!).

Quick Translation Workflow

1. Select a Pairaphrase plan
2. Select the target language(s)
3. Upload the InDesign file(s) from your computer or Google Drive
4. Click “Translate”
5. (Optional) Edit translations with your team
6. Save & download the translated InDesign file (or export to Google Drive)

Common Hurdles

Translating an InDesign file isn’t always smooth sailing. Here are some of the most frequent challenges:

• Broken layouts – Even the best software can struggle with complex designs.
• Missing fonts – Your target language may require special characters that your current fonts don’t support.
• Text embedded in images – Most machine‑translation tools can’t handle this, but those with OCR (Optical Character Recognition) capabilities can extract and translate text—though results may vary with stylized or low‑quality text.

Good news: Most of these issues can be fixed. For example, switching to universal fonts like Arial or Noto Sans ensures compatibility across languages. If your file contains many images with embedded text, consider extracting the text beforehand.

Tips for the Best Way to Translate an InDesign File

1. Use Professional Translation Software

Professional platforms are far more likely to support InDesign documents than free tools such as Google Translate. While there aren’t many tools that translate an InDesign file directly, they do exist and often include powerful features:

• Translation Memory (TM) – Lets you edit first‑draft machine translations and simultaneously train the software to learn your company’s terminology, eliminating duplicate work.
• Dynamic Machine Learning – Automatically replaces repetitive instances of a phrase the moment you edit a segment in the Translation Editor.

These features save time and continuously improve translation quality.

2. Preserve Layout & Formatting

Because InDesign files are design‑heavy, retaining layout and format is crucial. This includes:

• Image placement
• Text wrapping
• Font properties
• Spacing, line breaks, and paragraph breaks

Choose software that offers automatic translation‑file formatting to keep the design intact. We’ll point you to a top solution at the end of this post.

3. Perform a Quality Check

Regardless of the tool you use, have a professional translator (or a bilingual colleague) review the output. Machine translation isn’t perfect—idioms, slang, and cultural references often need human refinement.

4‑6. Collaboration & Post‑Editing

• Collaboration tools – Look for platforms that let your team edit, review, and comment on the file together. Features such as cloud‑based sharing, instant messaging, and edit history prevent endless email chains.
• Post‑editing – Choose software that supports easy post‑editing of the first‑draft machine‑translated file.

Preparing Your Source File for Translation

If you haven’t created the InDesign file yet, read our post “How to Get the Best File Formatting with Translation Software.” It explains how to design a source file so the translated version retains the same look and feel.

Key design tips

• Leave enough white space – Some languages (e.g., German) expand text, so extra space prevents layout breakage.
• Avoid overly complex text effects – Simplify styles that can cause extraction issues.

Real‑Time Translation Collaboration

Ever been stuck in endless email chains trying to finalize a translated file? Real‑time collaboration tools solve that problem. Look for translation software that offers:

• Simultaneous editing
• Commenting and review threads
• Version control and edit history

Because translating InDesign files isn’t just about words—it’s about working together to create something that resonates both contextually and visually.

Recommended Enterprise‑Grade InDesign Translator

[Pairaphrase] – A cloud‑based translation platform that supports IDML files, offers Translation Memory, Dynamic Machine Learning, automatic layout preservation, and robust collaboration features.

Try it today and eliminate the headaches of InDesign translation!

We wrote this post assuming most readers already have an InDesign file ready for translation. If you need help preparing a file, see the linked article above.

High‑Quality Translations Without Breaking Your InDesign Layout

Using an AI‑powered translation assistant helps you keep the integrity of your InDesign file’s layout while delivering accurate translations.

• Example: Pairaphrase’s integration of OpenAI lets you prompt the latest premium version of ChatGPT from within Pairaphrase to produce translations that use fewer characters.
• Additional uses: The assistant can also perform research tasks.

Benefits of AI‑assisted translation software

• Less manual adjustment during post‑translation.
• Easier preservation of the original design layout.
• Streamlined translation process, reducing the risk of layout issues.

Automate Translation with a Translation Management System (TMS)

A TMS can automate large portions of the translation workflow while ensuring nothing falls through the cracks. Pairaphrase, for example, can:

• Streamline file uploads and downloads
• Automate repetitive tasks (e.g., replacing recurring phrases)
• Enable real‑time team collaboration

Think of a TMS as the control center for your translation project—keeping everything running smoothly from start to finish.

Common InDesign Files That Need Translation

If you’re translating beautifully designed brochures, policy manuals, or posters, you’re likely working with Adobe InDesign—or a similar tool. Below are typical file types produced in InDesign that often require translation:

• Marketing Materials

  • Brochures
  • Flyers
  • Mailers
  • Catalogs

• Event Collateral

  • Posters
  • Banners
  • Invitations

• Corporate Documents

  • Policy manuals
  • Annual reports
  • Employee handbooks

• Educational Content

  • Training materials
  • Presentations
  • eBooks

• Tourism & Hospitality Assets

  • Travel guides
  • Menus
  • Tourist brochures

• Technical Documents

  • Product manuals
  • Specification sheets
  • Installation guides