Step-by-Step Guide
How to Use ExcelTranslator.ai
Learn how to configure translation settings for the best results.
Before you start
Supported formats
.xlsx, .xls, .xlsm, .xlsb, .csv
Preview and control
See a translation preview before paying, and delete files anytime.
How it works
These are the steps you will see after uploading a file.
Upload your spreadsheet
Drag your Excel file into the upload area, or click 'Upload' to select it. We support .xlsx, .xls, .xlsm, .xlsb, and .csv files.
Choose source and target languages
Select your file's current language from the 'From' dropdown, then choose your target language in 'To'. If unsure, check a few cells to confirm.
Select a translation style
Pick a style that matches your document: General for everyday content, Formal for contracts, Technical for manuals. Not sure? Start with General.
Learn more →Add document context (optional)
Write 1–2 sentences: what type of document is this? Who will read it? Example: 'Product catalog for B2B customers in Germany.'
Learn more →Exclude rows, columns, or sheets (optional)
Enter column letters (A, C, E-G), row numbers (1, 5-10), or sheet numbers (2, 4-5) to skip. Separate with commas. Leave empty to translate everything.
Learn more →Preview and download
Click 'View Translation Preview' to open your file on Doc2Lang. Review key terms, then pay to get the full translation.
Learn more →Translation Styles
We offer 6 translation styles. Choose the one that best matches your document. The first 5 are presets; Custom lets you write your own instructions.
General
Balanced, neutral translation suitable for most content. Clear and natural phrasing.
General
Balanced, neutral translation suitable for most content. Clear and natural phrasing.
Translation effect:
"Please review the attached document."
Formal
Professional, polished language for business documents, contracts, and official communications.
Formal
Professional, polished language for business documents, contracts, and official communications.
Translation effect:
"We respectfully request your review of the enclosed documentation."
Casual
Friendly, conversational tone for informal content, emails, or customer-facing materials.
Casual
Friendly, conversational tone for informal content, emails, or customer-facing materials.
Translation effect:
"Take a look at the doc we sent over!"
Academic
Scholarly language with precise terminology for research papers, theses, and educational materials.
Academic
Scholarly language with precise terminology for research papers, theses, and educational materials.
Translation effect:
"This study examines the correlation between the variables."
Technical
Preserves technical terminology and industry-specific jargon. Ideal for manuals, specs, and documentation.
Technical
Preserves technical terminology and industry-specific jargon. Ideal for manuals, specs, and documentation.
Translation effect:
"Initialize the API endpoint with the authentication token."
Custom
Write your own translation instructions. Define tone, terminology, audience, and any special requirements.
Custom
Write your own translation instructions. Define tone, terminology, audience, and any special requirements.
How to write Custom instructions
Use custom instructions to tell the AI how to translate (tone, terminology, audience). You don't need to mention the output format (Excel) — the system detects that automatically, and mentioning it can reduce accuracy.
Do
- Describe the tone and level of formality you want.
- Specify the target audience and region (for localization).
- Call out terminology preferences (especially for industry terms and product names).
- Add short constraints only when needed (e.g., keep acronyms, keep units).
Don't
- Don't ask for an "Excel-formatted" output or spreadsheet formatting — layout and formulas are handled automatically.
- Don't waste instructions on obvious steps like "translate this spreadsheet".
- Don't paste long unrelated background; keep it short and specific.
- Don't include conflicting style rules (e.g., "very formal" and "very casual").
Example custom instructions
1Business (formal)
Use a formal, professional tone. Prefer US English. Keep product names and legal entity names unchanged.
2Technical manual
Use technical terminology. Do not translate common acronyms (API, SLA, KPI). Prefer the wording used in software documentation.
3Marketing
Make it natural and persuasive. Localize idioms for the target language. Keep headings short and punchy.
Document context
You can add background information about your document to help the AI translate more accurately.
Document context helps the AI understand what this spreadsheet is — improving translation accuracy for ambiguous words, domain terminology, and proper nouns. Keep it short (1–3 sentences). For tone/style, use the Translation Style section instead.
Do
- Describe what the spreadsheet is (report, invoice, product catalog, HR policy, etc.).
- Mention the domain/industry and any key terms that have specific meanings.
- State who the audience is (customers, internal team) and the target region when relevant.
- Note if there are any specialized conventions in your industry (e.g., legal disclaimers, measurement units).
Don't
- Don't describe formatting/output (Excel) — layout and formulas are handled automatically.
- Don't put style/tone requirements here; use the Translation Style section for that.
- Don't paste sensitive personal data; keep context high-level.
- Don't write a long essay; short context works best.
Example document context
1Finance report
Quarterly financial report for a SaaS company. Translate finance terms accurately (revenue, ARR, COGS). Keep product names unchanged.
2E-commerce catalog
Product catalog for an online store (electronics). Keep model numbers unchanged (e.g., X1000, A-42). Use natural consumer-friendly wording.
3HR policy
Internal HR policy for US employees. Use standard HR terminology and keep job titles consistent. Do not translate department codes.
How to use the glossary
A glossary forces consistent term translations. Add pairs like "Original term" → "Preferred translation" (or the same term if it must stay unchanged). This is great for product names and industry terms.
Do
- Add key terms that must be translated consistently across the whole file.
- Use it to keep names/codes unchanged (term → same term).
- Add both singular/plural or common variants when needed.
- Keep entries short; prefer terms over full sentences.
Don't
- Don't use the glossary to control tone or style; use the Translation Style section for that.
- Don't add long sentences or paragraphs as glossary terms.
- Don't add Excel/layout instructions; those are handled automatically.
- Don't add a huge list of low-importance terms; focus on the ones that matter.
Example glossary entries
1Keep names unchanged
ExcelTranslator.ai = ExcelTranslator.ai SKU-123 = SKU-123 A-42 = A-42
2Domain terminology
Gross margin = Bruttomarge Invoice = Facture Purchase order = Bon de commande
3Preferred wording
Customer success = Client Success Support ticket = Service ticket Onboarding = Implementation
Example glossary format
| Source Term | Translation |
|---|---|
| API | API |
| Machine Learning | 機械学習 |
| Cloud Computing | クラウドコンピューティング |
How exclusions work
Use exclusions to skip parts of your spreadsheet during translation (IDs, codes, reference columns, etc.). Positions start at 1. For columns, you can enter letters (A) or numbers (1) (A=1). Row/column exclusions apply to every non-excluded sheet; sheet exclusions apply only to Excel files.
Important rules
1Sheet exclusions are checked first. If a sheet is excluded, the entire sheet is skipped and row/column rules are not applied to that sheet.
2Column and row exclusions are applied separately. A cell in Column A OR Row 2 will be skipped if either is excluded.
3In Preview, excluded cells stay unchanged (not masked); other untranslated cells may be replaced with placeholders.
Do
- Exclude columns with IDs/codes (e.g., SKU, serial number) you want to keep unchanged.
- Exclude header rows or footnote rows that should not be translated.
- Exclude whole sheets that are data-only or not relevant (sheet numbers start at 1).
- Use ranges to save time (e.g., E-G (5-7), 5-10, 3-5).
Don't
- Don't use exclusions to control tone or terminology; use Translation Style/Document Context/Glossary for that.
- Don't exclude sheets by name here (this input uses sheet numbers).
- Don't assume row/column exclusions 'intersect'—each exclusion is applied separately.
- Don't over-exclude; you might skip content you actually want translated.
Example exclusion settings
1Skip ID columns
Exclude Columns: A, C, E-G (1, 3, 5-7) Exclude Rows: (empty) Exclude Sheets: (empty)
2Skip headers + codes
Exclude Columns: B (2) Exclude Rows: 1, 2 Exclude Sheets: (empty)
3Skip entire sheets first
Exclude Sheets: 2, 4-5 Exclude Columns: A (1) Exclude Rows: 1-3
How columns and rows work together
When you specify both columns and rows, exclusions are applied separately to each.
Example: If you exclude Column A and Row 2, all cells in Column A will be skipped, AND all cells in Row 2 will be skipped.
Preview on Doc2Lang
We send your file to the Doc2Lang translation engine for preview. The preview opens on Doc2Lang in a new tab.
Preview → Pay → Full translation
1. Click "View Translation Preview" to open the Doc2Lang preview page.
2. Review the preview to check terminology and overall quality.
3. If you're satisfied, pay on Doc2Lang to translate the entire file.
4. Download the full translated file from Doc2Lang.
You can also delete your file and manage related actions on Doc2Lang.
Tips for best results
Choose the correct source language (auto-detect isn't available yet).
Use document context to explain what the file is so translations are more accurate.
Use glossaries to keep product names and terminology consistent.
Exclude rows or columns with IDs, formulas, or codes you want to keep.