Tag Archives: business

Open Office: ‘Table to text’ and ‘Export as PDF’

I use Open Office as my word processor over Word most of the time because it has a few features which for me as a translator and a self-employed person are particularly useful. My favourite functions are:

  • Export to PDF: this makes documents look more professional, is more accessible (I always send Word files otherwise but not everyone has Word despite what Microsoft would have you think!)  and I know it will look the same on their computer as it does on mine. I have had my CV in PDF format for months but realised when writing this that I could and probably should send my invoices as PDFs too. It would mean they couldn’t be accidentally changed and there are less likely to be problems reading it.
  • Table to text: Word and Open Office both have “text to table” which is a great feature for creating bilingual tables if you aren’t going to work in a CAT tool – highlight the source text, convert to table and add a target text column to the right. However, only Oo has “table to text” which allows you to easily convert your bilingual table back to a monolingual target text – delete the source contents and its column then convert the target column “table to text”.

The other important feature is that it is fully compatible with Word files and you can save files to be compatible with various versions of Word. The only downside is I often end up with two versions of a file as I prefer to save as Oo files to start with.

Do you use any other helpful tools in Open Office or Word?

Note: I have since noticed the ‘table to text’ function in Word so some versions do seem to have it.

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Adobe Reader ‘save as text’ and Memoq LiveDocs

Yesterday I discovered two fantastic tools for translators:

‘Save as Text’ option in Adobe Reader found under the ‘File’ menu. It may not be ideal, the formatting is a little odd but it is perfectly sufficient for a quick word count and quote. I’d probably import it into Memoq to translate anyway. Really pleased to find this as I thought you needed extra software to convert PDFs to text and I try to be cautious about downloading free software and tight in spending on costly rarely-needed software. I’m not sure if it works for all PDFs but for those it does, great!

LiveDocs in Memoq – apparently a big advantage over Trados which I’ve never used. I watched a Webinar on Memoq on Wednesday and I am so glad I did or I would have wasted time, produced a less acceptable translation and generally stressed myself out more yesterday. I was sent a Declaration of Conformity and a link to an English reference file. A quick search found the corresponding German and this tutorial guided me through using Memoq to automatically align them which it did pretty well. Automatic alignment took my word count down about 90% and after 5 minutes tidying up the alignment I was left with almost nothing. Incredible!

Hope you find these useful, I certainly did!

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Keeping records

In order to feel in control o my work and the business/tax side of things I keep spreadsheets of the following data:

  • projects: date assigned, client, document name, description, word count, time taken, invoiced amount, invoice sent, payment received
  • clients: name, since when, how I started working for them, words to date
  • expenses: item, date, receipt location, amount

I have kept a project database since I started getting work, even when it was only my first job. I update this database at the beginning and end of each project. The time column helps me get an idea of how quickly I work and how this varies for different projects. I still need to work on my timing, in particular I tend to underestimate how long proofreading takes. Or can take if you let it! I didn’t keep document name until I started freelancing when I realised this would be useful and I now also colour coordinate by client to give a visual representation of where my work is coming from. I should probably have a deadline date on here but as I normally am only working on one or two projects at a time I manage to keep these in my head and have them written in my diary.

My client list started last week after chatting to another translator who said he kept a record of where all his clients came from. This is a great idea as it will help me know where to focus my marketing energy. It is also encouraging to see it growing slowly and the word count shows me where most work comes from. I should perhaps have a rate column too. I update this whenever I get a request from a new contact or roughly once a week for the numbers.

The expenses list is still a bit odd to me and more of a better-safe-than-sorry. I’m not sure how self-employment income and taxes work entirely – that’s an ongoing research project! However, I think I can offset work-related outgoings against my income so I’m writing them down for future reference. So far I have IoL exam, preparation course, Memoq and dictionaries.

Should I be keeping records of anything else?

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