Outlook - Translate your emails into Outlook Tutorial

In this video, you will learn how to translate your emails in Outlook.
The video covers the steps to download the translation add-in, select the email you want to translate, and choose the desired language.
It also explains how to translate selected text and use the mini translator feature.
This tutorial will help you effectively communicate with colleagues who speak different languages and enhance your email management in Outlook.

2:40
4405 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to use the translation features in Outlook, enabling users to effectively communicate across language barriers by translating emails and messages.

Chapitres :

Introduction to Outlook Translation Features
In today's globalized world, effective communication is essential, especially when dealing with colleagues or clients who speak different languages. Outlook offers various translation tools that can help you translate messages seamlessly, ensuring that language differences do not hinder your communication.
Installing the Translation Add-in
The translation add-in may not be pre-installed in your Outlook application. To add this feature, follow these steps: 1. Open Outlook and navigate to the 'Add-ins' section. 2. Download the translation add-in from the available tools. 3. Once installed, you can start using the translation features.
Translating Emails
To translate an email in your inbox, follow these steps: 1. Select the email you wish to translate. 2. Click on the 'Translation' button. 3. Choose the target language for the translation. 4. The translated message will appear below the original text. For more options, double-click the email to open it fully.
Translation Options
Outlook provides several translation options: - **Translate Item**: This option translates the entire email into the selected language. The translation will open in your browser and is transmitted through an encrypted service. - **Translate Sentence**: This allows you to translate the original text sentence by sentence. - **Translate Selected Text**: You can highlight specific parts of the text to translate, with the translation appearing in the right panel.
Using the Mini Translator
The Mini Translator feature in Outlook allows for quick translations without leaving your email. To use it: 1. Define the language for the Mini Translator in its dedicated section. 2. Activate the Mini Translator. 3. Hover over any text in an email to see the translation and contextual information. This feature also allows you to copy definitions and listen to pronunciations.
Translating Complete Sentences
The Mini Translator can also translate complete sentences. When using this feature, the translation will be displayed without detailed term breakdowns, providing a quick understanding of the content.
Conclusion
Utilizing the translation features in Outlook can significantly enhance your communication with colleagues and clients who speak different languages. By following the steps outlined in this guide, you can easily translate emails and ensure that your messages are understood, fostering better collaboration and understanding in a multilingual environment.

FAQ :

How do I translate an email in Outlook?

To translate an email in Outlook, first ensure the translation add-in is installed. Select the email you want to translate, click the translation button, choose your desired language, and the translated message will appear below.

What if the translation add-in is not available in my Outlook?

If the translation add-in is not available, you can download it from the add-in tools section in Outlook.

Can I translate only part of an email?

Yes, you can select specific text within an email and use the 'Translate selected text' option to translate only that portion.

What is the Mini Translator feature in Outlook?

The Mini Translator feature allows you to see translations of words or phrases as you hover over them in an email, providing contextual information and pronunciation.

Is the translation service secure?

Yes, Outlook informs users that translations are opened in a browser and transmitted through an encrypted service, ensuring data security.

How can I copy the translated text into my email?

After translating, you can use the insert or copy function to paste the translated text directly into your email content.

Quelques cas d'usages :

Translating Emails for International Teams

In a global company, team members may receive emails in various languages. Using the translation add-in in Outlook allows employees to quickly translate messages, ensuring effective communication and collaboration across different language speakers.

Client Communication in Multiple Languages

A sales representative working with international clients can use the translation feature to respond to emails in the client's preferred language, enhancing customer service and satisfaction.

Research and Academic Collaboration

Researchers collaborating with international partners can utilize the translation tools in Outlook to read and respond to emails in different languages, facilitating smoother communication and project progress.

Training and Onboarding Multilingual Employees

During the onboarding process, HR can send training materials in multiple languages. The translation feature in Outlook allows new employees to understand the content in their preferred language, improving the onboarding experience.

Overcoming Language Barriers in Customer Support

Customer support teams can use the translation tools to assist customers who speak different languages, ensuring that all inquiries are addressed accurately and promptly, thus improving overall service quality.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Translation Add-in

A tool that can be added to Outlook to facilitate the translation of emails into different languages.

Mail

Refers to the email messages received in the Outlook inbox.

Mini Translator

A feature in Outlook that allows users to see translations of words or phrases while reading emails, providing contextual information.

Encrypted Service

A secure method of transmitting data that ensures the information is protected from unauthorized access during transfer.

Source Language

The original language of the text that is being translated.

Target Language

The language into which the original text is being translated.

Contextual Information

Additional details that provide meaning or clarification about a word or phrase in its specific usage.

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You may need to translate it,

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either because it is not in your

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language or to forward it to a colleague

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who speaks a different language.

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The translation add-in may not be

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added to your outlook app by default.

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If this is the case simply

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download it from the ad in tools.

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Select the Mail you

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want to translate in your inbox

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then presses translation button.

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Choose the language in which you want

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the translation to be done and your

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message appears below to access more

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options double Click to email to open it.

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The translate button now offers you

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more options translate item allows

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you to translate your email into the

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chosen language outlook informs you

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that this translation will be opened

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in your browser and transmitted

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through an encrypted service.

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If you go over to translate it sentence

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is the original text will appear.

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Translate selected text allows

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you to translate only part of the

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text you have selected.

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The translation appears in the right panel.

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You can change the source language

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and the language in which the

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text will be translated if you

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are writing an email or response.

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You can use this button for insert

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or copy and pasted translation

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into the content of your message.

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Outlook also offers the mini translator

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feature this tool will allow you to see

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the translation of a word over looking at.

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Start by defining the language in

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which you want to see the translation

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appear in the section dedicated

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to the mini translator,

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then turn on this one.

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Now, when you

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go over the contents of an email

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and insert peers transparently.

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Hover over it to see the translation as

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well as the contextual information about it.

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This icon allows you to show more

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translation information in the right panel.

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You can also copy the suggested definition

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and listen to the pronunciation of the term.

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You can also use the mini

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translator to translate one or more

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complete sentences in this case,

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it displays a translation without

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details on the different terms used.

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