How to Translate a Document in Word, Whole File or Selection

A supplier sends a contract in German, or a client asks for your welcome pack in Spanish. Word's built-in Translator handles both without copying anything into another website. It can turn a whole file into a new translated copy, or translate a single paragraph and drop it straight into your document.

Translating the whole file

1. Open the document and go to the Review tab.
2. Select Translate > Translate Document.
3. Choose the language you want to translate into.
4. Select Translate. A translated copy opens in a separate window.
5. Select OK in the original window to close Translator.

Your original document stays exactly as it was. Save the translated copy with a clear name, such as the file name plus the language, so you don't mix them up later.

Translating a selection

1. Highlight the text you want to translate.
2. Select Review > Translate > Translate Selection.
3. Choose your language to see the translation.
4. Select Insert. The translation replaces the text you highlighted.

For a single word, Microsoft says you may see a list of possible translations. Expand one to see a usage example in both languages, which helps you pick the right meaning, then click Copy.

Keyboard fans can open the Translator pane with Alt+Shift+F7.

Document or selection: which to use

Option	What you get	Use it when
Translate Document	A new translated copy in a separate window	You need the whole file in another language
Translate Selection	Translated text that replaces your selection	You're adding one paragraph to a mixed-language document
Word's automatic offer	A machine-translated copy at the click of Translate	You open a file in a language you don't have installed

When Word offers to translate for you

In Word for Microsoft 365, Microsoft says that if you open a document in a language other than the ones installed in Word, Word will offer to translate it. Click Translate and a new machine-translated copy is created. It's a quick way to read an incoming document before deciding whether you need a human translator.

What you need before it'll work

This is the catch. Microsoft says Translator is available in Microsoft 365 and Office 2021, and you must be connected to the internet with Office connected experiences turned on. On a Mac, Microsoft lists an Office 365 plan, Office 2024 for Mac or Office 2021 for Mac. So if the Translate button is missing or does nothing on an older copy of Word, or on a laptop that's offline, that's usually why.

Microsoft also has a separate help page for a known issue where people see a "No results were found" message when choosing an option from the Translate menu. If you hit that, it's worth checking that page rather than assuming you've done something wrong.

On a Mac and in Word for the web

The steps are the same on a Mac: go to Review > Translate > Translate Document, choose your language and select Translate, and a translated copy opens in a separate window. Microsoft's Mac and web instructions also include Translate Selection for a highlighted passage, with Insert to replace the original text. So if you switch between a desktop at the office and a laptop at home, you won't need to learn anything new.

A simple routine for bilingual documents

When I need a document in two languages, I finish and proofread the English version first, because every later change means translating again. Then I save a copy, translate it with Translate Document, and send that copy to a fluent reviewer with the original alongside so they can compare. Only when they've signed it off does the translated version go to the client. It adds a day, but it saves a lot of awkward emails.

Changing the target language later

If you need a different target language, or want the same document in several, open the Translate menu and choose Set Document Translation Language or Translation Preferences. You can also go to File > Options > Language.

Should you rely on machine translation?

For reading a document someone sent you, it's perfectly fine. For anything going out under your name, I'd treat it as a first draft. Microsoft describes the result as a machine-translated copy, and that's the right way to think of it. Contracts, sales pages and anything with legal or medical detail should be checked by a fluent speaker before you send it. Tone matters too: a friendly British turn of phrase can come out stiff or odd in another language.

Tips for a cleaner translation

• Write short, plain sentences in the original. Idioms and puns rarely survive translation.
• Translate a copy, not your master file, so the original stays safe.
• Check names, product terms and numbers in the translated version. These are easy to miss.
• Keep formatting simple. Headings and lists are easier to check than complex layouts.

My take

Translate Document is brilliant for understanding what you've been sent and for producing a quick draft. Use Translate Selection when you're adding a line or two in another language. Then get a native speaker to check anything that matters before it goes to a client. If you're sending translated files outside the business, my guide to password protecting a Word document is worth a read, and if Word crashes mid-job, here's how to recover an unsaved Word document.

Frequently asked questions

Where is the translate option in Word?

On the Review tab, select Translate, then Translate Document or Translate Selection.

Does translating a document change my original?

No. Translate Document opens a translated copy in a separate window.

Why can't I see Translate in Word?

Microsoft says it needs Microsoft 365 or Office 2021, an internet connection and Office connected experiences turned on.

Is there a shortcut for the Translator in Word?

Yes. Alt+Shift+F7 displays the Translator task pane.

How do I change the language Word translates into?

Open the Translate menu and choose Set Document Translation Language or Translation Preferences.