International Trade Professionals

A common approach is to draft the body text and key points in Chinese in Word, then translate selected paragraphs intended for external recipients, or translate the entire letter. After translation, compare each paragraph with the original, confirm the content, then copy it into your email or instant messaging tool to send.

For a consistent business tone, enable a preset under “AI Assistant”→“Custom Prompt” in the Word menu (for example, “Translate into formal business English, using Dear in the salutation”). It will be sent to the model along with any full-text or selection translation. For more complex polishing, use “AI Chat” in the sidebar for multiple rounds of revision before writing the result into the document.

Contracts and quotations often contain multilevel numbering, tables, and bold headings. We recommend first saving a separate copy in Word and using full-text translation on the copy, keeping the original for comparison; for individual clauses, use selection translation to check them paragraph by paragraph. The sidebar lets you view the original and translation for each paragraph and restore any paragraph if you are not satisfied.

TopCopilot preserves formatting such as table structures, list levels, and cross-references wherever possible, but legal terminology and monetary amounts still require human verification. Due to the nature of AI, translations cannot be guaranteed to match the original word for word. Have your business or legal team review them before signing or sending them externally.

Multilingual manuals require consistent translations of product names, model numbers, and specifications. Once you maintain source / target entries in the “Glossary” and enable it, full-document or selection translation automatically applies them, reducing translation inconsistencies for the same SKU across language versions.

Long manuals can be split into chapters: keep each chapter in a separate section in Word and use selection translation to process the current chapter, or translate each chapter in full and merge them into a separate document for each language, ready for printing or uploading to a customer portal.

Before sending documents externally, check for misaligned tables, gaps in numbering, and mistranslated currencies or units. Paragraph-by-paragraph comparison in the sidebar helps you quickly spot untranslated passages; if you only need to understand an incoming message, use “Translate Selection” to read the translation in the sidebar without changing the document body.

Quotations and product lists are often provided in Excel, where formula columns (unit price×quantity, tax-inclusive amounts) and number formats (thousands separators, dates) must not be altered during translation. For specific methods, step-by-step instructions, and troubleshooting common errors, see “How to Batch Translate Excel Spreadsheets into English While Preserving Formulas and Formatting?”.