Creating a Glossary Excel File to Upload to Cloudwords

In order to upload a new or updated (new language or new terms) glossary to Cloudwords, you must do so by creating an Excel file following the instructions below (we provide a template of an Excel file at the bottom of this page):

The first row of the Excel spreadsheet contains the different columns headers/names, while the other rows will contain your glossary terms: 

- The FIRST COLUMN is for the source language code.
For example, if your glossary's source language is English for the US, enter EN-US (or en-us, as the application ignores if the code is written in upper or lower case). You can check all the language codes to use on Cloudwords.

- The SECOND COLUMN is for the part of speech
These are the accepted values for the part of speech in Cloudwords: 

    • None
    • Adjective
    • Adverb
    • Noun
    • Phrase
    • Proper Noun
    • Verb
    • Other

The glossary template attached to this page already contains these values for the Part of Speech column, so you can quickly select the correct one when creating your glossary to upload to Cloudwords. 

 

- The THIRD COLUMN is for each term notes.
Notes are meant to give context information about the specific term. Notes are useful to everyone reading your glossary, including a translator, so they understand what a term means, where it is used and other relevant information about it. This field can contain any text you want, and you can also leave it blank. 

- The FOURTH COLUMN is for the source term status. Cloudwords allows you to mark source terms with one of these three status:
   - Approved
   - Rejected
   - Needs review
These status give you the opportunity to classify the source terms on your glossary. For example, use the "Approved" status on terms that should be used on your documentation or translations. If you want, you can also include on your glossary terms that should not be used, marking them as "Rejected". The status "Needs review" would be used on terms that need to be reviewed and classified as either Approved or Rejected.

- The  fifth and consecutive columns are one for each of the target languages on your glossary. As you did for the source language, you must use the languages codes accepted by Cloudwords, not just their names: I.e., use PT-BR at the top of a column to indicate it is for Brazilian Portuguese. Or use ES-ES to indicate it is for Spanish for Spain. 

Important notes:

1) Your Excel file must contain only one worksheet (usually, worksheets are displayed as small "tabs" at the bottom of the Excel window). If your file contains more than one worksheet you will get an error when uploading your file to Cloudwords.

2) Your Excel file must be saved in UTF8 encoding before uploading it to Cloudwords to ensure international characters are correctly displayed. To do that:
   * On Excel, click Menu and then Save As...
   * Give your file a Name and select Excel 97-2003 Workbook (*.xls) in the Save as Type list. Do not click Save. Instead:
   * Click the Tools drop-down that appears on the left of the Save button, and select Web Options.
   * On the Web Options dialog, go to the Encoding tab, and select Unicode (UTF-8).
   * Click OK to close the Web Options dialog, and click Save to save your Excel file.

saving_as_utf8.jpg

 

3) Here is a table that shows how the Excel file with a glossary would look like. Note that the source language is English (US), and the target languages are Portuguese (Brazil) and Chinese (Traditional):

en-us Part of Speech Notes Status pt-br zh-tw
first term Verb notes for first term approved first translated to Portuguese first translated to Chinese
second term Adverb notes for second term needs review second translated to Portuguese second translated to Chinese
third term Phrase notes for third term rejected third translated to Portuguese third translated to Chinese

 Note: If you do not enter a "Status" for a particular line item, Cloudwords will assign it the "approved" status by default whenever you upload the glossary to Cloudwords.

 

 We created a template Excel file that you can download and use as a guide when creating your glossary (find it attached to this help page, below). 

 

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