Keyboard shortcuts for translators

Translator’s Efficiency: Keyboard shortcuts

For Windows and macOS with a downloadable list

For any translator, a computer is a pipeline for making their living. The keyboard is our working tool. Studying the keyboard carefully is a key to workflow efficiency.

After two decades of consistent typing, I finally decided to keep my operations with the mouse to an absolute minimum. While I do not have any signs of the tunnel syndrome currently, I feel I should care better about my wrists.

My aim was to make close friends with my keyboard—a totally regular device—and learn key shortcuts for most of the commands I use.

Below, you’ll find a list of hotkeys and keyboard combinations worth learning complemented with a downloadable table for reference and editing. Obviously, for each of us the list will differ depending on favourite devices, operational systems, programmes, and combinations you know already. Key combinations for Windows (Windows 7 to be exact) are followed by Mac variants in brackets.

The following links will provide you with full lists of keyword combinations for Windows 7, Windows 10 and macOS. Keep studying them and choose new combinations to master regularly. Attach small sticky notes to the outlines of your computer’s screen with 3 or 4 shortcuts you want to master next. Then, leave it all to your fingers.

1. Keyboard

Start with studying ALL the keys including the <Windows> key, the <Menu> context key (to the left of the right <Ctrl>, with a cursor and window icon) and the right <Alt> key (Alr Gr).

(On keyboards made for Macs, you generally use the <Option> key instead of <Alt> and <Command> instead of the Windows logo key.)

With the help of these keys, you can:

Win: open the Start menu
Win + D (Command-F3): Go to Desktop
Win + Е (Command-F): File Explorer or Finder
Win + L (Command-Option-Power): Block the workstation
Win + M (Command-Option-H-M): Minimize all windows
Win + R: Run (command line)
Win + F (Command-F): Search
Win + T: Choose the first element in the Task Panel (press it one more time to move to the next item)
Win + Right/Left arrow: Split the screen

Here you’ll find full lists of keyword combinations for Windows 7, Windows 10 and Mac. Keep choosing new combinations to master.

Pay attention to the command line in Windows. Here are some programs and tools you can quickly lauch with the help of the command line (<Win + R>):

calc: Run Calculator
control: Run Control Panel
excel: Run MS Excel
mspaint: Run Microsoft Paint
notepad: Run Notepad
taskmgr: Run Task Manager
shutdown/s: Turn off the computer in 30 seconds
shutdown/h: Hibernate the computer
shutdown/r: Restart the computer
winword: Run MS Word
\: Open the Home folder

You won’t need to type a command every time as the system will memorize it and autosuggest options.

Tip: When you enter an URL into the command line, the system opens it after launching the browser.

1. Windows / Mac programs and tools

You don’t need to ignore your mouse. Try to combine it with the keyboard for generous time savings.

Standard system combinations for Windows and Mac:

Ctrl + A (Command-A): Select all items
Сtrl + С (Command-C): Copy the selected item
Сtrl + F (Command-F): Search
Ctrl + N: New document
Ctrl + O (Command-O): File selection window
Ctrl + P (Command-P): Print
Ctrl + S (Command-S): Save the document
Сtrl + V (Command-V): Paste the selected item
Ctrl + W (Command-W): Close the document
Сtrl + Х (Command-X): Cut the selected item
Сtrl + Z: Undo an action

More useful key combinations:

WINDOWS

Shift: Block CD-ROM autorun (press after inserting the CD)
Shift+F10: Show the content menu for the selected item
Alt+PrtSc: Make a screenshot of an active window
Alt+F4: Close the active item (or exit the active program)
Ctrl+F4: Close the active document

MAC

Command-Tab: Switch to the next most recently used app among your open apps
Shift-Command-N: Create a new folder in the Finder
Shift-Command-4: Make a screen shot of an active window
Command-Comma (,): Open preferences for the front app

Keyword combinations for the Windows Task Panel:

Shift + click on the icon in the task panel: Open a new application window
Shift + right click: Show the application menu
Ctrl + click on the group of icons: Unfold all their windows

Tip: If after opening the Explorer you press a letter key, the system highlights the file (or the folder) with the name starting with that letter.

2. Text Editors

These application are among of the basic tools for translators. By continuing to study hotkeys and key combinations for handling text documents we increase our efficiency.

The <F8> in Windows is one handy key:

  • pressed twice, it selects the word around (or touching) the cursor
  • pressed three times it selects the whole sentence
  • pressed four times it selects the whole paragraph
  • pressed five times, it selects the whole document.

Position the cursor where you wish to begin, press <F8> and then use the cursors to extend the selection. To escape from selecting selecting mode, press the <Esc> key.

Be sure to learn key combinations for m- and n-dashes, soft hyphen, nonbreaking hyphen and nonbreaking space.

Additional key combinations for moving around the text:

Shift + F5: Move to the last change
Ctrl + Alt + Z: Switch between the last four edits
Ctrl + Left/Right arrow (Option-Left/Right arrow): Move by the words
Ctrl + Up/Down arrow: Move by paragraphs or vertical scroll
Ctrl + Page Up/Page Down (Fn-Up/Down arrow): Scroll up or down one page
Home / End (Command-Left/Right arrow): Go to the start or the end of a line
The same with the Shift key pressed for Windows and Mac: Text selection

And a number of useful combinations:

Shift + F3: Change the case of letters (the first letter, then the word)
Ctrl + Alt + I (Option-Command-P): Preview window / Page setup
Ctrl + Alt + period: Ellipsis
Ctrl + F12 (Option-Command-I): Select the document to open
Ctrl + left mouse key: Select the sentence
F7 (Shift-Command-Colon): Spellcheck and grammar check
Ctrl + F1 (Option-Command-T): Hide the toolbar (after you learn everything)

Make and print a table with special symbols to have them at hand. For Windows, you can include:
Copyright: Alt + Ctrl + C
Registered trade mark: Alt + Ctrl + R
Trade mark: Alt + Ctrl + T

Tip: To find the key combinations you need, open the list of special symbols in Windows Word. Selecting the symbol you need and look at the key combination in the lower right part of the window.

3. Browsers

Another important application type for translators, with their own key combinations and ‘secrets’.

Find and study key combinations for your preferred browser. Use <Ctrl + Tab> to switch between the open tabs. To move to a tab you need, use <Ctrl+window number> (Command-1 to Command-9 for Macs).

Tip. The address bar is also the search window. Type in the searched term and press <Enter>: you’ll see the results of your default search engine. To move the cursor to the address bar, use <Ctrl + L> (Command-L).

Windows + Chrome

Browser tabs:
Ctrl + N: New window
Ctrl + T: New tab
Ctrl + W: Close current tab
Ctrl + Shift + T: Reopen the last tab or window you closed
Browser pages:
Home: To the top of the page
End: To the bottom of the page
Ctrl + N: Bookmark the current page
Ctrl + H: History
Ctrl + J: Downloads

Mac + Safari

Browser tabs
Command-T: Open new tab
Command-W: Close Tab
Shift-Command-\: Show all tabs
Shift-Command-T: Reopen the last tab or window you closed
Command – Shift – ]/[: Navigate between multiple tabs
Browser pages
Command-Up: To the top of the page
Command-Down: To the bottom of the page
Control-Command-1: Show or hide the Bookmarks sidebar
Command-Shift-I: Open new message with the URL of a page
Command-Y: Open/close the History window

4. CAT Tools

They were made for efficiency but we can always increase it a bit further. Some key combinations are the same as with operating systems. Others are application unique.

MEMOQ

Tab: Switch between the Source and the Target
F2: Edit the Source
F7: Check spelling
Ctrl + Shift + A: Select all segments
Ctrl + K: Concordance
Ctrl + P: Look up terms
Ctrl + T: Split segment

An extensive list of key combinations for memoQ.

Additional shortcuts and customising shortcuts for memoQ.

TRADOS

F3: Concordance
F4: Exit
F12: Save as
Ctrl + K: Concordance
Alt + F2: Edit the Source
Alt + Ins: Populate from the Source
Alt + Del: Clear Target

An extensive list of key combinations for Trados.

Additional key combinations and customising shortcuts for Trados.

5. AutoHotkey

AutoHotkey is a free, open-source scripting language for Windows that allows users to easily create small to complex scripts for all kinds of tasks.

AutoHotkey can automate any desktop task:

  • Replace text (turning :*:kr:: into Kind regards)
  • Run programmes
  • Open files
  • Eeasily define hotkeys for the mouse and the keyboard

In Windows 7, you can use it to switch between the working languages with the help of <Win + space> combination.

  1. Download the application: http://www.autohotkey.com.
  2. Install AutoHotkey.
  3. Right-click on your desktop.
  4. Find New in the menu.
  5. Click AutoHotkey Script inside the New menu.
  6. Give the script a new name. It must end with a .ahk extension. For example: MyScript.ahk
  7. Find the newly created file on your desktop and right-click it.
  8. Click Edit Script.
  9. A window should have popped up, probably Notepad.
  10. Add #Space::PostMessage, 0x50, 2, 0,, A ; 0x50 is WM_INPUTLANGCHANGEREQUEST
  11. Run AutoHotkey.

* * *

I’ve created an editable Word file with main key combinations for Windows mentioned above: follow the link to get main hotkeys for translators. Feel free to download it and use for learning hotkeys. You can replace the hotkeys you know well with some new combinations to master.

Good luck in increasing your efficiency!

 

Translation Office 3000 3D

Translation Office 3000 3D: How to Get Started

7 steps to increase your productivity with TO 3000 3D

Owing a license of TO 3000 3D, I kept struggling with its tools and numerous options that were not all that clear to me. Project management, databases, reports, accounting…

Finally, I decided to study the Help section and some reviews to make a guide and start using Translation Office 3000 most extensively in my workflow. Here is a list of tips and tricks that might make your management tasks a bit easier, too.

1. Take time to consider basic settings

– Set your working currencies and adjust the base currency if needed (Backstage > Business Settings > Currencies). The 3D version of TO 3000 auto-updates rates and you can swiftly convert from one currency to another.

– Set a clear service structure. Note that you can add optional groups of services (like translation from or to various languages). Or can just add services one by one without grouping by clicking the New button. (Backstage > Business Settings > Groups of Services or Services).

– Create a client database. I did it manually but it can be imported from previous TO versions. In TO 3000 3D you can add social media links to clients’ profiles for a cooler look.

– Choose your workflow mode. It can be a two-level structure Client – Client Job where each client has Client Jobs attached to it (my choice). Or you can set Client – Project – Client Job structure to group jobs into projects. In this case, you cannot create client jobs directly. This can be changed later but know your mode as it affects the workflow. (See Help > Workflow Modes.)

2. Set up the folder structure you need

TO3000 3D creates and maintains a file storage folder structure in the Business folder. By default, it’s in the root of the C:\ drive. To specify a different location:

  1. Click Advanced Settings in the Backstage view
  2. Click the Folders section
  3. Click the Change button.

You cannot change the database location at the time of installation. Not very convenient for me as my C: boot drive is small. Luckily, I found the way out thanks to tech4freelancers.net. Follow the prompts in the blog post if you need to relocate the TO 3000 database. Everything works fine as long as you don’t back it up to C:\Users\Public\Documents\AIT\TO3000, Version 3D\db.

Make use of the folder structure created automatically by TO 3000 for clients, projects and invoices to store additional client-related data. You can easily customize the default structure. To define subfolders to be created automatically with the parent folder, go to Advanced Settings > Folders.

A new option of TO 3000 3D is the Knowledgebase to keep your CVs, TMs, dictionaries, glossaries, guides and manuals. The base has a dedicated folder where you can store all your reference files (by default, it’s C:\Business\KB).To create a subfolder, right click any existing folder in the tree view and select New Folder.

3. Customise your invoice and quote templates

To access all the templates in RTF format (price lists, invoices, quotes, etc.), use Backstage > Business Settings > Templates. Note that you can have several templates and choose any from a drop-down Templates list when issuing an invoice or a quote.

You can use your own invoice and quote template if you have them. First, save your files as RTFs and copy them to the Templates folder. Note that your original document does not contain any variables to add information automatically. The second step is to add variables from your default templates.

After creating a template-based document, you can email it using Mail Sender button (no need to open your main email client). When clicking the button, the Send Mail window opens where you can select your own email template, edit any of the fields or attach more files. To display sent emails both in your main email client and in TO 3000, you should use the IMAP protocol.TO3000 Template Folder

4. Automate your volume count

AnyCount and CATcount options are helpful for generating quotes and creating new jobs. AnyCount calculates text volumes for one or several files (words, characters with and without spaces, lines, pages, custom units). The tool works with all most common file formats. To specify its settings, go to the AnyCount tab in the User Settings window. Coupled with CATCount, it offers estimates for your new projects.

CATCount button opens the corresponding window where you enter word counts for different match types and the agreed rates manually to see the resulting number in the Volume field. (Not sure I’ll ever use this but still.)

When you use AnyCount or CATcount, the calculated data is added to the Notes tab. Please be aware that according to some reviews, CATcount’s result is less for about 0.05% when compared to manual calculations.

AnyCount TO 3000

5. Synchronise your databases

You do not need another license to run Translation Office 3000 3D on several computer. Here are the steps to synchronize TO 3000 on all your PCs and notebooks.

1) Install TO on all devices
2) Set up cloud synchronization software account (DropBox, GoogleDrive, etc.) or log in
3) Turn synchronization off
4) Go to Settings > Database. Click Transfer Database button and select your cloud folder. Proceed with every computer you plan to synchronise (be sure to choose the same cloud folder).
5) Turn cloud synchronization on.

Here you can also set the backup path for your manual backups. (No scheduling option is provided so don’t forget to set up a reminder.)

Translator Office 3000 Database

6. Track and find information

Use the Dashboard to track your current projects and deadlines for invoices and jobs. The Dashboard tab has all the key numbers presented in customizable widgets. To see the detailed data, left-click the widget. You can add new widgets to the Dashboard using the widget ribbon above and group widgets by dragging them to the right side of the screen.

The new Global Search function supports the search across the entire database. Search results are displayed in two separate tabs for people (clients, contacts, prospects) and objects (projects, jobs, invoices, etc.). Double click the result to switch to the original data table. Use filters to make search results lists shorter.

Hotkeys will further enhance your navigation and basic operations. To use hotkeys in TO 3000 3D, press <Alt> and the first character of the command name (underlined in the user interface).

7. Analyse and monitor trends

Get a larger picture of your translation business with advanced reports. Choose a static template in the Reports section with Clients, Jobs, Invoices, Payments categories. For certain templates, you need to define conditions (information to be added) and time periods.

Or go to the 3D tab with customizable dynamic reports where you can drag and drop fields in the pivot table to quickly create an exportable report.

And a final tip. When looking into TO 3000 options, I found a useful video. The webinar covers an older version of TO 3000 but it still gives some valuable insights.

Good luck with managing your data!