Translating a ten-page proposal for a foreign client by hand takes time and often messes up the formatting. DeepL not only handles the text in Word, PDF, and PowerPoint files but also tables, font sizes, and inserted images. In the end, there is a finished file that looks like the original – just in a different language.
DeepL transfers text and layout in one step
If you only copy text and paste it into a translation field, you end up with plain text without tables, fonts, or page breaks. The document translation from DeepL works differently: the complete file is uploaded, DeepL translates the contained text, and delivers a new file in the same format at the end. According to DeepL, “the layout” is preserved, so tables, images with captions, and fonts are retained.
This distinguishes the function from the better-known DeepL Write, which only checks business texts for spelling and style but does not translate. For individual sentences or short business emails, a simple tool comparison between DeepL, ChatGPT, and Google Translate is often sufficient; however, for entire contracts, proposals, or presentations with tables and images, document translation saves the hassle of reformatting by hand.
How an office worker translates a document in five steps
Example from office life: A proposal in Word is to be translated for an English-speaking client, with a table and company logo. The process takes place entirely in the browser, no additional software is needed:
- Create a free account or log in at deepl.com
- In the “Translate Document” tab, upload the Word, PDF, or PowerPoint file by dragging and dropping
- Select the target language; DeepL automatically recognizes the source language
- Wait for the translation and compare the result in the preview window with the original
- Download the translated file in the original format and double-check technical terms and numbers
This results in an English version of a German proposal with the same table and logo, without anyone having to recreate the formatting by hand.
Costs, quota, and access at a glance
Without a subscription, DeepL claims to translate up to three documents per month for free, each up to 5 megabytes in size, according to its own information and independent tariff overviews. Those who need more pay around 8.99 euros per month in the starter plan for five documents without a character limit; the tariff overview from DeepL lists further tiers up to the ultimate plan for heavy users. Document translation runs in the browser at deepl.com, as a desktop app for Windows and Mac, and mobile via app – DeepL is based in Cologne and offers the service regularly in Germany and throughout the EU.
DeepL states that it processes documents according to GDPR regulations and protects them from third-party access; however, for contracts with real customer or company data, it is still worth taking a look at your own internal data protection rules before uploading a file.
For short internal notes or individual sentences, the simple text translation at deepl.com remains faster than the detour through an entire document. For technical terms, abbreviations, or numbers from tables, DeepL does not always provide the correct translation, so a brief check of the result before sending it to clients is necessary – document translation does not replace a four-eyes principle for important contracts.
