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How to import an Excel spreadsheet into the Lexicon

The option to import a lexicon can prove to be helpful in a variety of situations, including the following:

  • the lexicon has been translated, edited, or proofread outside of Déjà Vu X3 and needs to be reimported into the project,
  • you would like to transfer the lexicon from an earlier project to the current project, or
  • a project-specific glossary has to be imported into the project’s lexicon.

The last item is arguably the most important one. Since the lexicon is used as the primary glossary for the project, it is very helpful to import a project-specific glossary into the lexicon rather than the generic termbase.

To import an Excel spreadsheet into the lexicon

  1. Access the Lexicon section of the ribbon, then click on Import>Import Excel Spreadsheet.
  2. The Lexicon Import Wizard appears.
  3. In the Specify File Name and Location page, you can select the file you wish to import, by clicking Select....
  4. When you have selected the file you want to import, click Next.
  5. In the Specify Excel Import Options page, you can see a preview of the information Déjà Vu X3 has extracted from the spreadsheet. You can enable the option First Row Contains Field Names if the spreadsheet has titles at the top of each column that Déjà Vu X3 should not treat as extractable terms.
  6. Click Next.
  7. In the Specify Field Information page, you can tell Déjà Vu X3 how it should treat the information it extracts from the spreadsheet. This is similar to the way you configure the extraction of information from fields when you import an Excel spreadsheet into a Termbase.
  8. When you are importing information into a Lexicon, the options are more limited than they are when you import into a Termbase or a Translation Memory. When you import information into a Lexicon, you only need to import the source and target text.
    To configure the import of the source text:
    1. Select the Field that contains the source text. In this example, it is called Source.
    2. Check the option Import As:.
    3. Select the source language of the project.
    4. You can often accept Déjà Vu X3's estimate of the correct code page to match the text it extracts. However, you can see a Preview of the text Déjà Vu X3 is going to extract, with the currently selected code page applied, so you can see if they code page selected will extract text correctly. If the text does not look right, you can select another code page. For Excel Spreadsheets, the code pages Western European (Windows) and Unicode (UTF-8) are usually the best choices.
  9. To configure the import of the target text:
    1. Select the Field that contains the target text. In this example it is called Target_1036.
    2. Check the option Import As:.
    3. Select the target language language of the project that matches the language of the text being imported.
    4. You can often accept Déjà Vu X3's estimate of the correct code page to match the text it extracts. However, you can see a Preview of the text Déjà Vu X3 is going to extract, with the currently selected code page applied, so you can see if they code page selected will extract text correctly. If the text does not look right, you can select another code page. For Excel Spreadsheets, the code pages Western European (Windows) and Unicode (UTF-8) are usually the best choices.
  10. Only the source and target text can be imported into a Lexicon. If the spreadsheet you are importing contains other fields, ignore them.
  11. Click Next.
  12. In the Specify import options page, you can enabled the following options if you wish:
    • Overwrite existing entries
    • Recalculate frequencies: this will count how many times each term imported into the Lexicon appears in the project itself, and add this count to each term in the Lexicon. This information can be used, e.g., to decide which terms will be more useful in the current project, and which ones can be deleted from the Lexicon for having little relevance.
  13. Click Next.
  14. The Lexicon Import Wizard will begin importing information, and will show a progress bar.
  15. When the import process ends, the wizard will show you how many entries were added to the Lexicon.
  16. Click Close.
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