MemoQ LNG User guide

General........................................................................................................................................ 1
Version and Installation..........................................................................................................1
Acclaro Support..................................................................................................................... 2
Connecting to Acclaro's MemoQ server.................................................................................3
Video Tutorials....................................................................................................................... 4
License Management.................................................................................................................... 4
Refreshing an ELM License...................................................................................................4
Project Administration.................................................................................................................... 4
MemoQ Dashboard................................................................................................................ 4
Two-row view.................................................................................................................................. 5
Command....................................................................................................................................... 5
Detail............................................................................................................................................... 5
Alert................................................................................................................................................ 7
Dashboard sorting........................................................................................................................... 8
Renaming Projects.......................................................................................................................... 8
Dashboard searching...................................................................................................................... 8
Project list columns and commands:............................................................................................... 8
Project Dashboard............................................................................................................... 10
Overview....................................................................................................................................... 10
Translations................................................................................................................................... 10
People........................................................................................................................................... 10
LiveDocs....................................................................................................................................... 10
Translation Memories.................................................................................................................... 11
Termbases.................................................................................................................................... 11
Settings......................................................................................................................................... 11
History........................................................................................................................................... 13
Reports......................................................................................................................................... 13
Plunet Handoff Information...................................................................................................13
Checking Out A Local Copy Of Project (For Translator/Reviewer)........................................16
Export For Translation In Other Tools...................................................................................17
Importing after translation............................................................................................................. 17
Translation & Review.................................................................................................................. 17
Default Keyboard shortcuts..................................................................................................17
 Translation editor.......................................................................................................................... 17
Formatting..................................................................................................................................... 21
Concordance................................................................................................................................. 21
Resolve errors and warnings........................................................................................................ 21
Find/replace.................................................................................................................................. 22
Aligner........................................................................................................................................... 22
Term base editor........................................................................................................................... 22
Term extractor............................................................................................................................... 23
Translation memory editor............................................................................................................ 24
General......................................................................................................................................... 24
Others........................................................................................................................................... 24
Editing A File........................................................................................................................ 25
Opening a document for translation..............................................................................................25
Translating/Editing the translation................................................................................................. 25
Navigation options................................................................................................................ 25
Confirming Segments in MemoQ.........................................................................................26
Joining & splitting Segments................................................................................................27
Using Lookup Results.......................................................................................................... 27
Searching TMs & Termbases...............................................................................................28
Filtering and Sorting............................................................................................................. 29
Segment Statuses................................................................................................................ 30
Formatting Tags................................................................................................................... 30
Delivering Completed Files in memoQ.................................................................................32
Viewing strings in files in memoQ in the server project........................................................32
QA Process................................................................................................................................ 33
Configuring the QA report....................................................................................................33
Running QA Checks............................................................................................................. 34
Fixing QA issues.................................................................................................................. 35
Appendix.................................................................................................................................... 35
Editing keyboard shortcuts...................................................................................................35
How to begin................................................................................................................................. 35
Use............................................................................................................................................... 35
Options.......................................................................................................................................... 36
Navigation..................................................................................................................................... 36
Compatibility note: If you use memoQ 2015 and older versions in parallel, you can use your
own shortcut customizations. Each memoQ version will use its own resource type. If you
 upgrade to memoQ 2015, you will lose your customized keyboard shortcuts. If you use
hotkey scripts such as AutoHotkey, you may need to reassign shortcuts since new shortcuts
were assigned by default in memoQ 2015...........................................................................36
Term Extraction.................................................................................................................... 36
FAQ............................................................................................................................................ 38
I don’t have an active license........................................................................................................ 38
I need to take a MemoQ license................................................................................................... 39
I can’t find a project assigned to me..............................................................................................41
Message error: "User session is not valid or has expired. Please retry the operation."................42
I can’t get a license after a server version update.........................................................................43
I don’t have a user ID or password...............................................................................................44
Workflow status of documents different from your role.................................................................45
Failed to add entry to the translation memory...............................................................................46
I don’t have memoQ on my computer...........................................................................................47
Project created with a higher version of the tool...........................................................................48
Reviewer 2 Can't mark as proofread............................................................................................. 49

General
Version and Installation
Before your first project with MemoQ, you will need to download the software and install it on
your computer. MemoQ is available to download here:
http://kilgray.com/downloads
The most current version will be at the top of the list.
Acclaro currently uses version 2015 -Build 7.8.XX Install this version.
1. Save the .exe file onto your computer and launch the setup file. Choose the language
that you want MemoQ to run in. Once the setup wizard appears, click Next to continue.
a. If you get a warning about having .NET 2.0 SP2 or higher, please navigate to the
page provided and download it. Most computers already have this installed, in
which case the wizard will continue automatically.
2. Accept the EULA.
3. Choose to install the software onto your C:\ drive, which is the default offered by the
wizard.
4. Choose to create desktop icons and have MemoQ automatically search for and install
updates according to your preference. This is the last screen before the installation is
complete.
Now that MemoQ is installed on your computer, you are ready to activate it with a license. To
do this, you must be connected to the internet. Launch MemoQ and click OK when prompted to
launch the activation wizard.
When given the choice, click the radio button that says “I am a new user…”.

On the third screen, the activation wizard will ask for some details. Fill in the Name, Company,
E-mail address and Country fields, then click Next. MemoQ will ping Kilgray to request a serial
number specific to your computer.
Once that is done, click on the check box on the next screen to “update my ELM licenses from a
MemoQ server now”. This will connect you to Acclaro’s MemoQ server.

You will most likely not see the Acclaro server in the next window, so click on “The server is not
in the list” to be taken to the next screen.
Enter the following in the Server URL field:
memoq.acclaro.com
Enter your user name and password, provided by Helpdesk, into the subsequent fields.

Then, click the Check Login button to verify the connection.

This is the last step. You will see on the final screen that you have a license.

Acclaro Support
There is an email distribution group memoq@acclaro.com that all external resources should
send their requests to. Your email request will be received by a group of tool specialists at
Acclaro and will be able to address issues such as restarting a memoQ service when the server
is down, questions about taking an ELM license, resetting user passwords & etc. Please make
sure to provide enough and accurate information on the issue to be resolved for a better and
faster response.
Information should include the following:
 MemoQ Username
 Project in question
 Version of memoQ installed e.g.”7.0.66”
 Description of the issue.

Please also check the FAQ at the end of this document.

Connecting to Acclaro's MemoQ server

Acclaro’s MemoQ server is memoq.acclaro.com. When prompted for a server in memoQ,
please enter this address.
1. Launch MemoQ client
2. Select MemoQ tab on the top left

3. Click My MemoQ on the left panel and then click Activation on the right panel
4. Click ELM credentials tab
4.1 Click Add new ELM server link
a. Address is memoq.acclaro.com
b. Enter your user name and password
c. Click Check login link (it should is says SUCCESS); click Ok
d. Click Ok to close Log in to server window
4.2 Click Update credentials from ELM servers link
Use this option incase it has existing user, but non valid status
5. Click Licenses tab
6. Click Take ELM license link
7. Make sure memoq.acclaro.com is highlighted and click Ok
8. You now have a valid license from Acclaro memoQ server; you can click Close to
exit MemoQ activation screen

Video Tutorials
We have created a series of video tutorials to walk you through the basic tasks you may need to
perform in Memoq. To watch these videos, please go to:

http://memoqtraining.acclaro.com Username: mqtraining Password: mqtrai9i9g

License Management
Refreshing an ELM License
1. Go to My memoQ > Activation Wizard and click next

2. Click on the check box on the next screen to “update my ELM licenses from a
MemoQ server, and click next
 3. Select memoq.acclaro.com and click Next

4. After license information updated, click Finish

Project Administration
MemoQ Dashboard
Once Engineering has completed their PRE tasks, you will be able to see your project on
MemoQ dashboard, which is the first screen you land on when opening MemoQ.
In order to see your projects, make sure to have memoq.acclaro.com selected in the Server
URL field or that you have been added as a PM in the users of the project.
Select the project that you need to work on and then click on Project tab >Manage in the
bottom left. Alternatively, you can double-click on the project name or manage icon on the
command.
This will take you into the specific project where you can:
 Analyze files
 Assign resources and deadlines
 Add users
 Access bilingual files
 Access the TM and termbase

The other functionality on the dashboard is used by the Engineering team.

There is project filter that you can search only on the filter selected. We recommend to select
All projects.
Two-row view

[One row view]

[Two-rows view]

Command
There are 5 commands on each project depends on one or two row view. You can Manage,
Check Out Project, Wrap Up, Move to Recycle Bin, and Export documents without opening
the project.
The option to Export docs is only visible when any file is completed status.

Detail
Select project and click Details button and you will see project detail with 3 main tabs: Project
detail, Progress detail, and Users detail
 Project tab

This tab contains project data:

 Project Data: displays the meta-information of your project (Project, Domain, Client,
Subject).
 Creation section: who created the project and when. If you are connected to a memoQ server,
you see also the launch date and the deadline.
 Type section: which project type (local, online, content-connected, handoff, checked out
project) and the workflow phase. If you created your project from a template, then the
template name is also shown. If your workflow contains FirstAccept, GroupSourcing or a direct
assignment, then the assigned documents for e.g. the assigned FirstAccept documents is
shown. If a workflow phase is missing (e.g. a project was not yet assigned),
then Unassigned is displayed.
 Size section (for online projects): shows how many documents are in the project, how many
segments, words and characters.
 Languages section: the source and the target language(s)

 Progress section: the project progress based on either characters, segments or words (same
as the progress bar, see Project list)
 Progress tab

The Progress tab shows the overall project progress on top (as shown in the Progress
tab screenshot below). The overall progress is followed by the progress for each target language. The
target languages are listed alphabetically by their ISO language code, e.g. ger for German, fre for
French.
If a target language has a missed deadline, then it gets a warning icon to the left of the language
name (same icon as for the error alert type).

Users tab

This is a reduced view of the People pane in project.

The first column is an alert type column for users with a missed deadline (same icon as for the error
alert type). You see the user name, whether this user is a project manager (yes/no), translator or
reviewer. All users are listed alphabetically. Different target languages are grouped within the same
role.
The progress for each user is indicated as well as the language pair (e.g. eng>ger). You can also see if
this user is allowed to access your memoQ server or should only work with packages (see User
properties).

Open

From Detail pane you can open that project by clicking Open button.
Reassign

No matter which project you have highlighted, Click Reassign at the bottom of the Details pane.
Let’s say I want to reassign Brenda Vera file in one of my project.
1. Click Reassign and select her name.

2. Click Next.
3. Pick from which project the file should be reassigned.

4. Click Next.
5. Select the resource you want to reassign the file to. You can search by name
or filter by target language.
6. Highlight the resource, click Next.
 7. Click Reassign.

Alert
Invoke the Alerts pane in connecting to your memoQ server, then select an online project in your

Dashboard. Click the Alerts button ( ) to display alerts, click this button again to hide alerts:

[Alerts for one selected project]

[Alerts for several selected projects]

 Send email to a linguist from MemoQ

Click on the envelope icon. An email will be automatically created with Sandra Coya as
recipient.
Reassign file without opening project

Follow the steps to pick a new user and reassigned the file right there.
Change deadline of a file without opening project
Dashboard sorting

Renaming Projects
It is in this dashboard where you can rename projects, by clicking rename.
 The name of the project should follow this format: Client name_[Plunet
order/quote no.]_Project name/drop no., e.g.: NetBase_O-11-01539_Revision 3
 Projects should be renamed when changed from a Quote to an Order.

Dashboard searching
Click the Edit icon:

.
This invokes the Edit filter dialog:
When you enter a search phrase, and press Enter, or click the search icon, the displayed view will clear
and a message e.g. “Searching for <search phrase>” will appear in grey italic letters below the search
box. memoQ then populates the display with items as they are found, and changes the message to
“Finished searching for <search phrase>” once the search has fully finished. You then see a filtered
view of the Dashboard. Click the red X to discard the filter and to return to the unfiltered view of your
Dashboard.

Project list columns and commands:

Each row in the project list corresponds to one project. All project rows have the following columns:
Type column: This column shows the project type (local, online, checked out project, package, LT).
Icons to show the location or type of the project:

o : New project created on a memoQ server;

o : Local project;

o : Local project created from a handoff package;

o : Local project created from an online project handoff package;

o : Local (checked out) copy of an online project;

o : Online project;

o : Online project created from an online project template;

o : Local project created from a local project template;

o : Content connected project created from a project template;

o : Content connected online project.

Status: Icons to show the status of the project.

o : Project not yet started;

o : Project is empty (no documents have been imported yet);

o : Translation in progress;
o : Translation completed by the translator (all segments are confirmed by the translator);
o : Translation is confirmed by the Reviewer 1;

o : All documents in the project are reviewed by the Reviewer 2.

o : Project is set to finish (wrapped up).

Project Dashboard
When you open a project from your dashboard, MemoQ will open a new window containing nine
panes: Overview, Translations, People, LiveDocs, Translation memories, Term bases, Settings,
History and Reports.

Overview
The Overview pane give a n overview of the project. Her you can:
a) Jump to overdue files.
b) Add languages

Translations
The Translations tab is where you can:
 Assign resources and deadlines to your files.
 Run an analysis by clicking on Statistics.

This method gives you the option to analyse the entire file set or individual files. Once you
choose all options and run the analysis, you have the option to export that to html or csv files.
**we normally use word counts as TRADOS 2007-like option**
 Export a bilingual RTF file. This can be used for client review; the reviewer
can use tracked changes, your language lead can confirm them, and then
your project can be automatically updated by importing the bilingual RTF
back into the project. This option is also helpful if you need to work with a
resource that does not have MemoQ during LQA or testing; they can use this
format to make linguistic changes so that you can ensure your TM is updated
with any LQA or testing edits.
 Use the Change Workflow Status command.
To view the actual translatable files, you need to open a local copy of the project by clicking on
Open a Local Copy in the upper left. This will download the project to your computer and will
open the translation grid that your translators and editors would see. Any changes you make
will not be reflected on the main server project unless you synchronize the project.

People
In the people tab you can
 Add user to a project
 Set up auto-assign users

LiveDocs
LiveDocs are reference files that you would want to link to your project. They could be
monolingual or bilingual files, and they are essentially used as a reference TM during translation
and editing. The difference between LiveDocs and the project TM is that LiveDocs are used for
reference only; no new translations will be written to them during the translation and editing
stages.
Engineering would be able to create a corpus for use during the project setup stage.

Translation Memories
The translation memories pane is where you will find the TMs associated with your project.
If you have multiple TMs, you would see one set as your Primary TM.
From this pane, you can:
 Export a TMX file of your TM in case you need to provide this as reference.
You would also need to export a TMX version of your final TM as part of the
standard Order Closing procedure.
 Edit an actual TM TUs.
Termbases
In the Termbase pane, you would select which termbase, or glossary, to use on the project.
1. To create a termbase, provide a CSV or TMX file to the engineer.
You can include all languages for your project in one CSV file. You can leave
the first row as a header or you can start directly with terms – the way the file
will import is customizable. This example has English, German, Spanish, and
a context field.

2. Make sure that it is selected for use on the Termbase pane.

Settings
The Settings pane contains a variety of information across nine tabs:
  The General tab contains data about the project: the name, who created it
and when, the target languages, etc.
 The Communications pane is where you can set up a query forum for
translators, editors and language leads in the same way that we have used
Issue View in the past.

Click Create New to name a forum for your project, and it will then be available to your
resources from their Translation grid.

You can also set up your preferred methods of notification for how the team is notified of
changes in file status.
 The Segmentation Rules tab is more for Engineering (it is where you would
choose which segmentation rules to use on a project).
 The QA Settings tab is also something that would probably be set up by
Engineering.
The settings here describe what sort of QA checks your translators and
editors can run on their files. For example, if you have a character limitation
check set up, it would be part of your project’s QA settings. The types of
things that can be set are shown in the following screens, which are accessed
from the dashboard’s Resource Console.

Segments and Terms:

Numbers:
This pop-up window illustrates the types of custom settings you can choose by language.
Punctuation:
This pop-up window illustrates the customized settings you can choose by language. For
example, for fr_FR, you could choose to run a QA check to ensure a space before question
marks.
Spaces, Capitals, and Characters:
Inline Tags:
  The TM Settings tab would be where you can define penalty settings on
segments. The LiveDocs Settings tab is similar; here you would define
penalty settings and matching for any reference documents that you have in
your corpus.
 The Auto-Translation Rules tab is where you could set up regular
expressions to automatically convert source text to its target equivalent. It
would be useful only when your text contains obvious patterns such as dates,
numbers, or measurements. It’s worth noting that auto-translated text will
display in a certain color (default is green) so that it can be verified easily,
and it will be automatically translated only after MemoQ searches the TM and
the termbase.
 The Non-Translatable List tab is where you can set up lists of strings that
should remain in English. These types of strings could be trademarks,
proprietary names, slogans, etc. MemoQ will display this text in gray.
 The Export Path Rules tab would be used by Engineering, as they are the
ones who post-process the files out of MemoQ.

History
Here you can view the history of your project:
  File assignments
 File deliverys
 Notification histories

Reports
Here you can run Progress, analysis and post translation analysis reports.

Plunet Handoff Information

This document is to give you a template to handoff to the linguists when translation is needed in
memoQ. This template should of course be customized to your client, project, etc.
Task
-------------
Please access MemoQ to translate the files in your language
No need to review the 100% matches.

To access memoQ, follow the instructions included and use the following:
Server URL: memoq.acclaro.com
Project Name:
UserID:

For information on how to access memoQ for Acclaro and other important documentation, you
can use the documentation in the reference material folder in Plunet or access
https://memoqtraining.acclaro.com/
Please contact memoq@acclaro.com if any problem with your credentials or MemoQ

Notes for translation&editing (to skip proofread segments) and QA report

----------------------------
To jump directly to the non-translated rows, the TRANSLATORS should go to the Translation tab
in memoQ, click on "Go to next settings..." and then click on "(1) Not confirmed or proofread" in
the Common filters tab.
To jump directly to rows confirmed by translators, the EDITORS should go to the Translation tab
in memoQ, click on "Go to next settings..." and then click on "Rows status....Confirmed" in the
Status tab.

You can customize the QA report in the Settings\QA Settings.

Create or clone a new profile and click Edit to change the settings.
Once the profile is created, make sure it is selected as the active profile for the project.
For example,
- Terminology: this may cause several false positives in highly-inflected languages. Uncheck if
it’s not absolutely necessary.
- Consistency: This is one of the most important checks and should be selected in most cases

Reference material
----------------
Glossaries
Style Guides
MemoQ documentation. You can also access the latest documentation on
https://memoqtraining.acclaro.com
IssueView documentation

Due date
--------------

Budget
--------------

Translation queries
-----------------------
Please enter any linguistic query in Issue View project xxxx and assign them to the cross
language lead

Deliverables
-------------
Run the QA check following instructions in the doc provided (MemoQ Documentation.zip). This
is important to check for any tags missing, extra space not needed, etc.
Don’t forget to synchronize your MemoQ project and deliver in Plunet the QA report
Checking Out A Local Copy Of Project (For Translator/Reviewer)
You should receive the assignment in a HO e-mail which contains a task description. You will
then open memoQ and check out (download) your project from a server - with Acclaro, you will
mainly work on online projects that exist on a memoQ server. However, on rare occasions and
for small projects, you may work on offline projects instead. If it is the case, see pages 22 and
23 of the Quick Start Guide for instructions on how to access and deliver these projects.
To start working on an online project, you need the following details:
- The Internet address (URL) of the server. Example: memoq.acclaro.com
- Your user name
- Your password
- Project name

Once you have the above details, follow the steps below.

Important: Follow the below steps only once per project. When you have already
checked out an online project, do not repeat this action if you simply want to return
to the project. Instead, close it and open it again from the Dashboard.

1. Open memoQ. In the Dashboard, click the Check out From Server on
Project ribbon.

2. MemoQ displays the below Check out online project dialog. In the Server URL text
box, type or paste the Internet address of the server, then click Select:
3. If this is the first time you connect to that server, memoQ displays the
below Enter user name and password dialog. Type your user name in
the User name text box, and your password in the Password text box,
then click OK:

4. MemoQ displays a list of projects that exist on the server. All the projects
in the list contain one or more tasks for you. Projects that do not involve
you are not listed. In the list, click the name of the project you need to
work on, and click Check out project:
Then, memoQ downloads the documents and the resources, and creates a copy of the project
on your computer. MemoQ also displays the Project home tab for the project, with the
Translations pane open, like on page 3 and 6 screenshots.

Export For Translation In Other Tools

If required, MemoQ files can be exported for translation in tools such as Trados or similar.
1. Select the files from the project you wish to export.
2. Click Documents tab and Export bilingual.

The commonly used options are

 MemoQ Xliff and click [Plain XLIFF for other tools] (with no checkboxes
checked)
good for translating on other CAT tools
 Two Columns RTF
Good for translating without a CAT tool and for client reviews.

Importing after translation

After files have been translated, they can be imported using the Import function.
Translation & Review
Default Keyboard shortcuts
Translation editor
Add Comment: Ctrl+M
Add Non-translatable: Ctrl+O
AutoCorrect: Ctrl+Shift+O
Bold text (set a selected part of the text bold or – if it is already bold – to remove
the bold formatting): Ctrl+B
Close Active Document (without opening another one): Ctrl+F4
Copy (copy text to the clipboard without cutting it): Ctrl+C
Confirm (store the source segment and the target segment in the primary
translation memory (if there's any), and set the confirmation status to confirmed):
Ctrl+Enter
Confirm and Update Rows (invoke the Confirm and update rows dialog).:
Ctrl+Shift+U
Confirm Without Update (without storing the source segment and the target
segment in the primary translation memory): Ctrl+Shift+Enter
Copy Next Tag Sequence: F9
Copy Selection To Target: Ctrl+Shift+T
Copy Source To Target: Ctrl+Shift+S
Cut: Ctrl+X or Shift+D
Delete To End Of Segment: Ctrl+D
Directly edit the resource entry highlighted in the Translation results pane:
Ctrl+Alt+Enter
Display All Hits/Display Filtered Hits (switch between full and filtered lists in the
Translation results pane of the Translation editor): Ctrl+Shift+D
Edit Source: F2
Edit Warnings (invoke a popup window where you can see the list of warnings
belonging to the segment and set them to ignore): Ctrl+W
Filter for selected text – abd turn off filtering if it is already on: Ctrl+Shift+F
Find... (invoke the Find and replace dialog): Ctrl+F
Goto Next (go through the segment types you specify under Goto Next Settings):
Ctrl+G
Goto Next Settings (invoke the Go to Next Segment dialog and specify the segment
types to jump to when pressing Ctrl+G): Ctrl+Shift+G
Insert Assembled Hit: F4
Insert Current Hit: Ctrl+Space
Insert En Dash: Ctrl+-
Insert Non-breaking Space: Ctrl+Shift+Space
Insert Symbol: Ctrl+Shift+I
Insert the target alternative of the hit corresponding to the number on the
Translation results pane into the current target segment of the translation (can be
used only for the first 9 hits): [number] + Ctrl
Italics (set a selected part of the text italic or – if it is already italic – to remove the
italic formatting): Ctrl+I
Insert subscript: Ctrl+Shift++
Insert superscript: Ctrl++
Join Segments: Ctrl+J
Lock Special... (set the status of segments of the selected type to locked):
Ctrl+Alt+L
Lock/Unlock Segments: Ctrl+Shift+L
Lock/Unlock Several Segments At Once: Ctrl+L
Look Up Term (invoke the Look up term dialog): Ctrl+P
Mark selected text: Ctrl+Shift+M
Move down in the Translation results pane: Ctrl+Down arrow
Move up in the Translation results pane: Ctrl+Up arrow
Move selected text left by one word: Ctrl+Shift+B
Move selected text right by one word: Ctrl+Shift+N
Navigate down: Down arrow
Navigate down by one view: Page Down
Navigate through the open tabs: Ctrl+Tab
Navigate up: Up arrow
Navigate up in the Translation results pane: Ctrl+Up arrow
Navigate up by one view: Page Up
Overwrite the target side of the current segment in the translation grid with the
target text displayed in the target text field of the Concordance dialog: Alt+I: Insert
Paste: Ctrl+V or Shift+Insert
Redo: Ctrl+Y
Reject: Shift+Enter
Replace...(invokes the Find and replace dialog).: Ctrl+H
Remove All Tags: Ctrl+F8
Revert To Earlier Version: Ctrl+Shift+E
Scan Segment (if automatically scan segments is not enabled in the automatic
Lookup and Insertion dialog): F3
Search For Selection Fragment: F6
Search Fragment From Cursor: F5
Search In Source Or Target: Ctrl+Shift+F
Select All Text: Ctrl+A
Select All Segments (both on the source and the target side): Ctrl+Shift+A
Show the translation editor in the classic layout, with the Translation results pane on
the right: Ctrl+Alt+1
Show the translation editor with the Translation results pane on top: Ctrl+Alt+2
Spelling (invoke the Spelling dialog): F7
Split Segment: Ctrl+T
Subscript: Ctrl+Shift++
Superscript: Ctrl++
Switch from the source side to the target side and vice versa: Tab
Switch To Next Layout (toggle between the Default layout and Results Top layout of
the translation editor): F11
Toggle Case (toggle between first cap, all caps and small cap mode for the selected
part of the target segment): Shift+F3
Toggle Text Marking Mode: Ctrl+Shift+M
Underline (set a selected part of the text underlined or – if it is already underlined –
remove the underline formatting): Ctrl+U
Undo: Ctrl+Z
Unlock Special...(unlock segments of the selected types): Ctrl+Alt+U
View/Edit Current Hit: Ctrl+Alt+Enter

Formatting
Arrange Tags: Alt+F6
Copy Next Tag Sequence: F9
Edit Inline Tag: Ctrl+F9
Insert All Tags: Alt+F8
Note: If you select text before you press F8, memoQ inserts the next tag before the
selected text, and the one after the next after the selection. This way you can insert
paired tags with a single keystroke.
Remove All Tags: Ctrl+F8
Tag Insertion: F6
Concordance
Concordance (invoke the Concordance dialog): Ctrl+K
Insert Selected Text in the target text field of the Concordance dialog: Alt+S
Create Synchro Link (link two segments located in the same grid row): Ctrl+L

Resolve errors and warnings

Move To Previous Item: Ctrl+Up
Move To Next Item: Ctrl+Down
Ignore And Move To Next: Ctrl+Space
Apply automatic corrections: Ctrl+Shift+Space
Ignore All Warnings Of This Kind: Ctrl+Shift+I
Refresh Data: Ctrl+Shift+R

Find/replace
Move To Previous Item: Ctrl+Up
Move To Next Item: Ctrl+Down
Replace: Ctrl+Space

Aligner
Create Synchro Link: Ctrl+L
Create Cross Link (link two segments located in different grid rows ): Ctrl+O
Create Review Link: Ctrl+L
Confirm All Auto Links (confirm all segment links automatically created by memoQ's
alignment function): Ctrl+Shift+C
Mark As Insertion (tell memoQ's alignment function to stop looking for a
corresponding pair for the segment in question): Ctrl+Shift+I
Remove Link or Insertion (remove a link between two segments or an insertion):
Ctrl+R
Run Aligner (have the alignment pair reprocessed by memoQ's alignment function):
Ctrl+Shift+R

Term base editor

Add Term (add a new variant to the highlighted entry in the term base): Ctrl+A
Create Term Base Entry (invoke the Add new term dialog): Ctrl+E
Quick Create Term Base Entry (without entering additional information): Ctrl+Q
Delete Selected TB Entries: Ctrl+D
New TB Entry: Ctrl+N
Merge/Commit Current: Ctrl+Enter
Merge/Commit All: Ctrl+Alt+Enter
Mark As Master: Ctrl+Space
Mark For Merge: Ctrl+Alt+Space
Mark For Deletion: Ctrl+Shift+D
Mark To Skip: Ctrl+Shift+S
If you have several term bases attached to your project which are ranked, you can
use a shortcut to do the same as Ctrl+Q, but instead of whatever is the current
target term base, the term will be added to the term base ranked 1-9, for example:
Add Term To Term Base Ranked 3 will add the term to the term base ranked
third in Project home > Term bases.

Term extractor
Accept As Term: Ctrl+Enter
Drop Term: Ctrl+D
Select All Rows: Ctrl+Shift+A
Toggle Hits And Term Base: Ctrl+G
Merge Candidates: Ctrl+J
Unmerge Candidate: Ctrl+T
Prefix Merge & Hide: Ctrl+M
Hide/Unhide Shorter: Ctrl+L
Add As Stopword: Ctrl+W
Look Up Terms Now: F3
Select All Text: Ctrl+A

Translation memory editor

New TM Entry: Ctrl+N
Delete Selected TM Entries: Ctrl+D
Filter In Source Or Target: Ctrl+Shift+F
Flag TM Entry: Ctrl+M
Jump to Next Flagged: Ctrl+G
Merge current: Ctrl+Enter
Merge selection: Ctrl+Shift+Enter
Mark as master: Ctrl+Space
Mark for merge: Ctrl+Alt+Space
Mark for deletion: Ctrl+Shift+D
Mark to skip: Ctrl+Shift+S
Save Changes: Ctrl+S
General
Save All: Ctrl+S
Help: F1

Others
Open the memoQ TM Search tool: Ctrl+Shift+Q
In the memoQ TM Search tool, copies target to clipboard: Ctrl+Alt+C
In the memoQ TM Search tool, copies source to clipboard: Ctrl+Shift+C
Hide or expand the Ribbon tabs: Ctrl+F1

Editing A File
Opening a document for translation
In Project home, click the Translations icon. In the document list, double-click the
name of the document you wish to work with. If the document is already open, click
its tab on the upper part of the memoQ window.

You can have many documents open at the same time. You can switch to a
document by clicking its tab or by pressing Ctrl+Tab. You can close a document tab
by clicking the button on it, or pressing Ctrl+F4.

Translating/Editing the translation

The document content is split into two columns. The left column contains the source
segments. You enter/edit the translation in the right column. To start
translating/editing, click in the right-hand cell in the first row:
For some document formats, memoQ displays the formatted text in the Translation preview
pane below the translation grid, so that you can see where and how the actual segment would
appear in the final document. The Translation preview feature is available for the following
formats: HTML documents (web pages), Microsoft Word documents and Rich Text Files,
Microsoft Excel files, Microsoft PowerPoint files, and XML documents.

Navigation options

When you receive a new project in memoQ, you will see that usually all content that has been
previously translated is pretranslated in your files (these rows also display a double green check
mark).
If you do not need to review these 100 and 101% matches, you can use memoQ´s Go to next
Settings to skip these segments and get directly to the next row you need to translate or edit:
- Translators: If you want to skip proofread segments, you can go to Edit tab >
Go To Next> Go to next settings > option (1).
Each time you press CTRL + ENTER to confirm a segment, you will jump
directly to the next row that is not confirmed/proofread.
 - Editors: To skip pretranslated segments and go directly to confirmed
segments (translated by a translator, not during pretranslation), you can go
to Translation > Automatic Lookup and Insertion > Go to next settings >
Status tab > select only Confirmed as Row status.

(translators)
(editors)

The settings are only suggestions to try to improve and speed up your work. You can customize
these settings to meet any specific needs you may have with your project.

Confirming Segments in MemoQ

Once you have translated or reviewed your segment, press Ctrl+Enter, or, from
the Translation menu, choose Confirm. This will propagate your translation or edit
to all repeated segments. MemoQ saves the translated segment into the document
and into the project primary translation memory, and then proceeds to the next
segment.

You must confirm all segments prior to delivery, otherwise the project will not be
considered complete for delivery.
To confirm all segments globally, go to Preparation > Confirm and Update
Rows.
You do not need to save the document during translation because memoQ
automatically saves every single change very often.

You can also confirm a translated or edited segment by pressing Ctrl+Shift+Enter,

however this will not propagate your translation to the remainder of your project.

You can also choose Confirm Without Update from the Translation menu. If you
do this, MemoQ will not save the translation in the translation memory. This
command is to be used when there is no translation memory assigned to the
project, or when there is one, but you do not want or are not allowed to add
segments to it.
Joining & splitting Segments
During the project creation, your project manager may choose to enable you to join
and split segments.
If it is the case, and if the current segment does not form a meaningful unit in itself,
but makes sense together with the next one, click or press Ctrl+J.
MemoQ joins the current segment with the next one.

If the current segment seems to contain more than one sentence (or meaningful units), you can
split it into two segments: click on the appropriate position in the source cell, then click or press
Ctrl+T.
MemoQ will split the segment into two at the specified position.
Afterwards, click in the right-hand cell in the first new segment, and proceed with the translation.

Using Lookup Results

When you confirm a segment, memoQ moves to the next one, and automatically
fills in the segment with the best (highest-ranking) suggestion from the translation
results list.
Note that when you open a document for translation, memoQ will not insert the
highest-ranking translation results in the first segment. Neither will memoQ insert a
translation result into a segment if you get to it by just clicking it or pressing the
arrow keys to navigate up and down in the grid.

However, no matter how you reach a segment, memoQ will automatically look up
the segment text in the project translation memories and term bases, and will
match the segment against the auto-translation rules and non-translatable lists. The
results come in the form of suggestions listed in the Translation results pane
located to the right of the translation grid. The suggestions are ranked: translation
memory matches come first, with the best match at the top of the list.

Note: For more information on resources such as the auto-translation rules and the non-
translatables, see memoQ Help.

If memoQ does not fill in the segment automatically, or you want to find a better
match for your segment, you can navigate and review the translation results list,
and insert suggestions manually:

The list includes suggestions (hits) retrieved from the translation memories and the
term bases: hits from translation memories come first, in a red box, followed by hits
from term bases, in a blue box (these are also highlighted in cyan in the source
column). You can navigate the translation results list using Ctrl+Up arrow and
Ctrl+Down arrow. To insert the target result from the selected hit into the
translation, press Ctrl+Space. You can also insert a hit by typing its number: press
and hold down Ctrl, then type the hit number, which appears in the colored box.

When you select a suggestion in the list, memoQ will show the differences in the
three fields under the list. These fields show the original source segment, the source
segment of the translation memory hit similar to the source segment, and the
target segment of the hit. Color coding is used to highlight differences between
these segments (dark blue items are to be inserted, red items are to be deleted,
light blue items are to be changed). The confidence (or the fuzzy match rate) of the
translation memory hits is shown in white before a dark grey background in the
lower right corner of the memoQ window.

Searching TMs & Termbases

MemoQ actively searches the TM and Termbases of your project and displays
matches and partial matches on the right panel.

When memoQ does not provide any suggestions and you are unsure about how to
translate a term, or want to check if it is present in the translation memories or term
bases to ensure a consistent translation, you should use the Concordance function.

To do this,
1. select the term in the source cell
2. Press Ctrl+K, or, from the Quick Access tab, choose Concordance.

If the translation memories have segments containing the term, memoQ will
list them in a separate window, along with their translation:
If a term occurs more than twice in the translation memories, memoQ can perform
the concordance automatically. In such cases, the term will appear in the hit list,
marked with an orange box. When you double-click an ‘orange’ hit, the
Concordance window will appear.

Alternatively, you can check for a term in the term bases.

To do this, use the term base lookup feature:
1. Select a part of the term in the source cell
2. Press Ctrl+P, or, from the Operations menu, choose Look up Term.

If the term base has terms containing that part of expression, memoQ will list
them in a separate window, along with their translation:
Filtering and Sorting
You can use the filtering and sorting toolbar above the translation grid if you want
to:
 see only segments that contain a specific word in the source or target
segments
 see only segments that have specific segment types
 see the segments in a specific order.
This is useful to check consistency in equal or similar strings.
To reset filtering, click .
To reset sorting, choose No sorting in the appropriate drop-down list of the toolbar.

Segment Statuses
Next to the target segment, there is a small column displaying the status of each
individual segment.

The status of a segment in memoQ can take five different color-coded values:

The segment has not been edited yet.

Grey
The segment has been edited, but is not confirmed.
Pink
The translation is confirmed, in which case you see a green tick
Green instead of the red cross.

The target segment text was automatically inserted by memoQ

Blue during pre-translation. In this case, you can see a percentage value
other than zero before the blue background. An exact match is
indicated by the value of 100% (or 101%), fuzzy matches are
indicated by a lower percentage.

The target segment text was compiled from fragments by memoQ

Purple during pre-translation. There was no acceptable translation memory
hit for the entire segment, but there were some for parts (fragments)
of the text.

Formatting Tags
When importing a source document, memoQ extracts the text content from the
source files and hides formatting, styles, images, etc. from the translator.
To have these elements displayed, you need to export the translations back into the
original format.

From the original formatting, memoQ’s translation grid displays bold, italic and
underline font styles only, which you can change. If the whole source segment is
formatted the same way (e.g., the whole segment is in italics), the same style is
used automatically in the target segment. If just a part of the source segment is
formatted this way, you need to format the target equivalent by selecting it and
pressing Ctrl+B, Ctrl+I, or Ctrl+U.

All other formatting within the segment is converted into a purple formatting tag for
the time of translation. It displays as numbers between curly brackets {1}:
To insert a tag, locate the position within the target cell where you want to insert it,
and press F8. You can also press F8 while typing the translation.

MemoQ can export the document back into the original format only if you
inserted all formatting tags into the target segment, each at the appropriate
positions. You cannot change the order of the tags: pressing F8 will always insert
the subsequent tag.
If you move the cursor backwards, then press F8, memoQ renumbers the tags in
the target cell. The exclamation mark icon will remain until all formatting tags are
inserted, or all unnecessary tags are deleted from the target cell.

The tags between curly brackets are “legacy” tags. For most file formats, such as
Microsoft Office Word 2007 (DOCX) documents or HTML files, memoQ now uses so-
called inline tags. With these tags, you might get some information about the
content of a tag; you can change the order of the tags; and, if you are technical
enough, you can even create and insert new tags. Inline tags look like this:

When you are translating, you can press F9 to insert the next inline tag from the
source cell.

As previously mentioned, for some document formats, MemoQ displays a formatted

preview of the text in the Preview pane, below the translation grid. The preview
helps you place the formatting tags, because it reveals the actual formatting of the
text, and refreshes the preview as you proceed with the translation.
This is why this functionality is also called the real-time preview. Real-time preview
is available for the Microsoft Office file formats (DOC, DOCX, PPT, PPTX, XLS), HTML
(web pages), and XML.

Delivering Completed Files in memoQ

When your translation is completed, follow the steps below:
1. Ensure all segments in your project have been confirmed by selecting Quick
Access > Confirm (Ctrl+Enter).
2. Navigate to the Project home tab. Click on Translations.
3. Select the documents that you wish to deliver.
4. On Documents tab, click Synchronize > Synchronize Current Document
or Synchronize Project if you want to synchronize entire prject.
 5. Click on Deliver/return. To Deliver successfully, all segments must be
confirmed in the selected documents (step 1 above).

If not all segments are confirmed, memoQ displays a warning message:

4. If all segments are confirmed, memoQ uploads your document to the

memoQ server, and then notifies the project manager that the translation
is completed.
5. Open the project in Plunet and ‘deliver’ it as well.

NOTE: After you have delivered a file, you won´t have access to it. Please make sure your files
are finalized and that you run the QA report before delivering them. If you try to deliver more
than once a file, an error message will be displayed.

Viewing strings in files in memoQ in the server project

As you may have heard we have the memoQ web access up and running. Part of this allows
you to view and edit files directly from server projects without checking out a local copy.
If you double click a file in a project you will see the following dialog:

If you click yes it will open your default browser with a URL that will take you directly to the file
as below:

As this is an online view not all strings are visible on one page so you will have to use the page
navigator highlighted above. The find icon (highlighted above) does search across pages
though.
If you want to view other files in that project you can click the memoQWebTrans image
(highlighted above) to jump to the file list for the project. You can then click on the file names to
open that file (as below):

A few extra notes:

 MemoQ web supports the latest Firefox and IE. Chrome is in experimental
mode. An extra note on IE, if you have compatibility mode switched on for
the URL “Acclaro.com” (which I think most do for access to Plunet) then the
site will tell you your browser is out of date. You can either remove
“Acclaro.com” from the compatability list or copy the URL in the browser to
another browser.
 Occasionally I was asked to log-in when opening a file directly from memoQ
(see page below). You can log-in using your memoQ username and password
but you may find it does not forward you onto the document and you will
need to double click from memoQ again.
QA Process
Configuring the QA report
1 – In Project Home, click Settings on the left panel.
2 – Click QA Settings.
3 – Select the name of the profile you want to edit (You cannot modify the Default profile. If
necessary, click Create/Use new to create/use a new profile).
4 – Click Edit to configure your preferred checks.
5 – Select the relevant options in each tab: Segments and terms, Consistency, Numbers,
Punctuation, Spaces, capitals, characters, Inline tags and Spelling and grammar. Click Ok
when done.

Your QA settings have now been stored.

Note:
- Terminology: this may cause several false positives in highly-inflected languages. Uncheck if
it’s not absolutely necessary.
- Consistency: This is one of the most important checks and should be selected in most cases.

Running QA Checks

1. In Project Home, click on Translations.

2. Right click on the file and select Tasks > Run QA... You can run checks on the
entire project or on each project file.
 3. The QA checks results are displayed in a new tab called Resolve errors and
warnings. You can select each issue found and fix it or choose to ignore it.

4. Fix all valid issues and run the QA check again.

5. Click on Export report.
6. Save the QA report and include it in your delivery in Plunet.

Fixing QA issues
The QA checks results are displayed in a new tab called Resolve errors and warnings. You can
select each issue found and fix it or choose to ignore it. Fixing the issue will update the
segment.
Export report will generate a html file that you can include with your delivery to point out any
issues or false positives. Be sure to solve all linguistic issues within your reach and notify the
PM if needed.

Appendix
Editing keyboard shortcuts
In memoQ, some of the shortcut keys are customizable. The shortcuts are grouped
in categories. The Customize memoQ shortcuts dialog allows you to edit
shortcuts directly. It is important that you cannot edit the default set of shortcuts;
first you have to clone it and then you can edit the cloned copy.
How to begin
Open the Options dialog from the Quick access toolbar (click in the top left corner
of the memoQ window). In the Category list, choose Keyboard shortcuts. Select a
keyboard shortcut set from the list, and click Edit.
You cannot edit the Default shortcut set: Clone it or create a new one before
editing.

Use
The pane contains a list view showing the customizable current shortcut keys. You
can show or hide shortcut categories in clicking the arrow icon next to a shortcut
category. Search for a shortcut in entering the shortcut name in the Search field,
then press Enter. Hover over a shortcut name to display the Edit and Remove icons.
Click the Edit (the pencil) icon to enter a new shortcut in the text field. Click the
Remove icon to remove a shortcut and free the associated shortcut combination to
be used for something else.
Example: If you want to insert or edit a shortcut for Mark Text, press Ctrl on your
keyboard, then press Shift and M on your keyboard to enter the shortcut. If the
shortcut is already taken, you get a message from which command this shortcut is
used and will be removed to reassign it.
Activate the shortcut set after editing: After you edit the shortcut set, make
sure you make it active in the Keyboard shortcuts pane: check the check box to the
left of its name.

Options
•Category: This title bar indicates the main category for all related shortcuts, e.g.
Aligner document and all associated shortcuts for performing an alignment. The
categories are sorted alphabetically.
•Shortcut key: This column indicates the shortcut keys assigned to the different
commands. To modify a shortcut key, click the appropriate row in the Shortcut key
column, click the Edit icon, enter a new shortcut, and press Enter (or click the Plus
icon) or select another field. If an option like Special character (Left-To-Right Mark)
has no associated shortcut, click the Edit icon to insert a shortcut for this command.
If the shortcut you entered is already used elsewhere, then it is removed from its
current command without further warning.
•Save cheat sheet...: Click this link to export your shortcuts as HTML file. You will
get a list of all assigned shortcuts in HTML format, which you can also print.
•Special characters...: Click this link to invoke the Customize symbol shortcuts
dialog.
This dialog is the same as the Insert symbol dialog. In addition, it has an Assign
shortcut field. Select a symbol in clicking on it. Enter a shortcut, then click the Plus
icon to assign the shortcut to the selected symbol. Click Save to save the assigned
shortcut. Click Close to close the dialog.

Navigation
Click Save to close the dialog, saving all changes. Clicking Cancel will close the
dialog without saving changes.
Compatibility note: If you use memoQ 2015 and older versions in parallel,
you can use your own shortcut customizations. Each memoQ version will
use its own resource type. If you upgrade to memoQ 2015, you will lose
your customized keyboard shortcuts. If you use hotkey scripts such as
AutoHotkey, you may need to reassign shortcuts since new shortcuts were
assigned by default in memoQ 2015.

Term Extraction

1- Create a new project (Project > New) and click Finish. (No need to import all
the files at that stage.)

2- Documents tab > Import > Import Folder Structure.

3- Next to the Base path box, click on the "..." icon. This allows you to import the
whole folder, and not adding one file at a time.

4- Click OK and all relevant documents will be added.

5- Go to Project home > Termbases and select any termbases that can provide
useful term translation in the target language or create a new one if needed.
It is advisable to create an empty termbase in your project for this.

6- Click Preparation tab > Extract Terms > Extract Terms

Note: when you want to resume work the next day for example, click Preparation tab > Extract
Terms > Term Extraction Session
7- Edit settings for the extraction process. Selecting a stopword list is usually
very helpful to avoid getting non-relevant terms extracted, like prepositions,
pronouns, etc. You also select the minimum number of occurrences for a term
to be extracted. Changing these settings will determine how specific the
extraction will be.

8- Click OK in the Extract candidates dialog.

9- In the candidate list editor, select all relevant terms and discard any terms
that are not useful.
10-(Optional) Add the translation for each term. Context is shown on the bottom
left side of the window.
 11-Click Export to termbase to export the resulting list to a termbase.

The resulting termbase can be exported to CSV format and imported from Excel if necessary.

FAQ
I don’t have an active license
Issue: MemoQ can’t find an active license and runs as a free version

Cause: You have not taken a license from Acclaro’s server.

Solution: You need to take a license to have memoQ run in Pro mode. See I need to take a
MemoQ license
I need to take a MemoQ license
Issue: MemoQ runs in 4free mode and you need to take a license to work on a project
Solution:
 memoQ tab, go to My MemoQ > Activation
 Click ELM credentials, select memoq.acclaro.com and click Update credentials
from ELM servers
 Click Close button

 memoQ tab, go to My MemoQ > Activation Wizard

 Click Next
 Click “I wish to update my ELM licenses from a memoQ server”
 Click Next

 Make sure memoq.acclaro.com is highlighted and click Next

 MemoQ should run now as TranslatorPro edition.
I can’t find a project assigned to me
Issue: a project assigned to you by an Acclaro PM is not visible in your list of projects.
Solution: You need to check out a project before you can start working on it.
 In memoQ, go to Project tab > Check Out From Server.

 Make sure Acclaro’s server is selected and click Select.

 Select the relevant project from the list and click OK.
Message error: "User session is not valid or has expired. Please retry the operation."
Cause: You may be running an incorrect memoQ version.

Solution: Our memoQ server version is 7, which means you need to run memoQ
version 7 client software. To check you software version go to MemoQ tab > Help
> About memoQ.
I can’t get a license after a server version update

Issue: A server update was performed by Acclaro and your license does not seem to
work.
Solution: You need to return your license and take a new one.

In memoQ, go to MemoQ tab > My memoQ > Activation

In the Licenses tab, select Acclaro’s current license and click Return ELM license.

After returning the license, you will need to take a new license.
I don’t have a user ID or password

Acclaro will assign you an ID and a password the first time you work in memoQ project.
If you have not received your credentials yet, you will get them in due time, once a
project is assigned to you.
If you have lost or forgotten your ID or passwords, please contact our PM.
Workflow status of documents different from your role

Issue: you do not have access to the files you need to work on as they are assigned to a
different step in the workflow.

Solution: memoQ projects follow a predetermined workflow, where translators can only
open files that require translation, editors can only open files that have been completely
translated and are ready to be reviewed, etc.
If you experience this error, please let your Acclaro PM know. They will make any
changes as required in the workflow.
Failed to add entry to the translation memory

Issue: confirmed segments are not stored in the TM

Solution: Please contact your PM and let them know the TM needs to be repaired.
I don’t have memoQ on my computer

You can download memoQ free at http://kilgray.com/downloads

At Acclaro we currently use memoQ version 7.
Project created with a higher version of the tool

Issue: You cannot open a project because it was created with a higher memoQ
version.

Solution: Make sure you are using memoQ v6. You can check this by clicking MemoQ tab
> Help > About memoQ in memoQ.
Reviewer 2 Can't mark as proofread
We have noticed with 7 that some reviewer 2 users aren’t able to mark as proofread.
This is related to them having PM rights.

Any reviewer 2 with PM rights who wants to mark as proofread needs to change their “Confirm
using Staus” to proofread, or have their PM rights revoked.