Use the Right File Format

Do not use PowerPoint or Excel files to create manuals or other documents that contain both text and graphics. These tools lack the functionality required to properly search, manage, and navigate complex content. 

Use InDesign’s native format (.indd) instead. Native InDesign files preserve layout integrity and support most alphabets and character sets. This makes them suitable for translation and multilingual DTP workflows across multiple languages.

Use Hard Returns and Soft Returns Correctly

A hard return creates a new paragraph. A soft return creates a line break within the same paragraph. 

When designers use hard and soft returns interchangeably, translation and DTP issues occur. Incorrect paragraph breaks fragment sentences and disrupts text flow once translated content returns to the layout.

Before sending files for translation, enable “Show Hidden Characters” in InDesign and check line break usage. 

Write Complete, Well-Structured Text

Write headings, paragraphs, and body text as complete sentences. 

Avoid manually breaking sentences to force text into specific spaces. These breaks complicate multilingual DTP and reduce translation accuracy when content flows back into the design.

Align Text Using InDesign Tools

Align text using InDesign’s built-in tools, including:

• Paragraph styles
• Lists
• Special characters

Do not use spaces or tabs for alignment. These shortcuts create layout issues during multilingual DTP when translated text expands or contracts, often leading to rework.

Design with the Target Language in Mind

During translation, text length expands or contracts depending on the language pair. Text typically changes by 10% to 35%.

As a reference:

• English to French text expands by approximately 20%
• English to Spanish text expands by up to 30%

Layouts with limited spacing, small font sizes, or tight line spacing increase the risk of issues during multilingual DTP. Allow additional space in layouts to accommodate language expansion and contraction.

Select fonts that support multiple character sets and use matching font families across languages to prevent font substitution during DTP production.

Avoid Embedding Text in Images

You can add images directly to InDesign by pasting them into the document. However, when images contain text that requires translation, multilingual DTP becomes more complex and production time increases.

Use text boxes instead of embedding text into images. Editable text allows translators to work more efficiently and significantly reduces time and cost during translation. 

Thread Text Frames and Use Layers

Thread text frames whenever content flows across multiple frames. Threaded text maintains continuity during multilingual DTP when translated text expands or contracts.

Organise layouts using layers rather than embedding text within graphics. Layered content simplifies text extraction, translation, and reintegration during desktop publishing.

Why These Best Practices Matter

Following these best practices improves translation accuracy and supports efficient multilingual DTP workflows. Proper file preparation reduces layout issues, avoids unnecessary rework, and keeps multilingual projects on schedule.

Preparing InDesign files correctly ensures content remains ready for translation and desktop publishing in any language

We hope that this has given you some useful insights into the best practices for multilingual publication and translation of InDesign files. If you have any questions or comments, feel free to contact us anytime. We are always happy to help!