Whether you’re conducting international business, collaborating with colleagues from diverse backgrounds, or simply communicating with friends and family who speak different languages, Microsoft Outlook’s ability to translate emails can significantly enhance your experience. It not only improves communication clarity but also helps bridge cultural and language barriers.
Whether you need to translate just a one-off email or want Outlook to automatically translate emails for you, this guide will walk you through both options. So, let’s get started.
How to Translate an Email Message in Outlook for Desktop
In order to translate messages manually in Outlook, you first need to set up your preferred translation language in the app. Here are the steps for the same.
Step 1: Open the Outlook app and locate the email message you want to translate.
Step 2: Click and drag your cursor over the text you want to translate to select it. Right-click on your selection and choose Translate > Translation Preferences.
Step 3: Click the drop-down menu next to Translate messages into and select your preferred language. Then, click OK.
Step 4: Return to your email message and select Translate > Translate Message.
Step 5: To undo the translation, click the Show Original link right above the message.
Note that you only need to set your preferred language for translation once. After that, you should be able to translate any email message in Outlook by selecting the Translate > Translate Message option. You can also use the translation feature for outgoing emails in Outlook.
How to Enable Auto Translation for Emails in Outlook for Desktop
While translating email messages in the Outlook app doesn’t take long, you can also automate the process. This way, Microsoft Outlook will automatically translate messages in other languages to your preferred language.
Here’s how to set up auto-translation for emails in the Microsoft Outlook app:
Step 1: Open the Outlook app and click the File menu in the top left corner.
Step 2: Select Options from the left column.
Step 3: Switch to the Language tab and scroll down to the Translation section. Select the Always translate option.
Step 4: Set your preferred language in the drop-down menu next to Translate messages into. Then, click OK.
Once you complete the above steps, Outlook will automatically translate the email messages you receive.
How to Translate an Email Message in Outlook for the Web
Similar to its desktop app, Outlook for the Web also includes a message translation feature, eliminating the need to rely on your browser’s translation feature or a third-party extension. Here’s how to use it.
Step 1: Open your preferred web browser and visit Outlook’s website. Sign in to your account if you haven’t already.
Step 2: Click the gear-shaped icon in the top right corner.
Step 3: Head to Mail > Message handling.
Step 4: Scroll down to the Translation section and select the ‘Ask me before translating’ option.
Step 5: Click the drop-down menu under ‘Translate messages into this language’ and select your preferred language. Then, click Save.
Step 6: Open the email message you want to translate and click the ‘Translate message to: [Language name]’ option.
Again, you only need to set up the translation feature once. After that, Outlook will automatically show you the translation option for messages received in other languages.
How to Enable Auto Translation for Emails in Outlook for the Web
If you frequently receive email messages in other languages, you can configure Outlook’s web app to automatically translate them into your preferred language. Here’s how:
Step 1: Open your preferred web browser and visit Outlook’s website. Click the gear-shaped icon in the top right corner.
Step 2: Head to Mail > Message handling.
Step 3: Under the Translation section, select Always translate.
Step 4: Select your preferred language under ‘Translate messages into this language.’ You can also configure Outlook to not translate messages received in specific languages by adding them under the ‘Don’t translate the following languages’ section.
Step 6: Click Save.
After completing the above steps, Outlook will automatically translate messages for you. If needed, you can click the Show original message link to undo the translation.
Break Down Language Barriers
Outlook’s translation feature is continually evolving and improving, providing translations that accurately convey the meaning and tone of your messages. As we just saw, utilizing Outlook’s built-in translation is straightforward, irrespective of whether you’re on the desktop app or the web.
Categories: How to
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