Translate text into a different language

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The Translate feature is currently available for Word, Excel, OneNote, Outlook, and PowerPoint.

Important: The Translator feature is no longer available for Microsoft 365 operated by 21Vianet.

Note: The procedures for Outlook for the web are the same as the procedures for the new Outlook for Windows. Select the Web tab above for those instructions.

Translate an email in Outlook

In Outlook, you can translate words, phrases, and full messages when you need them. You can also set Outlook to automatically translate messages you receive in other languages.

When you receive an email in another language, you'll see a prompt at the top of the message asking if you'd like Outlook to translate it into your preferred language.

Incoming email heading

When you receive an email in another language, you can respond in two different ways:

In the message, select Translate message. Outlook replaces the message text with translated text.

After you've translated the message, you can select Show original to see the message in the original language or Turn on automatic translation to always translate messages to your preferred language.
In the message, select Never translate. Outlook won't ask you if you'd like to translate messages from that language in the future.

If, for some reason, Outlook doesn't offer these options, select the Translate button from the ribbon, or right-click on the message and select Translate, then Translate Message.

On the Home tab, select Translate > Translate Message.

To change your translation preferences, go to Home > Translate > Translation Preferences.

Select Translate preferences

Here you can set your preferred language.

Language preferences

Translate part of an email

To translate just a bit of text from a message, select that text and right-click. Outlook will show you the translation right there in the context menu that appears.

Context menu for translation

You can also select text and right-click to translate to your preferred language when you're composing an email. When you click the translated text, you can insert it into the message you're writing.

Translate while composing

To learn more see Announcing new translation features in Outlook.

Note: Automatic translation and intelligent translation suggestions are only available for Exchange Online mailboxes.

Word for Microsoft 365 makes it easy

In Word for Microsoft 365 when you open a document in a language other than a language you have installed in Word, Word will intelligently offer to translate the document for you. Click the Translate button and a new, machine-translated, copy of the document will be created for you.

A prompt offering to translate the document for you.

Translate words or phrases in Word, Excel, or PowerPoint

In your document, spreadsheet or presentation, highlight the cell or text you want to translate.
Select Review > Translate.
Select your language to see the translation.
Select Insert. The translated text will replace the text you highlighted in step 1.

Note: In Excel, there is no Insert button, you'll have to copy/paste the text you highlighted in step1.

You might see a list of several translations. Expand the translated item to show a usage example in both languages. Choose the one you want and click Copy.

This feature is available to Microsoft 365 subscribers and Office 2021 . You must also be connected to the internet, and have Office connected experiences enabled to use Translator.

Subscribers get new features and improvements monthly.

Buy or try Microsoft 365

Not sure what version of Office you're running? See What version of Office am I using?

This feature is not currently available to customers using Microsoft 365 operated by 21Vianet.

Translate a whole file in Word

Select Review > Translate > Translate Document.
Select your language to see the translation.
Select Translate. A copy of the translated document will be opened in a separate window.
Select OK in the original window to close translator.

This feature is available to Microsoft 365 subscribers and Office 2021. You must also be connected to the internet, and have Office connected experiences enabled to use Translator.

Subscribers get new features and improvements monthly.

Not sure what version of Office you're running? See What version of Office am I using?

Translate words or phrases in OneNote

In your notes highlight the text you want to translate.
Select Review> Translate > Translate Selected Text.
Select your language to see the translation.
Select Insert. The translated text will replace the text you highlighted in step 1.

Translate a whole page in OneNote

Select Review > Translate > Translate Page.
Select your language to see the translation.
Select Translate. The translated page will be added as a sub-page of the existing page.
Select OK in the original window to close translator.

Change translation language

If you later want to change the To language for document translation, or if you need to translate a document to more than one language, you can do so, by selecting Set Document Translation Language or Translation Preferences from the Translate menu, or on the File tab, select Options and choose Language.