Short answer
DeepL document translation translates complete Word, PowerPoint, and PDF files, plus XLSX workbooks on eligible plans and through the API. It is available through the DeepL website, desktop apps, and REST API. DeepL says the translated file retains the original formatting, images, and fonts, while file-size, character, and plan rules vary.
Microsoft Office’s built-in Translator creates a new translated Word document, but Excel and PowerPoint translate selected text rather than a whole workbook or presentation. That file-level versus in-app distinction is the key to comparing the two workflows. For the detailed format and limit reference, see DeepL file translation limits.
How DeepL document translation works
DeepL offers document translation through the web translator, DeepL for Windows, DeepL for Mac, and the DeepL REST API. The web and desktop workflows are designed for uploading a file, choosing one or more target languages, optionally selecting a glossary or tone, translating, and downloading the result. The web and desktop apps also support translating multiple files in a batch.
- Open the file-translation workflow at DeepL’s file translator, or use a supported desktop app or API endpoint.
- Select a supported file and the target language or languages.
- Optionally apply a glossary, formal or informal tone, or the available next-generation language model.
- Translate the file, then download the translated copy. On the web and desktop workflows, edit mode can be used when translating to one target language.
The API follows the same document-translation model and supports additional production formats. Its document endpoint can return the translation in the input format by default, subject to the format and account rules documented for that endpoint.
Supported formats and plan-dependent limits
DeepL’s supported formats and limits are not one universal list. The official file-format table gives a size and character limit for each format and plan. Word files include .docx and .doc; PowerPoint uses .pptx; PDF is supported; and Excel document translation accepts .xlsx, not .xls or .xlsm.
Excel file translation is plan-dependent. The official Excel guidance lists DeepL Pro Advanced, Ultimate, Team, Business, and the API plans as eligible routes; it is not available on a free account, Pro Starter, or Pro Individual. A free DeepL account has a 5 MB and 100,000-character per-file limit for Word, PowerPoint, and PDF in the current table. Other plans have their own per-file caps, and Pro plans include a set number of file translations that does not roll over.
DeepL also documents Text, HTML, XLIFF 2.1 and later, and SRT support, with additional formats available through the API. PNG and JPG file translation is marked beta. Files that do not match the supported format rules are not supported, even if their extension appears similar. A translated file from an account without a DeepL subscription is not editable according to the file-format guidance. For a PDF-specific workflow, see how to translate a PDF without losing formatting.
Glossaries, tone, and editing
Glossaries let you keep product names and other approved terms consistent across a file. On the web and desktop file-translation workflows, one glossary can be applied to a file translation; a batch uses one glossary for the whole batch, and the source and target languages must match the glossary. The API supports up to five glossary IDs for a document request.
Depending on the workflow and plan, DeepL also exposes formal or informal tone and a next-generation language model option. The web and desktop edit mode is available for a single target language; selecting multiple target languages disables that editing step. These controls affect the workflow and terminology choices, but they do not remove the file-format, character, or plan limits.
Microsoft Office translation by app
DeepL also provides Office add-ins for Word, PowerPoint, and Outlook. Their documented in-app workflow translates selected text in a side pane and can replace the selected text. That is separate from DeepL’s file-translation workflow above.
Microsoft’s built-in Translator has different capabilities by application:
- Word: Review > Translate > Translate Document creates a new machine-translated copy of the document. Translate Selection handles highlighted text. Microsoft documents the feature for Microsoft 365 subscribers and Office 2021, with additional Mac availability requirements.
- Excel: Translate Selection works on selected text or cells in the Translator pane. Excel has no Insert button in this flow, so the translated text must be copied and pasted. Microsoft does not document whole-workbook or whole-worksheet translation in this feature.
- PowerPoint: Translate Selection works on selected text. Microsoft does not document a slide-level or whole-presentation translation command in this feature.
Microsoft’s in-app requirements and commands are summarized in its official Translator instructions. For a separate guide focused on those Office commands, see Microsoft Office document translation.
Capability matrix
| Tool / surface | What it translates | Whole-file translation? | Formatting preserved | Access / plan | Limits or workflow notes |
|---|---|---|---|---|---|
| DeepL file translation — web, desktop, or API | Uploaded Word, PowerPoint, PDF, eligible XLSX, and other documented formats | Yes | DeepL says original formatting, images, and fonts are retained | Format and plan dependent; Excel requires an eligible plan or API route | Per-file size and character caps; Pro file-translation quota; formulas and text embedded in Excel images are not translated |
| DeepL Office add-ins | Selected text in Word and PowerPoint side panes | No whole-file claim here | Selected text is replaced in the app | DeepL account; glossary and formality controls require DeepL Pro in the Word add-in | Daily character limits vary by account and plan |
| Microsoft Word Translator | Whole document as a new copy or selected text | Yes, in Word | Microsoft opens a new machine-translated copy | Microsoft 365 subscriber or Office 2021; Mac requirements vary | Requires the documented connected experience and internet access |
| Microsoft Excel Translator | Selected cells or text through the Translator pane | No | Not a file-level output; copy and paste the text | Same Microsoft Translator availability rules | No whole-workbook or whole-worksheet command is documented |
| Microsoft PowerPoint Translator | Selected text | No | Not a file-level output | Same Microsoft Translator availability rules | No whole-slide or whole-presentation command is documented |
| Azure Translator document translation | Whole files through synchronous single-file or asynchronous batch processing | Yes | Preserves original document structure and data format | Azure subscription and Translator resource; batch also needs Blob storage | Supported formats and processing region depend on the Azure documentation and resource setup |
Which workflow fits when
Use DeepL file translation when the input is a supported file and the result needs to come back as a translated document. Check the format, account eligibility, per-file cap, and whether the file contains Excel formulas or image-based text before starting. The file workflow is also the relevant route when the source is a PDF, PowerPoint deck, or Word document rather than a few highlighted passages.
Use the Microsoft Translator command in Word when a new translated Word copy is the intended result. Use the Excel or PowerPoint command when selected text is enough and manual replacement is acceptable. Microsoft Office’s in-app commands should not be treated as whole-workbook or whole-deck translation tools. For Excel-specific preparation, see translating Excel files without breaking business spreadsheets.
Azure Translator document translation is a separate file-level route for single-file or batch processing. It requires an Azure resource and, for batch processing, Blob storage setup. It can be appropriate when that infrastructure is already part of the workflow, but it has a different setup model from uploading a document to DeepL. For PowerPoint files, review the deck for text-heavy slides before translating.
When you need something else
Windows users who need another file-based route can consider Jitan Translate. Its current download page says the Windows 11 Microsoft Store app translates PDF, PowerPoint, Word, and Excel files. After free registration, the page says that 100 free points can be used to try short documents.
Try Jitan Translate for Windows
Data handling
DeepL’s current privacy policy distinguishes its paid and free services. It says that texts and documents submitted to paid services are not permanently stored and are deleted after the service is performed. It also says that free-tier content may be processed for a limited period to train and improve its models. Treat those statements as service-policy conditions and check the current official policy for the account and document workflow you plan to use.
The bottom line
DeepL is the file-level path for supported Word, PowerPoint, PDF, and eligible XLSX workflows, with format and plan limits that need to be checked before upload. Microsoft Word can create a translated document copy, while Microsoft Excel and PowerPoint focus on selected text in the built-in Translator. Compare the file format, required output, account eligibility, and setup involved before choosing the workflow.
