How to Use Copilot in Word to Translate a Document Section

You have a Word document with a paragraph in a foreign language, and you need a quick translation without leaving the app. Copilot in Word can translate selected text directly within the document using its built-in AI language understanding. This article explains how to use Copilot to translate a section of text, what limitations exist, and how to verify the output for accuracy.

Copilot’s translation feature works by sending the selected text to Microsoft’s language models, which then return a translation in your target language. No third-party add-ins or online translation services are required. The process takes only a few seconds and keeps you inside your workflow.

By the end of this guide, you will be able to select any text block in Word and ask Copilot to translate it. You will also learn how to adjust the target language and handle cases where the translation is incomplete or incorrect.

How Copilot Translation Works in Word

Copilot in Word does not have a dedicated “Translate” button. Instead, it uses its general text-generation capabilities to rewrite selected content in another language. When you highlight a section and ask Copilot to translate it, the AI analyzes the source text, identifies the language, and generates an equivalent passage in your requested target language.

The translation is powered by the same large language models that drive Copilot’s other features, such as summarization and rewriting. This means the output can vary in quality depending on the complexity of the source text. Simple sentences translate well; idiomatic expressions or legal terminology may require manual editing afterward.

Prerequisites for Using Copilot Translation

Before you start, confirm the following:

• You have a Microsoft 365 subscription that includes Copilot (Copilot Pro or Copilot for Microsoft 365).
• Word is updated to the latest version (Version 2402 or later for Windows, Version 16.82 or later for Mac).
• Your document is saved to OneDrive or SharePoint so that Copilot can access the content.
• You are signed into Word with your Microsoft 365 work or school account.

Steps to Translate a Document Section Using Copilot

Follow the steps below to translate any text section in your Word document. The methods work for both Windows and Mac versions of Word.

Method 1: Using the Inline Copilot Icon

1. Select the text you want to translate
   Click and drag your cursor over the paragraph or sentence. You can select a single sentence, multiple sentences, or an entire paragraph.
2. Click the Copilot icon that appears near the selection
   A small Copilot icon (a purple diamond or sparkle icon) appears to the left of the selected text. Click it to open a short menu.
3. Choose the “Translate to” option
   From the menu, select the target language, for example “Translate to French” or “Translate to Spanish.” If the language you need is not listed, select “More languages” and pick from the list.
4. Review the translated text
   Copilot replaces the selected text with the translated version. Read through the result. If the translation is not accurate, click Undo (Ctrl+Z) and try again with a different language selection or a custom prompt.

Method 2: Using the Copilot Pane with a Custom Prompt

1. Open the Copilot pane
   On the Home tab of the ribbon, click the Copilot button. The Copilot pane opens on the right side of the Word window.
2. Select the text in the document
   Highlight the section you want to translate. Copilot will use this selection as context for the prompt.
3. Type your translation prompt
   In the Copilot pane text box, write a prompt such as:
   “Translate this paragraph to German. Keep the original formatting and tone.”
   Press Enter to send the prompt.
4. Copy the translated text back to the document
   Copilot displays the translation in the pane. Click the “Copy” button below the response, then paste it into your document where needed. Alternatively, you can ask Copilot to “Replace the selected text with the translation above.”

Method 3: Using the Draft with Copilot Feature

1. Place your cursor where the translation should appear
   Click at the location in the document where you want the translated text to be inserted.
2. Open the Draft with Copilot dialog
   Press Alt+I on your keyboard, or click the Copilot icon on the Home tab and select “Draft with Copilot.”
3. Enter a detailed prompt
   Type a prompt like “Translate the following text to Italian: [paste the original text here]” and click Generate.
4. Insert the result
   Review the generated translation, then click “Keep it” to insert it into the document. Edit the text as needed for accuracy.

Common Mistakes and Limitations of Copilot Translation

Copilot Translates Only the Selected Text, Not the Whole Document

Copilot does not have a “Translate Document” command. If you need to translate an entire document, you must repeat the process for each section. For full-document translation, consider using the built-in Translator feature in Word (Review tab > Translate > Translate Document), which uses Microsoft Translator and preserves layout better.

Copilot May Change the Formatting of the Original Text

When Copilot replaces selected text with a translation, it sometimes removes bold, italic, or hyperlink formatting. To preserve formatting, use Method 2 (Copilot pane) and paste the translation manually, then reapply formatting. Alternatively, use the “Keep source formatting” paste option (Ctrl+V, then press Ctrl to open paste options).

Copilot Returns a Translation That Sounds Unnatural

AI translations can produce literal or awkward phrasing, especially for idioms, jokes, or technical jargon. To fix this, ask Copilot to rephrase: “Rewrite the translation to sound more natural in Italian.” You can also edit the text manually or use a dedicated translation tool for critical documents.

Copilot Does Not Support All Languages Equally

Copilot works best with widely spoken languages such as English, Spanish, French, German, Italian, Portuguese, Chinese, Japanese, and Arabic. Less common languages may produce lower-quality output or fail entirely. If your target language is not supported, the Copilot pane will show an error message. In that case, use the Microsoft Translator add-in for Office.

Copilot Translation vs Microsoft Translator: Key Differences

Item	Copilot Translation	Microsoft Translator (Word Built-in)
How to access	Select text > Copilot icon or Copilot pane	Review tab > Translate > Translate Selection
Output location	Replaces selected text or inserts new text	Opens a side-by-side panel or replaces text
Formatting preservation	Often loses formatting	Preserves most formatting
Language support	Limited to AI model coverage	Over 100 languages
Custom prompts	Yes — you can ask for tone or style changes	No — only direct translation

Conclusion

You can now translate any section of a Word document using Copilot’s inline icon, the Copilot pane, or the Draft with Copilot feature. Each method gives you control over the target language and lets you review the output before finalizing it. For best results, use the Copilot pane when you need to preserve formatting or request a specific tone.

If you frequently work with multilingual documents, combine Copilot translation with the built-in Microsoft Translator for full-document jobs. Remember to always proofread AI-generated translations, especially for business-critical content. As a next step, try asking Copilot to summarize the translated section in English to verify the meaning matches the original.