The short answer
Start with important, ambiguous terms. Record the source term, approved equivalent, meaning or context and approval status. Assign an owner to keep the shared version current.
Choose consequential terms
Prioritize products, features, components and recurring technical terms. A glossary should help people make decisions rather than collect every ordinary word.
One source word may need different entries by meaning. “Seal” can refer to a mechanical sealing component or a document stamp; one compulsory equivalent would create errors.
Include useful fields
- Source term and language.
- Approved equivalent for each target language.
- Definition, example or location of use.
- Approver and update date.
- Status: proposed, approved or retired.
Record prohibited alternatives when they have caused confusion. For untranslated brand names, specify spelling and capitalization.
Use references thoughtfully
Microsoft Learn — Language resources includes terminology and language-style resources. Such material supports research but does not settle the naming of your own products.
Start with approved project references. If older documents disagree, present the alternatives and context to the subject-matter owner instead of choosing by frequency.
Assign approval responsibility
Have translators explain context, product specialists confirm meaning and a designated owner update the shared file. Avoid separate departmental versions without clear status.
When a term changes mid-project, identify where the new decision must be applied, including previously delivered copy and illustrations.
Pair the glossary with a style brief
Terminology governs naming; a style brief governs expression. Include tone, forms of address, units, number formats and button-writing conventions.
Agree a representative sample before scaling the work. Approved examples give later reviewers a common basis for comments.
Frequently asked questions
Can an old translation become a glossary?
It can provide candidate terms, but check current product meaning and requirements before approval.
Does each technical term have one translation?
Not necessarily. Meaning and context can require different equivalents.
References
Project checklists and examples are written by LocalizeZone. Linked references support the specific statements marked in the article.
Discuss your project
Share sample documents and the names you want standardized. We can identify terminology decisions that should be confirmed before translation.