What is DeepL?
DeepL Pro consists of:
- DeepL Translator: translates texts, images, or even entire documents
- DeepL Write: checks grammar and spelling and makes suggestions for alternative words, phrasing, and tone for your own texts
Both work in many languages.
These extras from DeepL Pro help you use the tool efficiently:
- Apps and browser extension: Save yourself the hassle of copying and pasting texts back and forth and translate directly in the respective application.
- Glossaries: Terms defined in the source and target languages ensure consistent translation. The translation service of the Corporate Communications service unit already provides several glossaries centrally in DeepL, recognisable by the glossary name UniVie_. Activate the respective glossary in the settings so that DeepL translates proper names (such as organisational units), research areas and the most important terms from the fields of studyand teaching, human resources and librarianship correctly and consistently.
Why DeepL?
DeepL relies on specialised AI technology and analyses the content of the texts to be translated in context, while also utilising professional human expertise.
This makes DeepL translations very accurate: the message and context are preserved and less post-editing is required. Translations are therefore faster.
At a university in particular, the demand for translated texts is high: many non-German-speaking colleagues and students also need information in English or other languages. In addition, the internationally connected research community makes it necessary to provide correspondence with partners, publications or research documentation in English.
DeepL in practice
The University of Vienna’s translation service team has compiled tips and recommendations for translating with AI on the intranet. Users can get answers to the following questions:
- How do you prepare texts for translation?
- To what extent should you check and correct the translation?
- Which types of text are suitable for translation with AI tools?
The IT Communications & Marketing team at the ZID has already gained experience with DeepL. It uses the tool to make informative texts about IT services available in English. This process has proven successful:
The team members have the texts translated via DeepL. They activate a glossary the team has created, which contains all ZID-relevant terms in German and English. In a first pass, they check for themselves whether the content has been translated correctly or whether the translation contains any major errors. Sara Curtis, the English expert in the team, then goes through the translation again: “Most of the time, I only have to change minor details. For example, if the tone isn’t quite right or if ambiguous terms are translated incorrectly.”
DeepL has more than proven itself for the team, reports Sara Curtis: “We can now provide much more information in English. This is especially true for texts that need to be published urgently. It also takes some of the pressure off our colleagues in the translation service team of the Corporate Communications service unit.”
What about data protection?
If you use the DeepL Pro subscription provided by the University of Vienna, data protection compliance is guaranteed, and you can use the tool for all texts produced at the University of Vienna.
Ordering DeepL Pro
As an employee, you can order a DeepL Pro subscription for a fee (Euro 12,50/quarter) in the self-service portal.
You can find a user guide on how to order and further information about DeepL at Ordering a DeepL account for employees.
Training: Using DeepL efficiently
Webinars during the winter semester will help you get started with DeepL and show you the most important features:
- 21.10.2025, 9:00–10:00, in German
- 04.12.2025, 14:00–15:00, in English