SOFTWARE USER GUIDE
SUMMARY GUIDE: USING CREATE IPA V2.0 SOFTWARE
PHASE 1 – DATA INPUT
1. Step 1 – Input the English passage.
2. Step 2 – Input the translation.
3. Step 3 – Input words to display meanings (if necessary).
PHASE 2 – RETRIEVE DATA (IPA + MEANING) FROM AI
4. Use Prompt 4 to generate the command.
5. Paste it into ChatGPT / Gemini.
6. Copy the IPA + Meaning table and paste it into Excel (Step 4A).
PHASE 3 – CHECK & FINISH
7. Click Step 4c / 4d / 4e to check for missing words.
– If the list is empty -> Click Step 5 -> Step 6B -> Finish.
– If words are missing -> Retrieve additional IPA and meanings from AI -> Paste back into Excel -> Re-check.
Repeat until the missing word list is empty.
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DETAILED INSTRUCTIONS: USING CREATE IPA V2.0 SOFTWARE
I. CASE 1: NEW USER (DATA REPOSITORY IS EMPTY)
(Explanation: The DATA Repository is an Excel file containing English vocabulary data, including IPA and meanings. You can select the repository on the main screen of Create IPA v2.0, with sizes from 1,992 Rows to 396,992 Rows.)
— PREPARING A NEW PROJECT —
– At the main interface: Click ‘New Project’ to create a new project.
– Select phonetic result: IPA-(US) or IPA-(UK).
– Add image (optional): Paste the JPG file into the software via the ‘Import Picture (*.jpg)’ button.
(In practice, usually only completing items 1.1 to A.5 is sufficient).
— BLOCK 1: INPUT ENGLISH PASSAGE —
1.1. At the main interface: Click the [Step 1] button. The file ‘Step1-User-English-Text.txt’ will open.
1.2. Input your passage into the file.
1.3. Save the file (File \ Save).
1.4. Close the file (Close).
— BLOCK 2: INPUT THE TRANSLATION OF THE PASSAGE —
2.1. At the main interface: Click [Prompt 2] to get the translation command.
2.2. Type your language in the ‘Target Language’ section.
2.3. Click ‘Copy prompt to Clipboard’.
2.4. Open a Web browser (ChatGPT or Gemini).
2.5. Paste the command and send.
2.6. Wait for the result and copy the returned translation.
2.7. At the main interface: Click the [Step 2] button. The file ‘Step2-User-Translation-Text.txt’ will open.
2.8. Paste the copied result into it.
2.9. Save the file (File \ Save) and Close the file (Close).
— BLOCK 3: INPUT VOCABULARY TO DISPLAY MEANINGS (METHOD 1: TXT FILE) —
3.1. At the main interface: Click [Step 3]. The file ‘Step3-User-Vocabulary-Show-Meaning.txt’ will open.
3.2. Input the vocabulary words you want to display meanings for into the file.
3.3. Save the file (File \ Save) and Close the file (Close).
— BLOCK 4: RETRIEVE IPA AND MEANING DATA FROM AI —
4.1. At the main interface: Click ‘Prompt 4’ (Get Meaning from Context).
4.2. In the ‘Target language for meanings’ section, type your language.
4.3. In the ‘Select command generation mode:’ section, choose: ‘All vocabulary in the passage (in Step 1)’.
4.4. Click ‘Copy prompt’ and paste into ChatGPT / Gemini.
4.5. Copy the resulting data table (IPA and Meaning) from the Web.
4.6. At the main interface: Click [Step 4A]. The Excel file ‘Step4A-User-IPA-Meaning-Priority.xlsx’ will open.
4.7. Paste the data into the correct columns in the Excel file.
4.8. Save the file (File \ Save) and Close the file (Close).
— BLOCK 5: CHECK DATA COMPLETENESS —
5.1. At the main interface: Click [Step 4B] to open the folder ‘STEP4B-ENGLISH-VOCABULARY’.
5.2. Ensure this folder is empty (delete or move old files) to prioritize the file in Step 4A.
5.3. At the main interface: Click [Step 4d] – Check if the recently entered Excel file is missing any words.
5.4. The file ‘Step4d-The-Excel-file-is-missing-these-vocabulary-items.txt’ will open, containing the list of words (or the file will not open if the word list is empty).
PROCESSING BRANCHES:
BRANCH A: If the list is EMPTY (Data is complete) – PERFORM FINALIZATION STEPS:
A.1. At the main interface: Click [Step 5]. The file ‘Step5-English-Translation-Alignment.xlsx’ will open.
A.2. Adjust to align rows between ENGLISH and TRANSLATION.
A.3. Save and Close the file.
A.4. At the main interface: Click [Step 6B] to generate IPA and update the Data repository if new words are detected.
A.5. Wait for the final result => FINISH.
BRANCH B: If the list CONTAINS WORDS (Missing data):
B.1. Repeat the process from sections 4.1 to 4.8, but in section 4.3 select the mode ‘The Excel file is missing these vocabulary items (in Step 4d)’.
B.2. Repeat the process from sections 5.1 to 5.4.
PROCESSING BRANCHES:
BRANCH C: If the list is EMPTY (Data is complete) – (METHOD 2: Use Excel file to select words to display meanings)
C.1. At the main interface: Click [Clear Step 3].
C.2. Click [Step 4A] to open the Excel file.
C.3. Type a character (e.g., ‘a’) in the ‘Mark’ column for the words you want to show meanings for.
C.4. Save and Close the file.
C.5. PERFORM FINALIZATION STEPS similar to Branch A (from A.1 to A.5) => FINISH.
BRANCH D: If the list CONTAINS WORDS (Missing data):
D.1. Perform steps similar to Branch B (from B.1 onwards), repeating until the check in section 5.4 results in an empty list, then follow Branch C steps (from C.1 to C.5) => FINISH.
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II. CASE 2: DATA REPOSITORY ALREADY CONTAINS DATA
— PREPARING A NEW PROJECT —
(Perform similar to Part I)
(In practice, the process usually ends quickly from section 2.1 to C.1).
— BLOCK 1: INPUT ENGLISH PASSAGE —
2.1. Perform passage input (similar to Part I, sections 1.1 to 1.4).
— BLOCK 2: INPUT THE TRANSLATION OF THE PASSAGE —
2.2. Perform translation input (similar to Part I, sections 2.1 to 2.9).
— BLOCK 3: INPUT VOCABULARY TO DISPLAY MEANINGS (METHOD 1: TXT FILE) —
3.3. Perform input of words to display meanings (similar to Part I, sections 3.1 to 3.3).
— BLOCK 4: CHECK DATA COMPLETENESS —
2.3. At the main interface: Click [Step 4c] – Check if the current Data repository has enough vocabulary for the passage.
2.4. The file ‘Step4c-Vocabulary-words-not-yet-in-the-repository.txt’ will open, containing the word list (or the file will not open if the word list is empty).
PROCESSING BRANCHES:
BRANCH A: IF THE LIST IS EMPTY (DATA IS COMPLETE)
A.1. Update meanings according to context (Important):
Even though the Data repository already has data, you STILL NEED to repeat the process of retrieving data from AI (as guided in Part I, Repeat the process from sections 4.1 to 4.8, but in section 4.3 select the mode ‘Vocabulary list that needs to show meanings (in Step 3)’).
* PRINCIPLES TO REMEMBER:
– IPA: Can reuse old data in the Repository.
– MEANING: Mandatory to retrieve new data from AI to ensure the correct context of the passage.
– When data is retrieved and copied into the Excel file in Step 4A, the data from the Excel file will be prioritized, followed by the data in the Repository. Therefore, the meanings of the words in the output will be displayed correctly according to the passage context.
A.2. PERFORM FINALIZATION STEPS (similar to Part I (A.1 -> A.5)) => FINISH.
BRANCH B: If the list CONTAINS WORDS (Data missing from Repository):
B.1. Repeat the process of retrieving data from AI (as guided in Part I, Repeat the process from sections 4.1 to 4.8, but in section 4.3 select the mode ‘Vocabulary words not yet in the repository (in Step 4c)’).
B.2. After retrieving data from AI and pasting it into the Excel file (in Step 4A), click [Step 4e] – Combined Check (Excel + Data Repository). The file ‘Step4e-All-vocabulary-missing-IPA-or-meanings.txt’ will open containing the list of words (or the file will not open if the word list is empty).
PROCESSING BRANCHES:
BRANCH C: If the list is EMPTY (Data is complete):
C.1. Repeat the steps in Branch A (from A.1 to A.2) => FINISH.
BRANCH D: If the list CONTAINS WORDS (Missing data):
D.1. Repeat the process of retrieving data from AI (as guided in Part I, Repeat the process from sections 4.1 to 4.8, but in section 4.3 select the mode ‘All vocabulary missing IPA or meanings (in Step 4e)’).
D.2. Repeat Branch B steps (from B.1 to B.2) until the check in section B.2 results in an empty list, then follow Branch A steps (from A.1 to A.2) => FINISH.
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* IN PRACTICAL USE, USERS CAN CHOOSE: CASE 1 or CASE 2
CASE 1 (Recommended for low-spec computers):
– Disadvantage: Users must retrieve AI data for all vocabulary present in the passage, without missing a single word.
– Advantage: Users only need to select a small Data repository size => Running [Step 6] will be faster.
CASE 2 (Not recommended for low-spec computers):
– Advantage: Users only need to retrieve data for vocabulary missing in the Repository, and words that need to display meanings (if context-specific meanings are desired). If the repository is large enough, only a few words need to be retrieved from AI, which is negligible compared to a long passage.
– Disadvantage: Must select a large Data repository => Running [Step 6] will be slower due to accessing data from an Excel file with many rows (Only suitable for high-spec computers).
*ADVICE:
For low-spec computers, choose: Case 1 (or Case 2 when used with a repository size suitable for the hardware configuration, otherwise it will lead to lagging/freezing).
For high-spec computers, choose: Case 1 and Case 2 depending on the user’s purpose.
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HOW TO FIX SOFTWARE RUNTIME ERRORS:
– If an error occurs because a task was interrupted or stopped unexpectedly, please restart your computer and relaunch the software. It should function normally again.
– In cases of severe errors caused by user mistake or selecting a dataset that is too large for your computer’s specifications-resulting in freezes or lag-please restart your computer, uninstall the software, and perform a fresh reinstall. The software will then work properly again.
