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Corporate Terminology and Microsoft Office

About this article

Corporate Terminology hooks into already existing features of Microsoft Office, to leverage already existing workflows for correcting and spellchecking. The terms added to the Templafy administration as a Prefer term, will be added to the Microsoft Office dictionary and (if specified in the administration) to the Microsoft AutoCorrect.

This article explains how we interact with these tools and some of the quirks and limitations that also come with them.

Prerequisites

 
  • Admin or owner access to Templafy tenant
  • Check and Corporate terminology modules enabled 
  • Productivity add-in version 5.0.1060.0/5.1.x or above 
  • Corporate terminology plugin version 1.0.4.0 or above
  • Templafy desktop version 3.4.65 or above
  • Office 2016 version 16.0.11629 (or later)
  • Word must be installed on the PC
    (Templafy Desktop needs to create an instance of Word in order to add terms to autocorrect)

 

 
  • Corporate terminology is not supported with Server mode.

 

Microsoft Office dictionary

Adding words to the dictionary will result in these words not being underlined in red while working in Office. Additionally, these words will be suggested when utilizing “Spelling and Grammar” in Office applications. 

For example, Templafy isn’t a word being part of the default Office dictionary and is underlined in red when being used inside Office.

Templafy.png

Adding Templafy to Corporate terminology will result in the Office dictionary recognizing Templafy as a valid term and stop underlining it in red in documents being created by the end-users. 

Read more about Office dictionary here:
Add or edit words in a spell check dictionary (Link to Microsoft)

  • The Prefer term will no longer be underlined in red in Office
  • The terms and spelling to be corrected will be suggested when running “Spelling and Grammar” in Office applications

Microsoft AutoCorrect

 

You can additionally choose to add the term to Microsoft AutoCorrect utilizing the Automatically correct these terms checkbox available for Prefer terms in the Admin CenterThis will result in certain words being automatically corrected while the user types. One scenario where you might have seen Office AutoCorrect in action is when the first word of a sentence is automatically capitalized.

For example, some of our users are writing Tempalfy instead of Templafy. Adding the term Templafy to Corporate Terminology as a term you prefer, and specifying that you want Tempalfy as a term to be corrected would result in users being corrected to Templafy as they type the misspelled word.
Tempalfy.gif
You can add additional misspellings to be auto-corrected eg. Tempafly, to make sure all the ways a term is usually miss-spelled will be picked up.

 

Microsoft AutoCorrect and different casing of the same word

Microsoft AutoCorrect has its own behavior when it comes to the same word using different casing: 

  • Any term or spelling to be corrected starting with a lowercase will instruct Word to autocorrect ANY CASING of that related term to the Prefer term.
  • Any term or spelling to be corrected starting with an uppercase will instruct Word to autocorrect ONLY THIS ITERATION OF THE WORD to the Prefer term, other casing won’t be automatically autocorrected (only applicable to the first letter of the word, adding uppercasing within the word will be the same scenario as starting with a lowercase).
  • If you have two terms or spelling to be corrected, one starting with an uppercase, one starting with lowercase, it will instruct Word to autocorrect ANY CASING of that related term to the Prefer term

 

 
  • Mind the use of AutoCorrect as it can be seen as intrusive by end-users as their word will be fixed as they type. 

 

Where will this take effect?

This will take effect in all the Office applications that use the Microsoft Office dictionary, and AutoCorrect today, being:

  • Word, PowerPoint, Excel, Outlook and OneNote

How are the dictionary and AutoCorrect updated?

Clicking Publish in the Admin Center will trigger Templafy Desktop to add/edit/delete these words with the next Templafy Desktop update performed on the end-user’s PC through Corporate Terminology plugin. NB.: The automatic update in Templafy Desktop only happens ones every 24 hours, so it might take this long before end users experience the changes.

  • Office Dictionary: CUSTOM.DIC will be created (or modified if already existing) in  \AppData\Roaming\Microsoft\UProof to inject the Prefer terms.
    NB.: CUSTOM.DIC is a global dictionary that serves all languages.
  • Autocorrect: .alc files will be created (or modified if already existing) in  \AppData\Roaming\Microsoft\Office to inject the required terms to autocorrect.
 
  • Nothing is being deleted when we are editing or adding words, however if a word existing in the dictionary prior to Corporate Terminology has been used through Corporate Terminology, the word will be removed if the module is being disabled (along with all Corporate terminology related Templafy files and folders).

 

Troubleshooting tips

 
  • Tips if terms are still underlined in Office or aren’t being autocorrected:
    • Make sure to restart Word (if Word was opened during the update, the words are still in transition to be added to the dictionary and autocorrect)
    • Delete the corporate-terminology.json file in the \AppData\Local\Templafy\AddIns\CorporateTerminology folder

 

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corporate terminology
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