What is Corporate Terminology?

About this article

In this article, we will explain what Corporate Terminology is and what the difference is between Prefer

terms and Avoid terms. 

• What is Corporate Terminology?
• What does Corporate Terminology do?
• Difference between 'Prefer' and 'Avoid'

 

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 3.4.65or above

 

Corporate terminology is not supported with Server mode.

 

What is Corporate Terminology?

Corporate Terminology is available via Productivity tab in the Admin Center and allows controlling the language used by employees. The admin can set undesired words to either be autocorrected or be flagged to users to ensure they are using the correct wording in their correspondence. 

Some known use cases might be:

• Make sure your own or regular client company name is spelled exactly as it is supposed to, with correct capitalization, etc.
• Help your colleagues to maintain a desired tone of voice. Eg. gender-neutral language
• Make sure terms that promise too much are avoided. Eg. 100%
• Make sure commonly used abbreviations are spelled out, so everybody understands. Eg. TBA becomes to be announced.

 

What does Corporate Terminology do?

 

Corporate Terminology uses Templafy Desktop to inject a list of Terms, added through the Templafy tenant Admin page, into the Microsoft Office dictionary - without any need to involve the internal IT department. Within Corporate Terminology in the Admin Center, one will be able to add, edit, or delete terms that should be preferred or avoided by end-users. The idea is for this list of terms to be easily managed in one interface, facilitating management and expediting changes. 

Once a term has been added - they only need to be published, after which they will be available after the next Templafy Desktop update on the user-end (can take up to 24 hours).

You can decide whether certain terms should be 'Preferred' or Avoided'.

 

Difference between Prefer and Avoid

 

When adding a new term, you can choose what type of term it should be - Prefer or Avoid. 

Prefer - terms set as Prefer are added to the Microsoft Office dictionary and therefore not underlined in red in Office applications. In PowerPoint, Word, Excel, Outlook, and OneNote.

• Prefer terms can be set to Automatically correct these terms and Office will directly change it when users type one of the terms and spelling to be corrected. In this example Templafy is set as a Prefer term, and Tempalfy as a term to be corrected, that should be autocorrected Microsoft Autocorrect:
  
  

 

• Prefer terms can be set to not Automatically correct these terms and Office will not directly change it when users type one of the terms and spelling to be corrected, instead the term will appear as a suggested correction when utilizing "Spelling and Grammar" in Office applications, and will also be flagged when using Check for PowerPoint. In this example Templafy is set as a Prefer term, and Templify and Templify as terms and spelling to be corrected, that should be avoided by the users and suggesting when utilizing "Spelling and Grammar" in Office applications:
  
  

 Avoid - terms set as Avoid will be flagged to users when they run the Check in PowerPoint. Check will then suggest the user to change the term to alternative terms. The Use exact capitalization from this list available for Avoid terms can allow for restriction or flexibility in regards to capitalization. 

• List of alternatives and Use exact capitalization from this list checked: when running Check in PowerPoint, the alternatives will be suggested as alternatives and will be corrected exactly as written in the list.
  
  
  
  
• List of alternatives and Use exact capitalization from this list unchecked: when running Check in PowerPoint, the alternatives will be suggested as alternatives and will be corrected following the first-letter casing utilized by the user.
  
  

Avoid terms will only be flagged in PowerPoint when using the Check for PowerPoint feature, and cannot be used in Autocorrect.

 

Examples of Avoid terms checking or not Use exact capitalization from this list checkbox

Scenario 1: I want to avoid one specific term no matter where it is located in the sentence
Admin Center set up > Avoid term: professional / List of alternatives: expert, skillful

Recommendation > Leave the checkbox unchecked to achieve the scenario

• Sub-scenario 1.1: Use exact capitalization from this list is UNCHECKED
  A. If the user writes professional > Check will pick it up and suggest expert or skillful
  B. If the user writes Professional > Check will pick it up and suggest Expert or Skillful
  
  
• Scenario 1.2: Use exact capitalization from this list is CHECKED
  A. If the user writes professional > Check will pick it up and suggest expert or skillful
  B. If the user writes Professional > Check will pick it up and suggest expert or skillful
  

Scenario 2: I want to avoid one specific term to one specific other term that is case sensitive
Admin Center set up > Avoid term: now / List of alternatives: ASAP

Recommendation > Check the checkbox to achieve the scenario

• Sub-Scenario 2.1: Use exact capitalization from this list is CHECKED
  A. If the user writes now > Check will pick it up and suggest ASAP
  B. If the user writes Now > Check will pick it up and suggest ASAP
  
  
• Sub-scenario 2.2: Use exact capitalization from this list is UNCHECKED
  A. If the user writes now > Check will pick it up and suggest asap
  B. If the user writes Now > Check will pick it up and suggest Asap
  
  

Clicking Publishwill instruct Templafy Desktop to distribute the terms to the end-user with the next Templafy Desktop update. If Publish isn't clicked, the terms will not be distributed to end-users.

 

Related articles

How to add, edit, or delete terms for Corporate Terminology? Corporate Terminology & Microsoft Office Productivity section