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
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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
becomesto 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 toAutomatically correct these terms
and Office will directly change it when users type one of the terms and spelling to be corrected. In this exampleTemplafy
is set as aPrefer
term, andTempalfy
as a term to be corrected, that should be autocorrected Microsoft Autocorrect:
-
Prefer
terms can be set to notAutomatically 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 exampleTemplafy
is set as aPrefer
term, andTemplify
andTemplify
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.
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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
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