What is Corporate Terminology?

This article explains what Corporate Terminology is and what the difference is between Prefer terms and Avoid terms.

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. E.g. gender-neutral language.
• Make sure terms that promise too much are avoided. E.g. 100%.
• Make sure commonly used abbreviations are spelled out, so everybody understands. E.g. 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 that this list of terms is easily managed in a single interface, making administration easier and changes faster.

Once terms have been added they only need to be published, after which they will be available after the next Templafy Desktop update on the user-end (this 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. 
Terms set as Prefer are added to the Microsoft Office dictionary and therefore not underlined in red in Office applications 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 by 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 using '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' as term and spelling to be corrected, that should be avoided by users and suggesting when using 'Spelling and Grammar' in Office applications:
  

Terms set as Avoid will be flagged to users when they run 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 used by the user.
  

Examples

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'.
• Sub-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'.