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Create style rules

Who has access:
Members of Grammarly Business subscriptions

The style rules feature allows you to create custom rules around the proper use, spelling, and formatting of specific words, terms, and phrases in order to ensure teamwide consistency. 

Topics covered in this article:

Getting started 

  1. To create style rules, go to the Style Rule Sets page and click Create rule set in the upper-right corner.
  2. In the window that appears, enter the rule set name, assign it to anyone in your organization or to team members in specific groups, and click Save.
  3. Click on the style rule set you created.
  4. You can add new rules one by one by clicking Add rule in the upper-right corner of the page or upload several rules at once by clicking Import list:
    Add rule.png
  5. To get a better understanding of how it works, we suggest you start by clicking Add rule. Here you will see the three parts that make up a rule:
    • Original text — an incorrectly spelled word or phrase that you’d like to change (Tip: you can press Tab to enter several instances).
    • Rule text — a substitute for the original text. Leave this field empty if there is no substitute for the original text.
    • Explanation - some context for your team to understand the suggestion.
      Add rule.png
  6. Additionally, you can configure the formatting options and add related materials. To learn more, check out this article: Introducing extended style rules functionality
  7. Once the necessary fields are filled out, click Save to add the new rule to your style rule set.
  8. That’s it! Your team members will now see suggestions from the style rule set as they type:
    Style rule suggestion.png

Note: Style rule suggestions are not available in the Grammarly Keyboard at this time.

 

How to add style rules in bulk

You can upload style rules as a CSV or Excel file by following these steps:

  1. Go to the Style Rule Sets page, click on an existing style rule set, or click Create rule set in the upper-right corner to create a new one.
  2. Click Import list in the upper-right corner of the page, and click Download CSV:
    Add rule.png
  3. Open the downloaded file and add your style rules to it. It is important to keep the original formatting of the file intact.
  4. Go back to the previous window and click Next.
  5. Click Choose file and select the file with your style rules.
  6. Click Import rules.

Note: If you’re having trouble uploading the file, please make sure that it does not contain non-English characters and try again.

 

Example style rules

These are some example categories of style rules:

Product or company names

Original text Change to Explanation of the rule
Acmeco AcmeCo This is the preferred spelling of our company name.

Always capitalized (or lowercase) terms

Artificial Intelligence artificial intelligence If you spell out artificial intelligence, don’t capitalize the a and i.

Abbreviations

ML machine learning Always spell out machine learning.
& and Always spell out and.
BTW, btw by the way Avoid using abbreviations in correspondence with the clients

Jargon to avoid

synergy, synergies   This term doesn’t resonate with customers. Avoid in public-facing material.

Terms with specific uses

smartphone, smartphones   Use “smartphone” only when talking about phones specifically. When talking about phones and tablets, use “mobile device.”

Preferred terminology

employee team member “Team member” is our preferred term
employees team members “Team member” is our preferred term

 

How do I assign team members to a style rule set?

  1. Go to the Style Rule Sets page, click on the three dots Three_dots.png next to the corresponding style rule set, and select Settings.
  2. Click on Anyone in the selected groups, select a user group you wish to assign to the style rule set, and click Save. You can also choose Anyone in my organization to assign the style rule set to all team members.

Note: A single user group can have multiple style rule sets assigned to it. If you assign another style rule set to a group that already has one assigned to it, they will be getting suggestions from both style rule sets.

 

Can I create multiple style rule sets?

You can create up to 50 style rule sets within a single Grammarly Business subscription. To create additional style rule sets, follow these steps:

  1. Go to the Style Rule Sets page and click Create Rule Set in the upper-right corner.
  2. In the window that appears next, enter the name of the style rule set, assign it to a user group or to your whole organization, and click Save.


Can I see how often the style rules are being used?

To check the number of times each style rule was viewed, accepted, and dismissed, go to the Style Rule Sets page, click on a style rule set, and click on a specific rule. These metrics are also shown under the Viewed and Accepted columns on the style rule set page.

Can I change the style guide logo?

The style guide logo appears on the suggestion cards from all style rule sets. To upload your custom image, go to the Style Rule Sets page and click on the logo to the left of Style Rule Sets.

 

Can I limit the style rules to certain websites?

You can specify a list of URLs where you’d like the style rule suggestions to appear. You may find this useful if your style rules are geared toward external communication (for example, writing publicly on Twitter) but less important for internal communication (for example, Slack messages).

To create an allowed list, go to the Style Rule Sets page, click on the three dots Three_dots.png next to a rule set, and choose Settings:
Style rule set settings.png

Under the Show suggestions for this rule set on: section, add the URLs of the websites where you would like your style rule suggestions to appear and confirm the selection by clicking Save. On all other websites, style rule suggestions will be hidden unless the user clicks the Grammarly widget in the lower-right corner of the text field.

Formatting tips:

  • google.com (no “www”): Use this format to include all associated URLs, including www.google.com, mail.google.com, docs.google.com, etc.
  • docs.google.com: Use this format to include only the page found at a specific URL.

 

How do I activate or deactivate a style rule set?

Go to the Style Rule Sets page, click on the three dots Three_dots.png next to the corresponding style rule set, and click Deactivate or Activate. A corresponding tag will appear next to a style rule set if it’s inactive.

 

How do I duplicate a style rule set?

Go to the Style Rule Sets page, click on the three dots Three_dots.png next to the corresponding style rule set, and click Duplicate.

 

How do I delete a style rule set?

Go to the Style Rule Sets page, click on the three dots Three_dots.png next to the corresponding style rule set, and click Delete.

 

How do I come up with new style rules?

  • Take a moment to brainstorm some common writing issues among your team members. These might include customer or product names that are often miswritten, special terms that get used incorrectly, or words that your company prefers not to use.
  • When you specify the original text, consider adding a few versions of it if your team tends to miswrite it in different ways.
  • When setting up a new style rule, be sure to account for all forms of the word or phrase, including plurals and different tenses.
  • As you and your team begin interacting with the suggestions generated by your style rules, you’ll likely want to make adjustments. You can change, add, or delete a style rule at any time.

 

What access do team members with different roles have?

Team members with the admin or account manager roles have editing permissions for all style rules functionality: they can create, edit, or remove style rules assigned to the whole organization, or to specific groups. They can also see statistics associated with any existing style rule.

Team members with the group manager permissions can create and edit only the style rule sets assigned to the user group they have permissions to manage. Group managers can view the style rules assigned to other groups or to the whole organization but can’t make any changes to them. They also won’t see any statistics associated with the style rules that are not applicable to their groups. Group managers can duplicate any existing style rule set. However, it can be assigned only to the user group they have permissions to manage.

Note: The group manager permissions are available only to Grammarly Business customers on the Enterprise Tier.

If you’re a Grammarly Business admin on the Enterprise tier, you can also create a custom role for individuals who need to manage company-wide style rules or define organizational brand tones without unnecessary admin permissions to manage groups or see the team’s analytics. To learn more, check out this article: About custom roles

Team members with the user role can view the style rules assigned to them but can’t make any changes. They also won’t see any statistics associated with the style rules.

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