Who has access?
- Grammarly Business account owners
- Grammarly Business contributors
- Grammarly Business users (view only)
The Terms section of the style guide 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
- How to add rules in bulk
- Example rules
- Can I see how often the rules are being used?
- How can I change the style guide logo?
- Can I limit the style guide suggestions to certain websites?
- How do I come up with new rules?
- How do I create additional style guides?
- What access do team members with the user role have?
- To create rules, go to the Terms page of the Admin panel. You can add new rules one by one by clicking the New Rule button in the top-right corner of the page or upload several rules at once by clicking the Bulk Import button:
- To get a better understanding of how it works, we suggest that you start by clicking the New Rule button. 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).
- Change to - a substitute for the original text. Leave this field empty if there is no substitute for the original text.
- Explanation of the rule - some context for your team to understand the suggestion.
- Once the necessary fields are filled out, click Add Rule to include the new rule in your style guide.
- That’s it! Your team members will now see suggestions from the style guide as they type:
Note: Style guide suggestions are not available in the Grammarly Keyboard at this time.
How to add rules in bulk
We also offer an option to upload rules as a CSV or Excel file. To do this, please follow these steps:
- Go to the Terms page, click the Bulk Import button, and download the CSV file with your existing rules:
- Open the downloaded file and populate it with your new rules of choice. It is important to keep the original formatting of the file intact.
- Save the edited file and upload it by clicking Proceed To Upload in the same menu.
- 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.
These are some example categories of rules to include in your style guide.
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.|
|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.”|
|employee||team member||“Team member” is our preferred term|
|employees||team members||“Team member” is our preferred term|
Can I see how often the rules are being used?
To check the number of times each rule was viewed, accepted, and dismissed, simply go to the Terms page and click on any rule. These metrics are also shown under the Viewed and Accepted columns on the Terms page.
How can I change the style guide logo?
The style guide logo appears on all suggestion cards from the style guide. To upload your custom image, go to the Terms page and click on the logo next to your style guide name:
Can I limit the style guide suggestions to certain websites?
You can specify a list of URLs where you'd like the style guide suggestions to appear. You may find this useful if your style guide is 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 Terms page, click on the three dots in the upper-right corner of the page, and choose Settings:
Under the Visibility section, add the URLs for websites where you would like your style guide suggestions to appear and confirm the selection by clicking Save. On all other websites, style guide suggestions will be hidden unless the user clicks the Grammarly widget in the lower-right corner of the text field.
- 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 come up with new 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 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 custom rules, you’ll likely want to make adjustments. Remember, you can change, add, or delete a rule at any time!
How do I create additional style guides?
To create additional style guides, follow these steps:
- Go to the Terms page, click on the three dots in the upper-right corner of the page, and select Create Style Guide.
- In the window that appears, insert the style guide name, assign it to a group of users, and click Save:
For more information on how to use multiple style guides, please see this detailed guide.
What access do team members with the user role have?
Members with the user role will have the ability to view the rules of the company style guide, but they won’t be able to make changes. They also won’t see any statistics associated with the style guide rules.