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User guides

Styles and examples

A style captures how you write. A style profile determines the document layout. The current and the new Styles version exist side by side.

In brief

  1. Open More, Create styles and choose Create a style.
  2. Use one to three good example files or choose the guided option Help me create my style.
  3. Choose a document category, give the style a name and decide whether it is personal, for the organisation or for a document type.
  4. See what Rapportly learned from the example. Correct the rules and test with fictional input before you use the style.
  5. Then choose the style for a new document. Writing style and layout are chosen separately in the form.

Tasks

Create a style from an example

Options: Category · example files · name · scope of use

  1. Open More, Create styles and choose Create a style.
  2. Choose Use my example and select the document category.
  3. Add one to three DOCX, PDF, TXT or MD examples according to the requirements on screen.
  4. Give the style a name, choose Personal, Organisation or Document type and create the style.
  5. After the analysis, see what Rapportly has recognised.

Create a style without an example document

Options: Target audience · tone · explanation · technical terms · structure · form of address

  1. Open Create a style and choose Help me create my style.
  2. Choose the target audience, tone, amount of explanation, technical terms, structure and form of address.
  3. Give the style a name and choose where you want to use it.
  4. Create the style and check the learned rules in My styles.

Edit an existing style

Options: Tone · language level and explanation · form of address · structure · technical terms · amounts · use of sources · alternatives · risks · closing

  1. Open More, Create styles and choose My styles.
  2. Open the style you are allowed to edit.
  3. Read What we recognise in your style and go to Your preferences.
  4. Change the relevant fields and choose Save as a new version.
  5. Check the new active version and test the style again.

Which style preferences can you change?

Options: Ten editable fields

  1. Open the existing style and find Your preferences.
  2. Only change the rules that do not fit the way you work.
  3. Check the tone, language level, form of address, structure and technical terms.
  4. If needed, also check amounts, use of sources, alternatives, risks and closing.
  5. Save as a new version and look at the result of a new style test.

Test a style with your own or fictional text

Options: My text · existing conversation · fictional example

  1. Open the existing style and go to Test your style.
  2. Choose My text, Existing conversation or Fictional example.
  3. Check the test source and choose Create a sample in my style.
  4. Read through the result; if the tone is wrong, adjust the preferences first.

View an earlier style version

Options: Versions · active · earlier version

  1. Open a style under My styles.
  2. Go to Versions and check which version is Active.
  3. Open an available earlier version to compare the rules.
  4. Only use the controls available on your screen for that version; save a change as a new version.

Use a style for a document

Options: Writing style · layout profile

  1. Open a new task.
  2. Choose the writing style you want in the field intended for it.
  3. Separately, also choose a style profile or presentation style for the visual layout.
  4. Check the final document for language and layout.

Create a style profile in the current Styles version

Options: Only me · for the team · report · email · meeting notes · quote · PowerPoint · other

  1. Open the link View the current Styles version.
  2. Choose I already have a style or Help me create my style.
  3. Fill in the name, personal or team access and document type.
  4. Add the requested example and check the status of the analysis.

Find and refine a style profile

Options: Search by name · document type · status · View and refine

  1. Open the current Styles version and use Search by name.
  2. Filter by Document type or Status.
  3. Choose View and refine for the profile you want.
  4. Check the examples and adjustable settings before you save any changes.

Rename a style profile or make it the default

Options: Rename · make default

  1. Find the right profile in the list and open the available profile actions.
  2. Choose Rename for a clear name or choose Default for the document type you want.
  3. Check the updated name or default label in the overview.

What you see can depend on your role, your plan and your organisation's integrations. Review every draft you create before you share or send it.