Smart Abbreviator User Manual
Version: 1.0 / Issued: June 5, 2026
Smart Abbreviator is a Word add-in that extracts and reviews abbreviations in Microsoft Word documents and helps you create abbreviation tables and register entries in an abbreviation dictionary. It is designed primarily to improve the quality and efficiency of abbreviation management in pharmaceutical document authoring.
This manual is the user's operating guide for the Office.js (web add-in) edition of Smart Abbreviator.
Intended audience
- Staff who create and review abbreviation tables in Word documents
- Staff who reference and update abbreviation dictionaries (Excel files on SharePoint)
- Administrators who aggregate and manage abbreviation dictionaries
System requirements
| Category | Requirement |
|---|---|
| OS | Microsoft Windows 11 |
| Word | The Windows desktop edition of Word in Microsoft 365 |
| Network | An internet connection is required for license authentication and SharePoint access |
| Display | Supports light and dark modes |
Note: This add-in is supported and verified on the Windows edition of Word only. The Mac and Web editions of Word are out of scope for this release (support is under consideration for the future).
How this manual is organized
- Overview — Product purpose and main features
- Installation and startup — Installation, startup, license authentication, display language
- Basic workflow — Task pane layout, loading, reading the grid
- Creating an abbreviation table — Core operations from loading to table creation
- Dictionary registration — Saving to the abbreviation dictionary and registering exclusions
- Dictionary management and Master aggregation — Administrator features
- Settings and rules — Extraction, check, and output settings
- Notes and limitations
- Tips
- License and support
- Revision history
Notation conventions
| Notation | Meaning |
|---|---|
[xxx] | The name of a button, menu, or other operation (control). |
| "xxx" | A value within a control or a string shown on screen. |
| abbreviation | An abbreviated term in the document (e.g., AI). |
| full term | The official name of an abbreviation (e.g., Artificial Intelligence). Each has an English term and a Japanese term. |
| abbreviation dictionary | An Excel file (.xlsx) that holds abbreviations and their English and Japanese full terms. Operated as a hierarchical dictionary. |
| hierarchical dictionary | An abbreviation dictionary that merges the Master, Project, Personal, and auxiliary layers according to priority. |
| task pane | The add-in's operating pane (work pane) shown at the side of Word. |
| abbreviation grid | The table in the task pane that lists extracted and added abbreviations. |
| rules | The set of settings that govern extraction, checking, saving, and other behavior. Applied as the merged result of the organization-wide "Master rules" and each user's overrides. |
| full-term check | The feature that checks the document for deviations from full-term notation rules, such as missing, mismatched, or duplicated full terms. |
| repair issue | A notation-rule deviation, detected by the full-term check, that is subject to repair. |
| ribbon | The command bar at the top of Word. This add-in adds a button to the Home tab. |