Enhancing Writing Productivity Using Text Expansion Tools
Enhancing Writing Productivity Using Text Expansion Tools
Boost efficiency and streamline workflows by automatically expanding short abbreviations — or snippets — into longer text strings
Do you constantly retype the same information? If you’re a professional knowledge worker, you probably do. This repetitive task wastes time and causes frustration, making it clear that you need a solution.
The good news: There’s a simple solution you can put to work quickly and without huge expense. They are called called text expanders.
What are text expanders?
Text expanders are software applications designed to enhance productivity by automatically unfolding short abbreviations — or short codes — into longer text strings. Text expanders are designed to save time and improve efficiency by allowing writers to quickly insert pre-defined or frequently used content with just a few keystrokes or clicks.
Text expanders are time-saving, productivity-enhancing tools of value to folks like technical writing pros who frequently type repetitive phrases, technical terms, and lengthy content. Productivity-seeking writers rely on text expansion to help eliminate the need for retyping the same information repeatedly.
Do technical writers use text expanders?
Twenty percent of technical writers polled by The Content Wrangler on LinkedIn report that they regularly or sometimes use text expansion tools. Meanwhile, twenty-five percent of tech writers state they don’t use these tools, and a significant fifty-six percent say they are unaware of what these tools are.
These results highlight a few important insights about the use of text expansion tools among tech writers:
Adoption and Awareness: Only twenty percent of technical writers regularly or sometimes use text expansion tools, indicating a moderate level of adoption within the community. This suggests that while some writers recognize the benefits of these tools, they are not universally embraced.
Lack of Usage: The fact that twenty-five percent of tech writers don’t use text expanders shows that a significant portion of the community either doesn't see the need for them or prefers other methods to improve their writing efficiency.
Knowledge Gap: The most striking finding is that fifty-six percent of respondents are unaware of what text expansion tools are. This significant knowledge gap indicates a need for more education and awareness about these tools and their benefits.
While text expansion tools have proven benefits for productivity and consistency in technical writing, there is a considerable opportunity for increasing awareness and education about their use and advantages. Increased adoption could lead to greater efficiency and effectiveness in documentation production processes.
How might technical writers use text expanders?
Tech writers generate various types of content using text expanders. In addition to things like salutations, email signatures, standard business phrases, product names and descriptions, here are some examples of how writers use text expansion software:
Snippets (microcontent) and abbreviations — Tech writers create snippets of frequently used small pieces of text (like section headings), software code, or content that can be reused or inserted into a document, program, or website. This allows them to quickly insert the expanded content into their writing with just a few keystrokes.
Templates — Writers use text expanders to create templates for emails, document formats, and other repetitive writing tasks. By filling in specific details within these templates, they save time and ensure consistency.
Dynamic content — Advanced text expanders often support dynamic content —the ability to insert or generate content that changes based on certain criteria, such as user interaction, context, or specific variables — such as dates, times, and clipboard content. Tech writers can include this dynamic information in their snippets, making them more powerful and adaptable.
Automation — Text expanders automate repetitive tasks by instantly expanding snippets of content. This feature helps tech writers save time and effort, especially when handling repetitive typing or content generation.
Related: Text expanders are the magical productivity tool you need to master (Source: Popular Science)
Do software developers use text expanders?
Expanders are used by software developers to expand or simplify the process of writing HTML code. They allow developers to write shorthand syntax, which then gets expanded into full HTML code. These tools can significantly speed up coding by reducing the amount of repetitive typing and by providing quick ways to generate standard HTML structures.
One of the most popular examples of HTML expanders is Emmet, a plugin for text editors and Integrated Development Environments. Emmet allows developers to write abbreviated code snippets that expand into full HTML code.
Above: [Video] Emmet Expansion with HTML (How to type HTML faster and more accurately)
How do you use a text expander?
Using a text expander is straightforward and can significantly boost your productivity.
Here’s a step-by-step guide on how to use one:
Choose a Text Expander Tool: Select a text expansion tool that fits your needs. Popular options include TextExpander, PhraseExpress, aText, FlyMSG, TypeIt4Me, and AutoHotkey.
Create Shortcuts (Snippets): Open the text expander app and create shortcuts, sometimes called snippets. These are abbreviations that will expand into longer text. For example, you can set "addr" to expand into your full address.
Define Expanded Text: For each shortcut, enter the text you want it to expand into. This can be anything from a simple phrase to a lengthy paragraph. Some tools also allow you to include formatting, images, or even execute scripts.
Organize Snippets: Organize your snippets into categories or folders for easy management. This is particularly useful if you have a large number of snippets for different purposes, such as work, personal, or specific projects.
Use Your Shortcuts: When typing in any application, simply type the shortcut you created. The text expander will automatically replace the shortcut with the full text. For example, typing "addr" will instantly change to your full address.
Edit and Update Snippets: As your needs change, you can easily edit, update, or delete snippets. This keeps your text expansion library relevant and up to date.
Learn Advanced Features: Many text expanders offer advanced features such as:
Macros: Insert dynamic content like dates, times, or clipboard content.
Fill-ins: Create templates with fill-in-the-blank fields for customization.
Scripting: Use simple scripts to perform more complex text manipulations.
Sync Across Devices: If supported by the tool you chose, sync your snippets across multiple devices. This ensures you have access to your text expansions whether you're on your computer, tablet, or smartphone.
Practice and Optimize: Spend time practicing and optimizing your use of text expanders. The more you use them, the more you'll discover shortcuts and features that enhance your productivity.
Related: Type Less: How Text Expansion Apps Help You Write Long Phrases With Fewer Keystrokes (Source: Zapier)
What’s the best text expander?
There’s no such thing as a "best" text expander tool because the ideal choice depends on factors. The best fit for one person (or organization) might not be the best for another.
Factors such as specific business needs, compatibility with web browsers versus system-wide integration, the ability to share snippet libraries with team members, and price all play a crucial role in determining the most suitable tool.
Some may prioritize a tool that works seamlessly across all apps in their operating system, while others might need a solution that integrates smoothly with their web-based applications. Additionally, collaborative features like shared snippet libraries can be a deciding factor for teams, whereas individual users might focus more on affordability and ease of use. Evaluating these aspects is essential to finding the text expander that best meets your requirements.
Related: Everything You Need to Know About Text Expanders, Snippets, and Shortcuts (Source: Pro Writing Aid)
What are some of the most commonly used text expanders?
TextExpander, allows users to instantly insert snippets of text from a repository of emails, boilerplate, and other content as they type, using a quick search or abbreviation.
PhraseExpress, tailored for Windows users, not only organizes frequently used text snippets but also offers auto-completion for recurring phrases and even checks spelling in real-time.
AutoHotkey stands out as more than just a text expander. It's a potent scripting language designed specifically for Windows, providing the capability to automate numerous tasks, including text expansion.
Breevy, another text expansion tool for Windows, empowers users to abbreviate lengthy words and phrases, saving time and reducing keystrokes. An added feature is its ability to launch applications, websites, files, and folders.
Typinator is a top choice for macOS aficionados. Enhancing productivity by automating the insertion of frequently used text and correcting typing errors, it's an invaluable tool.
TypeIt4Me replaces your personal typed abbreviations with longer snippets of text, pictures and more. The very first text expander for Macintosh of its kind, it’s been boosting people’s productivity for decades.