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If you find yourself spending too much time on admin, writing the same emails over and over again, I have the perfect software tool for you: TextExpander.
I heard of TextExpander several years before I started using it, and as soon as I started using it, I was kicking myself for not using it sooner. It saves me so much time!
In this blog post, I’m going to share how I use TextExpander to save time and make me look more professional.
Table of Contents
What Is TextExpander?
TextExpander is a popular text expansion software tool that allows users to save time and increase productivity by automating the entry of frequently used text snippets, words, phrases, or even entire paragraphs. It’s available for various platforms, including Mac, Windows, Chrome, iPhone, and iPad. It’s also available in English, French, German, Italian, Japanese, Russian, Spanish and Portuguese (iOS isEnglish only at present). TextExpander is particularly useful for streamlining repetitive tasks in both personal and professional contexts.
TextExpander is widely used by professionals in various fields, including writers, programmers, customer support teams, and freelancers, to reduce the time spent on repetitive typing tasks and to maintain consistency in communication. It’s a valuable tool for those who want to boost their productivity and efficiency in day-to-day work and communications.
What Are the Key Features of TextExpander?
Text Snippets:
Users can create customized text snippets, which expand into full words, phrases, or even paragraphs when typed. For example, you can create a snippet like “brb” that expands to “be right back.”
Cross-Platform Compatibility
TextExpander is available on multiple platforms, allowing users to sync and access their snippets across different devices and operating systems.
Customizable Shortcuts
Users can define their own abbreviation-triggered shortcuts, which can be as short or as long as needed.
Snippet Libraries
TextExpander allows users to organize their snippets into libraries for easy management and retrieval.
Sharing Snippets
Users can share their snippet libraries with others, making it useful for teams and collaborative work.
Fill-In Fields
Create snippets with fill-in fields to prompt you to enter specific information when the snippet is expanded, allowing for further customization. I’ve only just learned about this feature, so I’m excited to use it!
Formatted Text
TextExpander supports rich text formatting and can preserve the formatting of the expanded text.
Canned Responses
It’s particularly handy for email templates, customer support responses, coding shortcuts, and repetitive data entry tasks.
Text Expansion Statistics
Users can track their usage of TextExpander, which can be useful for evaluating time saved and productivity gains. I love knowing how many minutes/hours I’ve saved each week!
Security
TextExpander offers encryption and security features to protect sensitive information stored within the app. It’s SOC 2, GDPR, and CCPA compliant.
How Editors and Proofreaders Can Save Time with TextExpander
That all sounds great, but we’re here to talk about how an editor or proofreader can benefit from using TextExpander.
Freelance editors and proofreaders can use TextExpander to improve their client communications by automating repetitive tasks, which allows them to save time and ensures consistent and error-free messaging.
Here’s how you can use TextExpander in your client communications as a freelance editor or proofreader:
Client-Friendly Templates
Build a library of client-friendly email templates that you frequently use in your freelance work. These could include introductory emails, project proposals, contract details, and thank-you notes. Use TextExpander snippets to expand these templates with a few keystrokes.
I created a range of email templates in TextExpander to use in various situations like when I receive an email inquiry and I want more information, when I send my proposal, when I send my invoices, when I need to follow up on an invoice, etc. I tweak the template to suit the situation, but I don’t have to type the whole thing out every time.
Standard Responses
Canned email responses are another great use for TextExpander snippets. Many of us receive the same questions over and over again like “How much does copyediting cost?” and “How long will it take to proofread my book?”
If you often find yourself responding to common client inquiries or addressing the same questions over and over again, create snippets for these responses. This can save you time by avoiding the need to retype the same information repeatedly.
You can also use snippets to make comments in the files you’re working on. Most writers make the same type of mistakes, so you can create a range of snippets for the common errors you see explaining why you’re making the change. TextExpander is just one of the tools I use when I’m proofreading and editing to help me.
Customized Greetings
Personalize your client emails by creating snippets for common greetings and salutations. You can include the client’s name and other specific details to create a tailored message quickly.
I have a couple of clients who have accents in their names, which aren’t on a standard keyboard as far as I can see, so I find it really useful to have a snippet that will easily type out their name for me.
Signatures
Set up TextExpander snippets for your email signatures. This ensures consistency in your email signature format and lets you easily switch between different signatures if you have multiple freelance roles or projects.
Project Updates
If you regularly provide project updates to clients, create snippets for various update formats, such as weekly, monthly, or milestone-based updates. This allows you to provide consistent information and progress reports.
Client Information
Create snippets for important client information, such as their contact details, project specifics, and payment terms. This can be especially useful when preparing proposals or contracts.
Common URLs
If you frequently share links to your portfolio, social media profiles, or other web resources, create snippets for these URLs. This ensures you always share the correct links and saves you from searching or typing them out each time. I have one for my website URL.
Project Codes or References
If your projects have specific codes, references, or tracking numbers, create snippets for these codes to ensure accurate and consistent use in client communications.
Feedback and Review Requests
Create snippets for feedback and review requests that you send to clients after completing a project. Customize these requests based on the type of service you provided. I created an email snippet requesting a testimonial. I just add the name of their manuscript or project so that it’s relevant to the individual client.
How Much Does TextExpander Cost?
Let’s get down to brass tacks: how much is TextExpander going to set you back?
In my opinion, it’s a steal at $3.33 per month if you pay annually (as of November 2023). TextExpander also offers a free 30-day trial so you can get a good feel for it before you commit.
However, you can save 20% on TextExpander with this link!
Conclusion
By incorporating TextExpander into your client communications, you can streamline your workflow, reduce errors, and present a professional and consistent image to your clients. It’s a valuable tool for freelance editors and proofreaders looking to improve efficiency and enhance their client relationships.
Wondering what business tools editors and proofreaders use to help them invoice clients, manage their accounts, set up their website, and keep their passwords safe? I share the tools I use to run my business in this post!
