Save Time When You Write

I'm in the process of moving from one computer to another, and one of the things I really miss so far is a good keystroke macro program.

That's a program, a communication technology, that allows you to trigger long strings of text, including names and email addresses, with just a couple of keystrokes.

For example, I often have to write out the name of my book, A Manager's Guide to Newsletters: Communicating for Results. With a macro, I simply type "mgx" (without the quotation marks) to write out the first half of the title (up to the colon), or "mgc" to write out the full title.

If you've used them yourself, you know how handy it is to be able to have shortcuts to commonly-used pieces of text (also called boilerplate).

Almost every kind of writing uses commonly-repeated words and names, and once you get used to using macros, they save a lot of time that would otherwise be spent hammering on the keyboard.

They're especially useful for snippets of text that involve hard- to-reach characters on the keyboard. For example, when you type an email address, you have to reach to the upper left corner of the screen to hit the "@" key. So, I have macros for commonly used email addresses: "abcx" for "abbottr@managersguide.com" and "ralx" for "abbottr@managersguide.com"

As the latter macro suggests, it helps to have a shortcut that resembles the text that will be written out. You can also use keyboard function keys or combinations of keystrokes as your shortcuts, whatever works best for you.

It's also helpful, if you don't already have shortcuts or macros, to start with a few and add them slowly. That way you don't have to think about them; each becomes well established in your memory. In my experience, if you have to stop and look for the shortcut, you've probably lost much of the advantage that's gained by using them.

In the same vein, consider boilerplate email messages. I use the Eudora email program, which calls them 'stationery' and makes their use relatively easy. In this case, you're not just shortcutting a word or phrase -- you're shortcutting an entire email message. Some other email programs allow you to do the same sort of thing.

To create a piece of stationery, simply open a new email message form and put in your return address, the subject line, and the text of the message. Then save it as a stationery file in an appropriate folder. When you need to send that message again, simply get a copy from the folder, insert the address of the person you want to contact, and click the Send button.

You could, of course, do essentially the same thing with a macro program, but it's faster and easier if your email program lets you create these boilerplate messages.

I use stationery messages for routine thank-yous, for follow-ups on various projects, and for responding to certain types of inquiries. You wouldn't use them for important messages or messages requiring a personalized response.

However you do it, the important thing is to use boilerplate tools when you can. They're one of the easiest and most effective tools for time-efficient writing.

About The Author

Robert F. Abbott writes and publishes Abbott's Communication Letter. Each week subscribers receive, at no charge, a new communication tip that helps them lead or manage more effectively. Click here for more information: abbottr@managersguide.com

abbottr@managersguide.com

Ashley limo service .. Lockport Chicago limo O’Hare
In The News:

The FBI is warning timeshare owners of a telemarketing scam tied to a Mexican drug cartel. Tech expert Kurt “CyberGuy" Knutsson provides steps to stay safe.
Protecting your home network includes securing your router, just like your phone or laptop. Kurt “CyberGuy" Knutsson reveals six ways to protect your Wi-Fi router from hackers.
Kurt “CyberGuy" Knutsson: ConnectOnCall breach leaks sensitive data of 910,000+ patients.
Rising elder scams: How to recognize them and protect yourself and your loved ones. Tech expert Kurt “CyberGuy" Knutsson helps you outsmart the scammers.
There are common habits and oversights that could leave your financial information vulnerable to cybercriminals, according to Kurt the CyberGuy.
Counting calories just got easier with The Drop, the world's first automated nutrition tracker using advanced computer vision and artificial intelligence.
A virtual private network can help ensure your information remains security and your privacy remains intact. Kurt the CyberGuy explains.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
Artificial intelligence-based cameras are giving air defense operators unprecedented capabilities in monitoring and protecting airspace.
Apple's iOS 18.1 Inactivity Reboot automatically reboots your iPhone if it hasn't been used or unlocked for more than three days, providing better data protection.
An inventor designed rooftop solar panels for a Tesla that draws solar energy while the car is parked, adding travel mileage without plugging in.
There are currently no laws governing what artificial intelligence can and cannot do with the information it gathers; here are 10 things to avoid telling AI chatbots to keep yourself safe.
A credit union with over 240,000 members recently revealed it was targeted by cybercriminals, resulting in a data breach that was part of a two-month attack by hackers.
Scammers have become skilled at creating convincing fake websites that can easily fool unsuspecting users. The CyberGuy offers tips to protect yourself.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
CAPTCHAs, which are used by websites to confirm whether users are people or bots, are harmless, but hackers are using them to infect PCs with malware.
Hackers recently leaked personal information of about 500,000 Americans and stole patient medical records that included lab results and insurance details.
The holiday season sees a rise in mobile shopping scams. Tech expert Kurt “CyberGuy" Knutsson helps you learn how to stay safe.
Tech expert Kurt “CyberGuy" Knutsson says a VPN enhances online banking security by encrypting data and protecting privacy.
Beware of these six sneaky holiday scams. Tech expert Kurt “CyberGuy" Knutsson gives you tips to avoid falling victim.
Tech expert Kurt “CyberGuy" Knutsson reveals how to securely back up and factory reset your Android to protect your privacy and data.
Artificial intelligence is making life easier for cybercriminals, allowing them to create elaborate scams to trick people. Kurt the Cyberguy explains how to protect yourself.
Cut through all the digital clutter and delete multiple emails from your Android simultaneously. Kurt the CyberGuy explains how it's done.
Tips to prevent your holiday decorations from being stolen
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Have You Completed A Character Questionnaire?

Creative Writing Tips ?Complete a character questionnaire for each of... Read More

What is Screenwriting?

Simply put, it is the art of writing scripts for... Read More

Benjamin Franklin: His Ageless Writing Tips

If Ben Franklin were alive today, he would be...uh, very... Read More

5 Reasons People Like Technology White Papers

A good white paper is a paper that makes you... Read More

Writers: Dr. Phil Goes Fishing with Oprah in His Tackle Box, Shouldn?t You?

Dr. Phil's Life Strategies, #1 New York Times Bestseller catches... Read More

Make Your Readers Cry

You know, I really hate it when someone catches me... Read More

How To Publish Your Own Newsletter

With the expansion and diversion of businesses, manufacturers, and even... Read More

Top 5 Rules of English Grammar

Communication is effective when we follow certain rules. These rules... Read More

How To Avoid Viewpoint Slips

Sit back, and imagine what it feels like to be... Read More

The Untold Secrets of Writing Best Selling Childrens Books

Ever wondered how the most successful children's book writers get... Read More

Increase Your Chances Of Winning Writing Contests

Winning writing contests can provide several advantages to writers. For... Read More

Book Publishing Contracts For Writers: What Should I Look Out For?

Dave, I just got a contract for a book... Read More

The Self-indulgent Writier

A writer can never be self indulgent whether writing fiction,... Read More

10 Secrets For Everyday Writing Success

During my 25-year career in a variety of professional positions... Read More

Top Ten Writing Mistakes Made By New Childrens Writers

Okay. So I'm not David Letterman. But I doubt if... Read More

If You Want to Succeed As a Writer, Dont Just Think It, Do It

It never ceases to amaze me when a prospective writer... Read More

Documenting Everything: Your Journal is Your Logbook

Sailors had it for years. Great explorers had it as... Read More

What Can Go Into A Plot?

Creative Writing Tips ?We all tackle plotting differently. How you... Read More

Using Technology to Improve Your Final Draft

One Saturday afternoon, I sat in a packed conference room... Read More

Multiplying Sales As A Writer

Often, time is an enemy of writers. Sales seem slow... Read More

The Author Within

Just about every marketer on the Internet claims to be... Read More

Get Published: The Nuts and Bolts of Good English, and How to Impress a Publisher (3)

A well-punctuated approach letter may make the difference between acceptance... Read More

First Priority

No matter what you are writing, the first priority is... Read More

Knock-Out Writers Block: Listening To Your Inner Voice

When I was young, I used to talk to myself.... Read More

Write A Better Newsletter!

You've decided to write your very own Newsletter to promote... Read More

car service from Midway Arena ..