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

shuttle from O'Hare Bingham .. Lockport Chicago limo O’Hare
In The News:

Attackers use caller ID spoofing and AI voices to steal money. Tech expert Kurt “CyberGuy" Knutsson provides seven ways to protect yourself.
Tech expert Kurt “CyberGuy" Knutsson talks about the Genesis GV60 MIV, an electric rescue EV with snow tracks for extreme missions.
Tech expert Kurt “CyberGuy" Knutsson helps you ensure a smooth online experience with a reliable, secure home network setup.
Kurt “CyberGuy" Knutsson talks about Vollebak’s Shielding Suit, which blocks EM radiation, infrared and tracking for privacy.
Even Apple products are vulnerable to cybercriminals, and a new report suggests the owners of Mac products will have to be more vigilant this year.
An inflatable six-person tiny house from a firm called 2001 looks like a space station with its inflatable dome that is transportable and eco-friendly.
Scams cost Americans an estimated $159 billion every year and average about $3,500 in losses per victim. The CyberGuy has advice to protect yourself.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents
Zeekr and Waymo are joining forces for the world's first mass-produced autonomous vehicle, combining an electric vehicle with self-driving technology.
A humanoid robot training center has opened in Shanghai, a big step in China's efforts to become a global leader in robotics and artificial intelligence.
Security experts have discovered that hackers are targeting apps on the App Store to spread malware that steals information from saved screenshots.
A new luxury SUV combines military-inspired design and high-end luxury transportation and includes two military-grade gas masks to protect against chemical warfare.
80% of stalking victims are tracked using tech. GPS trackers, like AirTags, are among the most popular ways to do it. Here's how 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.
Kurt "CyberGuy" Knutsson explains how to protect yourself against artificial intelligence-fueled romance scams, which have become the most common type of fraud in 2025.
Kurt "CyberGuy" Knutsson explains the steps to declutter text messages on a Mac or iPad. Apple offers ways to do this more efficiently.
Here's how to take control of the algorithms on Facebook, YouTube, Instagram and TikTok if your social media feeds aren't showing you content you want to see.
Beware of iCloud scams using urgent messages. Tech expert Kurt “CyberGuy" Knutsson helps you spot the red flags to protect yourself.
Travel abroad worry-free with these top translation apps for travelers. Tech expert Kurt “CyberGuy" Knutsson highlights some favorites.
The European Space Agency's Euclid space telescope was going through preliminary tests in September 2023 when it captured images of an Einstein Ring in a nearby galaxy.
Tech expert Kurt “CyberGuy" Knutsson says hackers are using Microsoft Teams for phishing, vishing and quishing via social engineering.
Red light camera tickets: Not liable to ID the driver; some are fishing expeditions. Tech expert Kurt “CyberGuy" Knutsson helps you fight back against tricky fake tickets.
The apps collecting the most data about you are among the most widely used. Kurt the CyberGuy takes a look at 20 of these apps and how you can protect personal information.
AST SpaceMobile of Texas is developing the world's first global cellular broadband network that can connect directly to your smartphone without special equipment.
Community Health Center, a Connecticut-based healthcare provider, has disclosed a recent data breach affecting over 1 million people in the U.S.

The Writer and the Web

If your dream is to get published, the chance is... Read More

The Best Freelance Job Boards for Writers

How many times have you checked out a job board... Read More

The Unwritten World Of The Reality Of Letterwriting

You may wonder why I have chosen this title of... Read More

How to Pitch a Story

Ever wonder why we refer to convincing an editor a... Read More

Top 5 Rules of English Grammar

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

Scenes and Structure

Beginning writers often tend to think of a book as... Read More

Turbo-Charging Your Writing Career - 6 High-Yield Strategies

Hands up all those who'd like to have a successful... Read More

Know your Audience Before you Write Your Book or Web Site

If you want happy customers to use your service or... Read More

Four Act Stories and Beyond

There are various forms of structure, including frameworks, work processes... Read More

You Cant Always Believe What You See On Your Computer Screen

You may not remember this, but in the early days... Read More

Through the Eyes of an Artist

As writers, we initially tend to be either more cerebral... Read More

Untrue Father (A short Story)

Kallu was a tenant of Santosh Kumar Nayak. Santosh Kumar... Read More

Documenting Everything: Your Journal is Your Logbook

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

How to Relax Your Writing

Q. My writing sounds stiff and stilted. Help!A. Memories of... Read More

And What Do You Do? ... How To Know When Youre a Writer!

It's the funniest thing. When someone asks me what I... Read More

The Spectre Hound

And a dreadful thing from the cliff did spring, and... Read More

10 Secrets For Everyday Writing Success

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

Mind Mapping Your Journal Entries

Clustering, also called Mind Mapping, is a great way to... Read More

Vital Verbs

Remember back in the dark days of your school years... Read More

A Writers Tools

William Faulkner, the great Mississippi writer, said, "The tools I... Read More

A Writers Tools

If you are like most writers, you're constantly searching for... Read More

Writing for Local Veterinary Hospitals

Freelance writer STANLEY BURKHARDT has a passion for animals. He... Read More

Kick-Start your Juices

Listen, consider this scenario.You have a deadline to honour. Time... Read More

Who Said That? Making Dialogue Crystal Clear

Recently, I was hunting for a book that would simply... Read More

A Single Technique

Writing is hard work, and like all hard work, one... Read More

Mishawaka limo O'Hare ..