Productivity Tip – Text Shortcuts

My favourite recent productivity tip is using text replacement which is built into to MacOS natively (System Preferences -> Keyboard -> Text). These rules also sync with iOS so you can use it on the go with your iPhone. It’s native in the operating systems so you can use these shortcuts in whatever program you’re using (iMessage, WhatsApp, Email, Google Docs etc).

I’ve set up about 20 text shortcuts and use them many times a week. I set up the shortcuts to begin with “>” which makes them hard to trigger accidentally and also lets me to use words/phrases that are easy to remember. Some examples:

  • Phone number: >ph
  • Address: >add
  • Intro thank you and to bcc: >intro1
  • Intro nice to meet you: >intro2
  • Schedule a call with me: >schedule with Calendly link

I had Alfred (paid product) for this previously, but it’s a step function worse because it’s not deeply integrated with both MacOS and iOS. The only benefit from Alfred is that it supports Rich Text (formatting) and the ability to add text with links – I now just put links in brackets. I has previously also used canned responses in Gmail but this method is superior.

It does take a little bit of time to set up and get familiar to using the shortcuts but once you get going it’ll save you a ton of time.